PROGRAM 2726-S TERM: DATE OF AWARD TO 12/31/16

TITLE: LITIGATION STYLE SCANNING/COPYING OF FOIA CASE FILES (AUSTIN, TX)ITEM NO. DESCRIPTION * BASIS OF * TERIS - AUSTIN * CO

* AWARD * Austin, TX * PRE

* * UNIT RATE COST * U

I. SCANNING TO PDF: * * $0.00 *  (a) Format A...........................................per 100 pages..................... * 16 * $8.30 $132.80 *  (b) Format B...........................................per 100 pages..................... * 1633 * $8.30 $13,553.90 *  (c) Format C...........................................per 100 pages..................... * 16 * $8.30 $132.80 * II. OCR PROCESSING AND COVERSION TO TEXT-SEARCHABLE PDF: * * $0.00 * 

 (a) Format A...........................................per page..................... * 16 * $0.02 $0.32 *  (b) Format B...........................................per page..................... * 1633 * $0.02 $32.66 *  (c) Format C...........................................per page..................... * 16 * $0.02 $0.32 * III. COPYING/DUPLICATING: * * $0.00 *  (a) From camera copy....................per 100 impressions * * $0.00 *  (1) Format A...................................................................................... * 1 * $40.00 $40.00 *  (2) Format B...................................................................................... * 2 * $40.00 $80.00 *  (3) Format C...................................................................................... * 1 * $40.00 $40.00 *  (b) From PDF...............................per 100 impressions * * $0.00 *  (1) Format A...................................................................................... * 1 * $40.00 $40.00 *  (2) Format B...................................................................................... * 2 * $40.00 $80.00 *  (3) Format C...................................................................................... * 1 * $40.00 $40.00 *  (c) Large format documents..........per square foot.................................. * 10 * $0.65 $6.50 *  (d) Tab dividers...........................per 100 dividers.............................. * 1 * $25.00 $25.00 * IV. PAPER: * * $0.00 *  (a) Xerographic Bond, White, 20 lb (JCP O63)........per 100 leaves.......... * 1 * $20.00 $20.00 *  (b) Writing, Various Colors, 20 lb (JCP D10)..........per 100 leaves.......... * 8 * $10.00 $80.00 *  (c) Index, White, 90 lb (JCP K10).........................per 100 leaves.......... * 1 * $10.00 $10.00 *  (d) 1/26th cut tab dividers (A through Z)...............per set....................... * 1 * $6.50 $6.50 *  (e) 1/25th cut tab dividers (1 through 25 or 25 through 50).......per set....... * 1 * $6.50 $6.50 * 

V. ADDITIONAL OPERATIONS: * * * 

 (a) Bates Numbering (paper copy).....................per 100 numbers......... * 8 * $2.00 $16.00 *  (b) Bates Numbering (digital copy).....................per 100 numbers......... * 8 * $2.00 $16.00 *  (c) Transferring data to CD-R and insertion in storage media....per CD-R.. * 75 * $25.00 $1,875.00 *  (d) Packing and binding....................................per container................ * 75 * No Charge $0.00 * 

** * 

CONTRACTOR TOTALS * * $16,234.30 * 

DISCOUNT * * 0.00% $0.00 * 

DISCOUNTED TOTALS * * $16,234.30 * 

AWARDED

Page 1 of 1
Program 2726-S (12/16) Page 1 of 21 

Specifications by: RNT 

Reviewed by: GC 

U.S. GOVERNMENT PUBLISHING OFFICE 

Dallas, Texas 

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS 

For the Procurement of 

Litigation-Style Scanning/Copying of FOIA Case Files (Austin, TX) 

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

Department of Treasury - Internal Revenue Service, Austin, TX

Single Award 

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

December 31, 2016, plus four optional 12-month extension periods that may be added in accordance with 

the "Option to Extend the Contract Term" clause in this contract. 

BID OPENING: Bids shall be publicly opened at 11 a.m., prevailing Dallas, TX time, on December 3, 2015 

BIDDERS, PLEASE NOTE: Abstract of previous pricing is included herein, however, contractors to 

note extensive revisions throughout, including revised security requirements.

This procurement is being solicited as a small purchase request for quotation (RFQ). The sealed bidding 

terminology used throughout these specifications is synonymous with their negotiated procurement 

counterparts unless specifically stated otherwise. Negotiated pursuant to 41 U.S.C. 5(1). 

Bids may be submitted via fax machine. The GPO fax number is (214) 767-0456. (Pursuant to Contract 

Terms, Solicitation Provisions, Section 6). 

NOTE: Special attention is directed to the following: Due to the sensitivity of the Government furnished 

materials, all pick-up and return of Government-furnished materials must be made by a direct employee of 

the contractor in a contractor-owned vehicle. 

RESTRICTION ON LOCATION OF PRODUCTION FACILITIES: All production facilities used in the 

manufacture of the product(s) ordered under this contract must be located within a 50-mile radius of the 

Internal Revenue Service (IRS) office located at 3651 South IH 35, MS 7000 AUSC, Austin, TX 78741. 

Questions of a technical nature concerning this contract should be directed to Rachel Trussell at (214) 767-

0451, ext. 4. (No collect calls.) 

Contractors must request a PDF version of Pub 7075, Tax Information Security Guidelines for Federal, 

State and Local Agencies and Pub 4812, Contractor Security Controls, prior to submitting a bid. 

Contractors who fail to request this information may be declared non-responsible. 

SECTION 1.- GENERAL TERMS AND CONDITIONS 
Program 2726-S Page 2 of 27 

Litigation-Style Scanning/Copying of FOIA Case Files (Austin, TX) 

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

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

Publication 310.2, effective December 1, 1987 (Rev. 6-01)) and GPO Contract Terms, Quality 

Assurance Through Attributes Program for Printing and Binding (GPO Publication 310.1, effective May 

1979 (Rev. August 2002)). A copy of these publications, as well as other supplemental GPO contract 

documents, can be obtained at: http://www.gpo.gov/vendors/gaocab.htm

SUBCONTRACTING: Subcontracting will not be permitted. 

Additionally, an IRS Certification of Nondisclosure (see ‘Attachment C’) is hereby made an integral part of 

these specifications. Each bidder will be required to sign the Certification of Nondisclosure and submit a 

copy with the contract bid. 

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

these specifications: 

Product Quality Levels: 

(a) Printing (page related) Attributes -- Level IV. 

(b) Finishing (Item related.) Attributes -- Level IV. 

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 Camera Copy/Government-Furnished Material 

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

replaced with the June 2008 clause found at http://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.

DOING BUSINESS WITH THE GPO: Contractors wishing to do business with the GPO are referred 

to the GPO web site ( http://www.gpo.gov/vendors/index.htm ) where one can register as a GPO 

contractor using the ‘GPO Contractor Connection’ link in accordance with the furnished instructions 

on that page. 

NOTE: Prospective as well as existing GPO contractors are to note that, as of 1/1/08, all contractor s 

seeking to do business with the GPO must first complete and thereafter maintain the accuracy of its 

GPO Contractor Connection registration with the following mandatory taxpayer information boxes: 

“EIN/TIN #” (Employer Identification Number or Taxpayer Identification Number); “Subject to Backup 

Withholding” (See Form W-9, Request for Taxpayer Identification Number and Certification); and, 

“Current W-9 Request” (See Form W-9). The GPO will withhold payment of any invoices for work 

completed by any contractor who fails to provide these tax data in GPO Contractor Connection. Such 
Program 2726-S Page 3 of 27 

Litigation-Style Scanning/Copying of FOIA Case Files (Austin, TX) 

invoices will be declared ineligible for payment until all requirements for payment, including providing 

these tax data in GPO Contractor Connection, have been satisfied. 

OPTION TO EXTEND THE CONTRACT TERM: 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 60 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 periodic pricing revision. 

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 he mutually agreeable to the 

GPO and the contractor. 

ECONOMIC PRICE ADJUSTMENT: The prices set forth in this contract shall be adjusted in 

accordance with the provisions of 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 below. Pricing will thereafter be 

eligible for adjustment during the second and any succeeding 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 herein. 

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

shall extend from January 1, 2016 to December 31, 2016. 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. 

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

"Consumer Price Index For All Urban Consumers - Commodities Less Food” 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 the 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 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 September 30, 2015, 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. 

NOTE: The Economic Price Adjustment (EPA) is NOT cumulative. The EPA is applied to the original 

contract price not to the original contract price plus any other EPAs applied. 
Program 2726-S Page 4 of 27 

Litigation-Style Scanning/Copying of FOIA Case Files (Austin, TX) 

NOTIFICATION: The contractor will be notified a minimum of 30 days before the end of the current 

contract annual period of availability or nonavailability of funds for subsequent periods. Cancellation is 

effected if (i) the Contracting Officer notifies the contractor that funds are not available for the next 

year, or (ii) the Contracting Officer fails to notify the contractor that funds are available for the next 

year. 

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

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

supplemented by an individual "Print Order" for each job placed with the contractor. The print order, when 

issued, will indicate the quantity to be produced and any other information pertinent to the particular order. 

SECURITY WARNING: Proper control and handling must be maintained at all times to 

prevent any information or materials required to produce the product ordered under these specifications 

from falling into unauthorized hands. All Sensitive But Unclassified (SBU) data must be adequately 

protected and secured and meet the required physical security minimum protection standards as 

defined in Publications 1075, 4812, and 4812-A. Unless otherwise indicated herein, all extra 

copies, materials, waste, etc., must be destroyed in accordance with IRS Publications 1075 (Rev. 8-

2010) 4812, and 4812-A, Tax Information Security Guidelines for Federal, State, and Local Agencies. 

The contractor agrees that it shall establish and maintain full Secure Data Transfer (SDT) compliance 

throughout the term of this contract. Contractor receiving SBU information from the IRS shall meet the 

requirements set forth below, in accordance with the IRS Publications 1075, 4812, 4812-A and Federal 

Information Security Management Act (FISMA) Compliant Data Protection and Internal Revenue Code 

6103 (n): 

All federal, state, and local agencies or entities shall comply with IRS Publications 1075, 4812, and 

4812-A, Tax Information Security Guidelines for Federal, State and Local Agencies and Entities (as 

revised) if transmitted data contains Federal Taxpayer Information (FTI). All data that originates from 

the IRS shall be protected to ensure compliance with FISMA, including the technical security, 

physical security, personnel security, and record retention requirements. 

All IRS systems that handle or process Federal Tax Information or other Sensitive but Unclassified 

information, including Personally Identifiable Information (PII), source code, etc. are categorized at the 

moderate risk level, as required by Publication FIPS 199, Standards for Security Categorization of 

Federal Information and Information Systems. This contract handles FTI at the moderate risk level. 

NOTE: Personally identifiable information is “information that can be used to distinguish or trace an 

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

combined with other personal or identifying information which is linked or linkable to a specific 

individual, such as date and place of birth, mother’s maiden name, etc. (Reference: OMB 

Memorandum 07-16.) Other specific examples of PII include, but are not limited to: 

Personal identification numbers, such as passport number, driver’s license number, taxpayer 

identification number, or financial account or credit card number. 

Address information, such as street address or personal email address. 

Personal characteristics, including photographic image (especially of face or other distinguishing 

characteristic), fingerprints, handwriting, or other biometric image or template data (e.g., retina scans, 

voice signature, facial geometry). 

Contractors shall comply with moderate risk controls of National Institute of Standards and Technology 

(NIST) SP 800-53, Recommended Security Controls for Federal Information Systems and 

Organizations, Revision 3 or 4. NIST is a federal technology agency that develops and promotes 
Program 2726-S Page 5 of 27 

Litigation-Style Scanning/Copying of FOIA Case Files (Austin, TX) 

measurement, standards, and technology. NIST also provides additional guidance, publications, and 

compliance tools to Government agencies at http://csrc.nist.gov/groups/SMA/fisma/index.html. 

Authorized Data Recipients: Only authorized individuals may receive SBU information from the 

IRS. Individual identification and authentication will be accomplished through use of a third-party 

digital certificate issued by name to authorized individuals. Authorized contractor employees shall 

apply, authenticate, and retrieve a digital certificate. 

Data Tracking and Accounting: Contractors receiving SBU information are responsible for ensuring 

the security of SBU information within the firm and shall establish procedures to track and account for 

data from receipt to disposition. If contracted entity is a federal, state, or local agency and 

transmitted data contains FTI, these procedures shall meet the requirements of Publications 1075, 4812, 

and 4812-A. All contractors shall ensure that the individual responsible for accounting for receipt of 

SBU information is provided with the “control file” that accompanies the extract file on SDT. The 

contractor is required to provide IRS with a separate acknowledgement of receipt of SBU information. 

Data Transfer Log File: Contractors receiving SBU information must maintain a log file that 

records complete and incomplete data transfers. For complete transmissions, the log file must identify 

the sender of the information, the file name, the date/time of receipt, and the record count. For 

incomplete transfers, the log file must identify as much of the above information as is possible. 

Confirmation of Successful Data Transfers and Record Count: When a contractor receives a file from 

the IRS via SDT, the contractor shall check the file to see that it is intact and usable; the contractor shall 

also validate the record count provided on the “control file.” In the event of incomplete or unsuccessful 

transfers, including a file where record counts cannot be validated, the contractor shall notify the 

IRS immediately and request that the file be retransferred. Requests for retransfer shall include the 

following information: Name, phone number, and email address of the person making the request; 

Name, phone number, and email address of an alternate contractor contact; file name; job run file ID 

number; and, complete contractor name. 

Sensitive but Unclassified Information Breach/Misrouted File: An SBU information breach includes any 

incident where SBU data is lost, misused, or compromised. This includes but is not limited to 

situations involving a misrouted file (a file meant for one entity or contractor is received by another 

entity or contractor) containing SBU data. 

In the case of an SBU breach, the contractor shall contact the following offices within one (1) hour: the 

Computer Security Incident Response Center (CSIRC)/the Situation Awareness Management Center 

(SAMC) through the CSIRC/SAMC Incident Hotline at (866) 216-4809; the Government Publishing 

Office, DC Team 2 at (202) 512-1239, and the Contracting Officer’s Representative, David Adams at 

(202) 317-5873. The Government will take appropriate action and advise the contractor of further 

action, if any, required by the contractor and/or consequences resulting from the SBU Breach. 

Access Controls and Audit Logs: The contractor shall ensure that any information system (server, 

workstation, laptop, etc.) storing SBU information maintains access controls to the information and 

audit logs that document any access to the information in accordance with NIST SP 800-53. Audit 

logs must be saved for seven (7) years. For all federal, state, and local agencies or entities, if data 

transmitted through the SDT and stored on the agency’s system contains FTI, access to the information 

shall be recorded and reviewed, as identified for access controls and auditing within Publications 1075, 

4812, and 4812-A. 

Validation of Authorized Users: All logical access to IRS information shall be controlled by 

U.S. Government-approved authentication methods to validate the authorized users. 

Web Accessible File Sharing Support: There shall be no dial-up or broadband support for web 

accessible file sharing. Remote administration of the web accessible file sharing systems is permitted 

only via FIPS 140-2 compliant products. 
Program 2726-S Page 6 of 27 

Litigation-Style Scanning/Copying of FOIA Case Files (Austin, TX) 

Safeguard Disclosure of Federal Taxpayer Information Data Transmitted Through the Secure Data 

Transfer: If SDT is used by the contractor to receive FTI data from the IRS, a revised Safeguard 

Procedures Report (SPR) is not required to participate in the SDT. The contractor’s next annual 

Safeguard Activity Report (SAR) submission shall document all protection mechanisms used to secure 

and store all data received in performing this contract. This shall include identifying the protection 

procedures, as well as the destruction procedures for data files received via SDT. 

Contractor shall ensure that all laptops being used for this contract use full disc encryption.

All IT assets must be configured to ensure compliance with the NIST Security Content Automation 

Protocol (SCAP) located on the NIST web site. 

SECURITY REQUIREMENTS: Protection of Confidential Information: 

The contractor shall restrict access to all information obtained from the IRS in the performance of this 

contract to those employees and officials who need it to perform the contract. 

The contractor shall process all information obtained from the IRS in the performance of the contract 

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

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

records. 

The contractor shall inform all personnel with access to the confidential information obtained from the 

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

required to protect this information from improper disclosure 

The contractor shall assure that each contractor employee with access to IRS work 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. All confidential information obtained from the IRS 

for use in the performance of this contract shall, at all times, be stored in an area that is physically safe 

from unauthorized access. 

Work areas for the production of IRS work shall be in dedicated areas that are roped or taped off, under 

camera surveillance, with access to those employees working on IRS work. Signs will be posted that 

only assigned employees may enter. All phases of work will be staged in one main area for each 

process and roped off for security. It is prohibited for cameras and cell phones to be in the work 

areas of the IRS production. All work areas will be open for IRS representatives at all times. 

At least one supervisory employee must be permanently assigned to the secured areas to visually 

observe, at all times, the printing, imaging, inserting, storing, mailing, and destruction of any spoiled 

materials. 

SENSITIVE BUT UNCLASSIFIED (SBU) SYSTEMS OR INFORMATION 

In addition to complying with any functional and technical security requirements set forth in the 

schedule and elsewhere in the contract, the contractor shall request that the Government initiate 

personnel screening checks and provide signed user nondisclosure agreements, as required by this 

clause, for each contractor employee requiring staff-like access, i.e., unescorted or unsupervised 

physical access or electronic access, to the following limited or controlled areas, systems, programs, and 

data: IRS facilities, information systems, security items and products, and sensitive but unclassified 

information. Examples of electronic access would include the ability to access records by a system or 

security administrator. 

The contractor shall submit a properly completed set of investigative request processing forms for 

each such employee in compliance with instructions to be furnished by the IRS. 

 Depending upon the nature of the type of investigation necessary, it may take a period up to 

eleven months to complete complex personnel screening investigations. At the discretion of the 
Program 2726-S Page 7 of 27 

Litigation-Style Scanning/Copying of FOIA Case Files (Austin, TX) 

Government, background screening may not be required for employees with recent or current favorable 

Federal Government investigations. 

To verify the acceptability of a non-IRS, favorable investigation, the contractor shall submit the forms 

or information needed, according to instructions furnished by the IRS. 

The contractor shall ensure that each contractor employee requiring access executes any 

nondisclosure agreements required by the Government prior to gaining staff-like access. The 

contractor shall provide signed copies of the agreements to the Contracting Officer’s Representative for 

inclusion in the employee’s security file. Unauthorized access is a violation of law and may be 

punishable under the provisions of Title 5 U.S.C. 552a, Executive Order 12356; Section 7211 of Title 5, 

United States Code (governing disclosures to Congress); Section1034 of Title 10, United States Code, 

as amended by the Military Whistleblower Protection Act (governing disclosure to Congress by 

members of the military); Section 2302(b)(8) of Title 5, United States Code, as amended by the 

Whistleblower Protection Act (governing disclosures of illegality, waste, fraud, abuse or public health 

or safety threats); the Intelligence Identities Protection Act of 1982 (50 U.S.C. 421 et 

seq.)(governing disclosures that could expose confidential Government agents); and the statutes which 

protect against disclosure that may compromise the national security, including Sections 641, 793, 

794, 798, and 952 of Title 18, United States Code, and Section 4(b) of the Subversive Activities Act 

of 1950 (50 U.S.C. Section 783(b)) and other applicable statutes. 

NOTE: The contractor shall immediately notify the Contracting Officer (GPO) and the Contracting 

Officer’s Representative of the termination, resignation, or reassignment of any authorized personnel 

under the contract. Further, the contractor shall include the steps taken to ensure continued performance 

in accordance with the contract. Replacement personnel or new hires must have qualifications that are 

equal to or higher than the qualifications of the person(s) to be replaced. 

The contractor may contact David Adams regarding questions concerning requirements for a security 

clearance. The requirements include, but are not limited to, financial history of the contractor’s firm and 

on-site visit(s) by the IRS security personnel. 

PERSONNEL SECURITY AND ANNUAL TRAINING REQUIREMENTS: The IRS requires that 

the contractor’s employees having a need for staff-like access to sensitive but unclassified information 

must be approved through an appropriate level of security screening or investigation. IMMEDIATELY 

UPON AWARD, the contractor must furnish the Government with a description of all positions 

requiring staff-like access to IRS data. The Government (including an IRS personnel security officer) 

will assess the risk level for each position and determine the need for individual security investigations. 

Upon award of contract, the IRS will provide the necessary forms and instructions to the contractor. 

Within 10 workdays of receipt of the forms/instructions, the contractor must return the forms filled out 

for each employee who will be involved in the production of the vouchers produced on this contract. 

The IRS shall bear the cost of conducting a security screening for contractor employees requiring one. 

 The Government will provide electronic copies of the required forms. 

 Any costs for fingerprinting will be done by the contractor. 

 Contractor personnel requiring investigation will not be allowed staff-like access to IRS 

data until approved by the IRS National Background Investigation Center (NBIC). 

Other employees will be screened on an “as needed” basis. All employees will receive a moderate 

level security clearance initially, which may be raised, as applicable, if deemed necessary by the IRS at 

any time during the contract. 

All applicable employees MUST be fingerprinted. Fingerprinting must be done at a GSA Credentialing 

Station. When the employee receives an email in reference to fingerprinting, the employee shall 

schedule an enrollment appointment. Any costs for fingerprinting not conducted at an approved 
Program 2726-S Page 8 of 27 

Litigation-Style Scanning/Copying of FOIA Case Files (Austin, TX) 

credentialing location will be borne by the contractor. Travel to and from the credentialing office will be 

borne by the contractor. 

To initiate the background investigation, the contractor must complete the Risk Assessment 

Checklist (RAC) form and security documents: Form 13340, (Fair Credit Reporting Act), Optional 

Form 306 (Declaration for Federal Employment), and review and initial Notice 1379 ((Rev. 3-2008) 

(Tax Record Check Notice)). The IRS Contractor Lifecycle Management (CLM) office may request 

additional forms to complete their investigation. 

Below is personnel security guidance from IR1052.204-9005: 

IR1052.204-9005- SUBMISSION OF SECURITY FORMS AND RELATED MATERIALS (MAY 

2013):

As described in Department of the Treasury Security Manual (TD P 15-71), Chapter I, Section 1, 

Position Sensitivity and Risk Designation, contractor personnel assigned to perform work under an 

IRS contract/order must undergo security investigative processing appropriate to the position sensitivity 

and risk level designation associated to determine whether the contractor personnel should be permitted 

to work in the identified position. 

Contractor personnel performing under an agreement that authorizes unescorted access to and in 

 IRS facilities, and access to Sensitive But Unclassified information or information systems are 

subject to (and must receive a favorable adjudication or affirmative results with respect to) the following 

eligibility/suitability pre-screening criteria, as applicable: 

(1) IRS account history for tax compliance; 

(2) Selective Service registration compliance; 

(3) U.S. citizenship/residency compliance; 

(4) Background investigation forms; 

(5) Credit report results (moderate and high risk investigations only); 

(6) Federal Bureau of Investigation fingerprint results; and, 

(7) If applicable, prior background investigations. 

In this regard, the contractor shall furnish the following electronic documents to the Contractor Security 

Management (CSM) at CSLP@irs.gov within 10 workdays of assigning (or reassigning) an employee 

to this contract/order and prior to the contract employee performing any work thereunder: 

The IRS provided Risk Assessment Checklist (RAC), and All required security forms (for new 

contractor employees) are available through the publicly accessible website for IRS: 

http://www.irs.gov/uac/Security-Forms

Tax Compliance, Credit Checks, and Fingerprinting:

Contractor personnel whose contract/order exceeds 180 calendar days must be eligible for access, 

per certification of tax compliance, and shall undergo, at a minimum a National Agency Check and 

Inquiries as a condition of work under the contract/order, to include a credit check and fingerprinting. 

If the duration of employment is less than 180 calendar days or access is infrequent (e.g., 2 or 3 days 

per month) and the contractor requires unescorted access, the contractor employee must be eligible for 

access, per certification of tax compliance, and require at a minimum a fingerprint check (Special 

Agreement Check). 
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With the exception of contractors who need access to IT systems, no background investigation or 

tax check is necessary if the duration of employment is less than 180 calendar days or access is 

infrequent when there is escort provided by an IRS employee or an approved contractor employee at 

the same or higher position risk level. 

The contractor employee will be permitted to perform under the contract and have access to IRS 

facilities only upon notice of an interim or final approval, as defined in Internal Revenue Manual (IRM) 

10.23.2, “Contractor Investigations,” and is otherwise consistent with IRS security practices and 

related IRMs, to include, but not limited to, IRM 1.4.6, “Managers Security Handbook,” IRM 

10.2.14, “Methods of Providing Protection,” and IRM 10.8.1, “Policy and Guidance.” 

As prescribed in IRM 10.23.2, escorting in lieu of staff-like access for IT systems will not be allowed. 

Information Security Awareness and Training: The contractor shall comply with IRS mandatory 

annual Computer Security Awareness briefings, Unauthorized Access (UNAX) briefings and 

receive an initial orientation before access to IRS Information Systems. All contractors who are 

involved with the management, use, programming, or maintenance of IRS information systems must 

complete the IRS mandatory Computer Security briefing. The contractor shall comply with the 

Taxpayer Browsing Protection Act of 1997 - Unauthorized Access (UNAX), which amends the 

Internal Revenue Code 6103 of 1986 to prevent the unauthorized inspection of taxpayer returns or tax 

return information. 

Cybersecurity oversees a series of security awareness training sessions; in particular, the UNAX 

training and Computer Security Awareness training, which is conducted annually and is mandatory for 

all IRS employees and contractors. FISMA requires continuous security awareness training to inform 

personnel, including contractors, other users, and individuals with significant IT Security 

responsibilities that support the operations and assets of the agency to receive specific training on 

agency guidance, policies, and procedures to reduce information security risks. 

All contractor employees who could have access to return information must complete the mandatory 

UNAX briefing. Contractors shall certify the completion of training by their employees annually. The 

certification shall be submitted to the Contractor Security Management (CSM) with a copy to the IRS 

printing specialist and to the Mission Assurance Security Services Awareness and Training Team. 

PREAWARD SURVEY: In order to determine the responsibility of the contractor/subcontractor, the 

Government reserves the right to conduct an on-site preaward survey at the 

contractor’s/subcontractor’s facility or to require other evidence of technical, production, managerial, 

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

The Preaward Survey will include a review of all subcontractors involved, along with their specific 

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

and security plans as required by these specifications. 

The contractor shall present, in writing, to the Contracting Officer within five (5) workdays of being 

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

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

These proposed plans are subject to review and approval by the Government, and award will not 

be made prior to approval of same. The Government reserves the right to waive some or all of these 

plans.

Production Plan: This plan shall include items such as a detailed listing of all production equipment 

and equipment capacities to be utilized on this contract. If new equipment is to be utilized, 

documentation of the source, delivery schedule, and installation dates are required. 

Items to be included in the Production Plan are: 
Program 2726-S Page 10 of 27 

Litigation-Style Scanning/Copying of FOIA Case Files (Austin, TX) 

 processing and sorting master-file CDs, as well as the security of the CDs and taxpayer 

information 

 scheduled start-up dates for all phases of production 

 how coordination/communication will flow from one production phase to another 

 who will be responsible for each phase 

 how will subcontractors be involved and kept informed 

 specific production dates of all subcontractors 

 how the product will be staged and/or shipped 

 Any other special requirements which are specific to this contract 

Quality Systems Plans: The prime contractor shall initiate, prior to start-up and maintain throughout 

the term of this contract, quality systems to assure conformance to all requirements of this contract. 

The quality systems should be documented in a Quality Systems Plan. The plan should also address 

what actions will be initiated when defects are detected. 

The quality systems shall assure the quality of components from contractor subsidiary plants and 

subcontractors. This element includes assuring that components from different sources will be 

compatible BEFORE the start of production. 

The quality systems shall include procedures for assuring that all variable data elements are accurately 

and completely printed/imaged and that all addressed items are mailed. This plan shall explicitly 

describe the methods to be used to assure that no records are missed or duplicated when an 

interruption of variable imaging occurs (e.g., due to equipment malfunction) during all phases of 

production. 

Quality Systems Official: The prime contractor shall designate a Quality Systems official who shall 

monitor and coordinate the quality systems. This official shall serve as the Government’s main point 

of contact on quality matters during the term of the contract. The name of the official shall be provided 

in the plan along with their title, position, and telephone number. 

Performance of all elements and functions of the quality systems shall not relieve the contractor of 

responsibility for meeting all requirements in this contract. 

Personnel Plan: This plan shall include a listing of all personnel who will be involved with this 

contract. For any new employees, the plan shall include the source of these employees, and a 

description of the training programs the employee will be given to familiarize them with the 

requirements of this program. 

NOTE: If employees have current and adequate security clearances, please notate the level of 

security clearance and for which Federal agency it was obtained.

Security Control Plan: The contractor shall maintain in operation an effective security system where 

items by these specifications are manufactured and/or stored (awaiting distribution or disposal) to 

assure against theft and/or the product falling into unauthorized hands. 

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

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

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

contract. 

Materials – As part of the Security Control Plan, the contractor must show 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. 
Program 2726-S Page 11 of 27 

Litigation-Style Scanning/Copying of FOIA Case Files (Austin, TX) 

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

of data for the packages. Access to the area(s) shall be limited to security-trained employees involved 

in the production of the packages. (For further information, see “SECURITY REQUIREMENTS” and 

“SAFEGUARDS REQUIREMENTS: Physical Storage Facility Requirements” specified herein). 

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. 

This plan must address, at a minimum, the following: 

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

 How the disposal of waste materials will be handled. 

 How all applicable Government-mandated security/privacy/rules and regulations as cited in this 

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

Option Years: For each option year that may be exercised, the contractor will be required to resubmit, 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 

PREPRODUCTION CONFERENCE”). 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. 

PREPRODUCTION CONFERENCE: A preproduction conference will be held at the contractor’s 

plant (time and date to be determined after award) each contract year. 

Attending this meeting will be representatives from the IRS and possibly representatives from the 

Government Publishing Office and USPS Headquarters Office Personnel. To establish coordination of 

all required operations, a representative(s) from each involved production area for the primary contractor 

as well as a representative of all subcontractors involved should be present. It is also required that the 

contractor have the local Postal Service representative in attendance. 

NOTE: Any person(s) that the contractor deems necessary for the successful implementation of the 

contract must be in attendance. 

The purpose of the conference will be to discuss and review all aspects of the contractor’s internal and 

external operations required to complete this contract. 

The contractor will conduct this preproduction conference during which the previously approved 

preaward production plans will be discussed and reviewed in depth. 

PRODUCTION INTERRUPTIONS: Anytime any equipment, materials, or personnel interruption 

occurs (machine problems, web break (printing or imaging), roll changes, shift changes, etc.), whether 

printing, printing and imaging, or imaging only, the on-site IRS In-Plant Liaison/Quality Monitor (if 

applicable) must be notified. This will be done to allow the Quality Monitor to observe the last correct 

piece, the destruction of all bad pieces, and the new first correct piece. The Quality Monitor must also 

have access to the contractor log containing this information for each piece of production equipment. 

QUALITY SYSTEMS AUDIT: In connection with the preproduction conference, at the Government’s 

option, a quality systems audit may be conducted. Following the conference, IRS/GPO may conduct 

an in-depth audit of all contractor quality control methods, quality systems, and quality plans in a 

formal walk-through review of the written Quality Systems Plan approved prior to award. This 

audit would require the contractor to plan, in advance, all quality related functions which would be 

required to complete the contract. Should subcontractors be involved, a complete audit of their quality 
Program 2726-S Page 12 of 27 

Litigation-Style Scanning/Copying of FOIA Case Files (Austin, TX) 

systems may also be performed. This procedure will be mandatory for all contractors doing IRS FOIA 

Disclosure Litigation work. 

NOTE: Failure to maintain the quality systems in accordance with the contractor’s plan approved 

by the 

Government may result in the Government’s termination of the contract for default. 

Records: Records of tests, inspections, and critical process controls shall be time stamped and 

maintained on file. The records must be made available to the GPO and/or IRS inspector until the 

expiration of the warranty period of this contract (see GPO Contract Terms). Copies of the forms used 

to record the inspections and test results shall be submitted with the plan. NOTE: All quality control 

samples must be produced at no additional cost to the Government. 

Inspections: The right of the Government to make general or specialized tests and inspections DOES 

NOT RELIEVE THE CONTRACTOR OF ANY RESPONSIBILITY. 

DATA SECURITY AND SAFEGUARD REQUIREMENTS:

Protection of Confidential Information: The contractor must guarantee that they, and any 

subcontractor(s), will not reproduce, or allow reproduction of, the CD-ROMs, furnished by IRS, nor use 

or allow any person to use the CD-ROMs or the taxpayer data for any other purpose than scanning of 

Litigation Documents. (See IRS Publication 1075 “Tax Information Security Guidelines for Federal, 

State, and Local Agencies”). A copy may be obtained either from the Internet at http://www.irs.gov, 

or from IRS by calling 1-800-829-3676. The contractor shall assure that each contractor employee 

with access to IRS work knows the prescribed rules of conduct, and that each contractor employee is 

aware that he/she may be subject to criminal and civil penalties for violations of the Privacy Act and the 

Internal Revenue Code. The IRS will also provide the contractor with the video, “Protecting Federal 

Tax Information.” This video is also available at www.tax.gov/sbv_pfti/. Publication 4465-A, “IRS 

Disclosure Awareness Pocket Guide” and Publication 4465-A (SP), Spanish Version, will also be 

provided. 

Contractor’s Security Letter: The contractor must email or fax on company letterhead (reference 

the GPO program and print order number) a detailed report of the inventory and tracking system and the 

security measures to be taken to secure the IRS CD-ROMs and any information output from them, 

throughout the period the contractor and/or subcontractor(s) have possession of taxpayer information. 

Email david.a.adams2@irs.gov. 

 These documents will be reviewed and analyzed by both Physical Security and Cybersecurity 

and any other security components, if implicated, for completeness, accuracy and compliance to 

security standards. Any questions identified during the analysis will be coordinated with the GPO 

for clarification and verification. 

 After coordination with security personnel, a recommendation on whether the contractor is 

able to meet the security standards will be made to GPO. 

 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. 

Physical Storage Facility Requirements: The contractor must provide a secured perimeter (a 

dedicated, enclosed by slab-to-slab walls constructed of approved materials and supplemented by 

periodic inspection). Any lesser-type partition supplemented by UL-approved electronic intrusion 

detection and fire detection systems. Unless there is electronic intrusion detection devices, all doors 

entering the space must be locked and strict key or combination control should be exercised in 

accordance with “Locking Systems for Secured Areas.” See IRS Publications 1075, 4812, and 4812-A 

(Rev. 8-2010), for additional security information. Janitorial services must be performed by cleared 
Program 2726-S Page 13 of 27 

Litigation-Style Scanning/Copying of FOIA Case Files (Austin, TX) 

employees or during the daytime in the presence of cleared employees. Contractor must meet all 

physical security requirements as outlined in Publications 1075, 4812, and 4812-A. 

Contractor must set up a secure and exclusive network for all IRS files and related work. All files must 

be directly downloaded and stored onto a dedicated storage device (i.e., hard drive) for all IRS files and 

related work. When the dedicated storage device is not in use, the hard drive must be stored in a 

security container (see “Security Container Requirements” below). Contractor must store the dedicated 

storage device for 60 calendar day after completion of the contract. After the 60 calendar days, the 

contractor is required to delete/destroy the data stored on their server, CD-ROM(s), and all audit trail 

pulls. 

Security Container Requirements: Security containers must be metal containers that are lockable and 

have a resistance to penetration. The containers should have only two (2) keys. Strict control of keys is 

mandatory. Examples are mini safes, metal lateral key lock files, and metal pull drawer cabinets with 

center/off center lock bars secured by padlocks. 

DISCLOSURE OF INFORMATION REQUIREMENTS:

Safeguards: In performance of this contract, the contractor agrees to comply with and assume 

responsibility for compliance by his/her employees with the following requirements: 

(1) All work shall be performed under the supervision of the contractor or by the contractor’s employees 

who have obtained security clearance. 

(2) Inspection by or disclosure to anyone other than an officer or employee of the contractor shall 

require prior written approval of the Internal Revenue Service. Requests to make such inspections or 

disclosures should be addressed to the GPO, Attn: Contracting Officer. 

(3) The contractor certifies that the data processed during the performance of this contract 

shall be completely purged/destroyed from all data storage components of his/her computer facility 

(after 60 calendar days of completion of the contract) and no output will be retained by the contractor 

at the time the IRS work is completed. If immediate purging of all data storage components is not 

possible, the contractor certifies that any IRS data remaining in any storage component will be 

safeguarded to prevent unauthorized inspection or disclosure. 

(4) Any spoilage or any intermediate hard copy printout which may result during the processing of IRS 

data must destroyed by a NIST approved shredder in accordance with NIST regulations. 

(5) Should the contractor or one of his/her employees make any unauthorized inspection(s) or 

disclosure(s) of confidential tax information, the terms of the Default clause (in accordance with GPO 

Contract Terms, GPO Publication 310.2, effective December 1, 1987 (Rev. 6-01)), may be invoked, and 

the person will be considered to be in breach of this contract. 

Inspection: The contractor shall be subject, at the option/discretion of the IRS, to periodical testing 

(but no less than annually) and evaluation of the effectiveness of information security controls and 

techniques. The assessment of information security controls may be performed by an agency 

independent auditor, security team or Inspector General, and shall include testing of management, 

operational and technical controls, as indicated by the security plan or every information system that 

maintain, collect, operate or use federal information on behalf of the IRS. The IRS and contractor shall 

document and maintain a remedial action plan, also known as a Plan of Action and Milestones 

(POA&M) to address any deficiencies identified during the test and evaluation. The contractor must 

cost-effectively reduce information security risks to an acceptable level within the scope, terms and 

conditions of the contract. The contractor has the responsibility of ensuring that all identified 

weaknesses are either corrected and/or mitigated. 

The Government shall have the right to send its officers and employees into the offices and 

plants of the contractor for inspection of the facilities and operations provided for the performance 
Program 2726-S Page 14 of 27 

Litigation-Style Scanning/Copying of FOIA Case Files (Austin, TX) 

of any work under this contract. On the basis of such inspection, the Contracting Officer, may require 

specific measures in cases where the contractor is found to be noncompliant with contract safeguards. 

BREACH RELATED TERMINATION OF DATA TRANSMISSION: If the Government 

determines that an authorized recipient has failed to maintain adequate safeguards (in the transmission, 

retention, and/or use of SBU) or has made any unauthorized inspections or disclosures of SBU, the 

Government may terminate or suspend transmission of SBU to any authorized recipient until the 

Government is satisfied that adequate steps have been taken to ensure adequate safeguards or to 

prevent additional unauthorized inspections or disclosures (see IRC section 6103(p)(4) and (p)(7)). 

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

the Government. Orders may be issued under the contract from October 1, 2015 through September 30, 

2016 plus for such additional period(s) as the contract is extended. All print orders issued hereunder are 

subject to the terms and conditions of the contract. The contract shall control in the event of conflict with 

any print order. A print order shall be "issued" for purposes of the contract, when it is either deposited in the 

U.S. Postal Service mail or otherwise furnished to the contractor in conformance with the schedule. 

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 he 

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. 

PAYMENT: Submit all vouchers to: Comptroller, Stop FMCE, Office of Financial Management, U.S. 

Government Publishing Office, Washington, D.C. 20401. Vouchers may be faxed to 202-512-0992 or 202-

512-0993. To expedite payment from GPO, use the bar code cover sheet. Refer to the following web page 
Program 2726-S Page 15 of 27 

Litigation-Style Scanning/Copying of FOIA Case Files (Austin, TX) 

for instructions: http://winapps.access.gpo.gov/fms/vouchers/barcode . If the bar code cover sheet is used, 

fax the voucher and the bar code cover sheet to 202-512-1851 in lieu of the fax numbers listed above. 

Note: Concurrent to submittal of contractor’s voucher to the GPO for payment, the contractor is responsible 

for furnishing a copy of his detailed invoice for examination to the IRS: Attn: David Adams at fax (510) 

637-2768. 
Program 2726-S Page 16 of 27 

Litigation-Style Scanning/Copying of FOIA Case Files (Austin, TX) 

SECTION 2.- SPECIFICATIONS 

SCOPE: These specifications are for production of occasional, unpredictably-requested, quick-turnaround 

scanning and/or copying of sensitive documents requested under the Freedom of Information Act (FOIA) 

that will require such operations as copy pickup, disassembly and re-assembly of the furnished copy, 

copying/duplicating, scanning and conversion to Adobe Acrobat Portable Document (PDF) files, Optical 

Character Recognition (OCR) scanning and conversion to text-searchable PDF files, producing “blowback” 

hard copies from PDF files and from furnished digital files in various formats, copying PDF files to CD, 

bates numbering, collating, binding, packing, delivery and safeguarding of information. 

TITLE: Litigation-Style Scanning/Copying of FOIA Case Files (Austin, TX). 

FREQUENCY OF ORDERS: Approximately 75 orders per year. 

QUANTITY: 

The majority of orders will require scanning documents to PDF files and copying PDF files to CD. The 

PDF files will not need to be text-searchable, Bates Numbered or have blowback hard copies produced. 

However, an occasional order (approximately 1% of the total orders) may require one or more of the 

following: 

(1) OCR scanning with conversion to text-searchable PDF files, electronic Bates Numbering, and 

copying files to CD. 

(2) Producing blowback hard copies from the PDF files generated (1 to 2 copies per order with an 

average of 1 copy per order). 

(3) Copying/duplicating of furnished originals (1 to 2 copies per order with an average of 1 copy per 

order) and Bates Numbering of originals and copies. 

(4) Conversion of digital files (usually Microsoft Office files) to PDF and copying files to CD and/or 

production of blowback hard copies from the original digital files or from the PDF produced (1 to 2 

copies per order with an average of 1 copy per order). 

NUMBER OF PAGES: It is estimated that each order will consist of approximately 100 to 12,000 (average 

2,200) pages per order. It is estimated that less than 1% of the total pages will be tab dividers. 

TRIM SIZE: 

 Format “A”: Up to and including 8-1/2 X 11” 

 Format “B”: Over 8-1/2 X 11” up to and including 8-1/2 X 14” 

 Format “C”: Over 8-1/2 X 14” and up to and including 11 X 17” 

 Tabs (for Format “A” only): 9 x 11” 

It is anticipated that most of the pages will be Format “B”. Rare orders will require large format 

reproduction of documents larger than 11 x 17” up to 24 x 36”. 
Program 2726-S Page 17 of 27 

Litigation-Style Scanning/Copying of FOIA Case Files (Austin, TX) 

GOVERNMENT TO FURNISH: Original legal documents packed in cartons including tax returns, bank 

checks, receipts, financial ledgers, bank statements, personal checks, etc. on various sizes and colors of 

stock to be reproduced at 100% or 95% and occasionally at other rates of reduction. The individual print 

order will specify the rate of reduction, if applicable. Furnished material may be single and/or multiple leaf 

documents held together with numerous staples or other fasteners in envelopes, folders, binders, boxes, etc. 

Occasionally, furnished material(s) may be saddle or side-stitched, perfect or case bound. Saddle, perfect 

bound and case bound publications must be kept intact, cutting at spine WILL NOT be permitted. 

Occasionally, the Government will provide digital files (usually Microsoft Office files) that will require 

conversion to PDF and copying files to CD and/or production of blowback hard copies from the original 

digital files or from the PDF produced. 

Print orders. 

One reproduction proof, Form 905 (R. 3/90) with labeling and marking specifications. 

The GPO imprint requirement is waived. Identification markings such as register marks, ring folios, rubber 

stamped jacket numbers, commercial identification marks of any kind, etc. must not print on finished 

product. 

CONTRACTOR TO FURNISH: All materials and operations, other than those listed under "Government 

to Furnish," necessary to produce the product(s) in accordance with these specifications. 

The contractor shall also furnish the means and measures to ensure that the furnished IRS materials will be 

handled in a secure fashion to ensure strict confidentiality of their contents, as specified hereafter: 

STOCK: The specifications of all stock furnished must be in accordance with those listed herein or listed 

for the corresponding JCP Code numbers in the "Government Paper Specification Standards No. 11" dated 

January 2011, and any subsequent amendments thereto. 

White Xerographic Bond, basis weight: 20 lbs. per 500 sheets, 17 x 22”, equal to JCP Code O63. 

Colored separator sheets: Colored Writing, basis weight: 20 lbs. per 500 sheets, 17 x 22”, equal to JCP 

Code D10. 

Tab dividers: White Index, basis weight: 90 lbs. per 500 sheets, 25-1/2 x 30-1/2”, equal to JCP Code K10. 

GENERATION OF “BLOWBACK” HARDCOPIES: Occasional orders will require the contractor to 

produce “blowback” hard copies from contractor-created PDF files or from department-furnished digital 

files (usually Microsoft Office files). 

“BATES” NUMBERING: Some orders will require the contractor to “Bates” (i.e. serially number) the 

submitted original documents and/or the reproduction copy at the bottom center, as indicated in the Print 

Order. The contractor shall print an identifying serial number in black ink on each furnished original and/or 

reproduction copy, serially stamping a number on each document that duplicates the sequence of the 

furnished originals. The numbering must not cover any type matter. The Bates Number must appear on all 

copies. 
Program 2726-S Page 18 of 27 

Litigation-Style Scanning/Copying of FOIA Case Files (Austin, TX) 

COPYING: Unless otherwise expressly indicated, all documents (including color documents) reproduce 

single-sided in black ink. All furnished two-sided originals (including color documents) shall be reproduced 

as two single-sided sheets in black. 

The contractor will be required to remove all fasteners from furnished material prior to reproducing, with the 

exception of perfect and case bound spines. 

The contractor must reproduce any image on envelope(s), file folders, etc. that contain furnished material. 

Material furnished on unusually small stock (receipts, match book covers, personal checks, etc.) must be 

reproduced individually on 81⁄2 x 11” sheets unless otherwise indicated. The contractor may image more 

than one small stock item per sheet as appropriate. 

Furnished originals will include documents with Post-It style note(s) affixed (Format “A”). The contractor 

is make two copies of such documents: One copy of the original document with the Post-It note(s) affixed 

or just the post-it note(s) on a separate sheet; and one copy of the original without the Post-It note(s) affixed. 

Large format documents: Rare orders may include reproduction of documents larger than 17 x 11” up to 24 

x 36”. 

Tab dividers: The contractor may be required to copy the tab and/or body areas of furnished dividers. At 

contractor’s option, contractor may use preprinted tab divider sets consisting of: (a) one bank of 1/26th cut 

tabs printing A through Z, and/or; one bank of 1/25th cut tabs printing 1 thru 25, and/or; (c) one bank of 

1/25th cut tabs printing 26 thru 50. Some orders may require additional imaging on the face of the body of 

the divider. 

The contractor may be required to substitute a blank or printed colored 8-1/2 x 11” sheet of paper for each 

original tab divider, as specified on the print order. 

MARGINS: Various. Follow copy furnished. Original documents smaller than 8-1/2 x 11" should be 

centered. 

DRILLING: No drilling required. 

BINDING: Unless otherwise indicated, the contractor shall return all furnished material and deliver 

contractor-furnished copies as follows: 

When stapled originals have been furnished: Assemble the reproduced copies in the same sequence as the 

furnished originals and band with a minimum of one rubber band around the short dimension or with one 

wire stitch (staple) at upper-left corner, as specified on the Print Order. 

After copying the contractor shall staple (at upper left corner) the original documents in the same sequence 

and manner as furnished. 

When looseleaf originals, bound with a rubber band, have been furnished: After copying, the contractor 

shall rubber band both the originals and the contractor-produced copies in the same sequence and manner as 

the furnished originals, unless otherwise indicated. 

When looseleaf originals within a folder or binder have been furnished: After copying, contractor shall 

insert the originals back into the furnished folder or binder in the same sequence and manner as furnished. 
Program 2726-S Page 19 of 27 

Litigation-Style Scanning/Copying of FOIA Case Files (Austin, TX) 

Contractor shall rubber band the contractor-produced copies of the originals that were furnished in a folder 

or binder. 

When case bound, perfect bound, saddle-stitched originals have been furnished: After copying, the 

contractor shall rubber band the contractor-produced copies in the same sequence as the furnished bound 

publication. Combing or intermixing of separate publications is not permitted. 

DIGITAL SCANNING, ARCHIVING REQUIREMENTS: For the majority of orders, the contractor 

must scan the furnished file documents to PDF format and copy to CD. Files must be scanned at a minimum 

of 300 dpi. The final PDF files will not need to be text searchable. 

Occasional orders will require text-searchable PDF files. For these orders, the contractor must perform 

OCR processing and convert the processed documents to text-searchable PDF files. The contractor must use 

the most recent version of Adobe Acrobat and Adobe Distiller to create the text-searchable PDF files. It is 

assumed that contractor shall best meet the stated contract requirements by distilling the copy elements 

using Adobe Distiller “Print Optimized” settings. The contractor shall contact the GPO before undertaking 

any alternative to this production assumption. 

The final Adobe Acrobat PDF documents shall include the following qualities and features: 

(a) Scanned imagery incorporated into the PDF files need or need not be text searchable as indicated on 

the print order. 

 (b) All PDF pages, tables, charts, maps and photos shall be aligned (i.e. straight, not skewed). Pages 

will be centered so that the display does not jump off-center when progressing from left-hand to 

right-hand pages. 

(c) When pages must be rotated, they are to open at 100%. 

 (d) Using the furnished case file titles and/or names, the contractor shall assign file names in an 

intuitive manner to make them as user-friendly as possible. Before assigning any file names, the 

contractor shall call the IRS contact(s) cited on the Print Order to discuss the file naming 

convention(s) to be used for any given order. 

The contractor may be required to produce hard copies (“blowbacks”) of the scanned copy. 

All duplicate (burned) CD-R discs shall be manufactured in accordance with the Phillips Orange Book, Part 

II: CD-R, Vols. 1 and 2 (Version 3.1, 1998). Duplicate CD-R discs manufactured under the terms of this 

contract will be 650 MB (74-minute) or 700 MB (80 minute) capacity discs, to be used on consumer quality 

target CD-ROM drives within a Microsoft Windows operating system environment. 

Patent Rights: Several firms claim patent rights, which may be applicable to CD-ROM/DVD-ROM 

duplication. For example, see http://www.licensing.philips.com. U.S. Philips Corporation and Sony 

Corporation claim to hold patents for certain technologies essential to the manufacture and 

duplication/replication of CD-ROM/DVD-ROM's and assert it is impossible to manufacture or duplicate a 

CD-ROM/DVD-ROM disc without infringing these patents. The patent claims cover, among other things, 

both the physical structure of and the manner in which data is encoded on a CD-ROM/DVD-ROM. Other 

firms, including Discovision Associates, Irvine, CA, also claim similar patent rights. 
Program 2726-S Page 20 of 27 

Litigation-Style Scanning/Copying of FOIA Case Files (Austin, TX) 

By submission of a bid, bidders certify that they hold a license under all patents applicable to their 

duplication of CD discs. 

Warning: All electronic media made by the contractor must be kept accountable and under reasonable 

security to prevent unauthorized release. Disks are not to be duplicated in whole or part for any other 

purpose than to create material to be used in the performance of this contract. All duplicate media shall be 

degaussed or securely overwritten and any printouts and non-erasable media shall be destroyed by the 

contractor. 

Disc labeling: Before labeling the CD-R master(s), the contractor shall call the IRS contact(s) cited on the 

Print Order to discuss the CD-R naming convention(s) to be used for any given order. Unless otherwise 

indicated by the IRS, the contractor shall label each CD-R in a professional manner to most accurately 

reflect the contents archived thereon. 

Disc packaging: The contractor shall first slip each CD disc into a common commercially available CD-R 

jewel case with the labeled side of the disc facing up. The contractor shall then insert each jewel case with 

disc into a common commercially available CD mailer suitable for USPS mailing purposes. 

REASSEMBLY OF ORIGINALS: Unless otherwise instructed, the contractor will be required to 

reassemble, refasten and return the original documents in the same sequence and same condition as 

furnished. (See preceding “BINDING” section.) 

PACKING: 

Furnished originals: Contractor shall re-box, re-pack and seal the furnished originals within the original 

container(s) in exactly the same way that they were furnished. 

Reproduced copies of furnished originals: Contractor shall pack copied contents in sealed shipping 

carton(s) suitable for secure handling and delivery. Each shipping container must not exceed 28-32 pounds 

when fully packed. Shipping containers must be corrugated or solid fiberboard containers with a minimum 

bursting strength of 275 p.s.i. Note: The title of the case file or documents must not appear on the exterior 

surface of any shipping container. Reproductions shall be packed in the same manner as the furnished 

originals. 

DISTRIBUTION: Deliver F.O.B. destination to Internal Revenue Service – Disclosure, 3651 South IH 35, 

MS 7000 AUSC, Austin, TX 78741. INSIDE DELIVERY IS REQUIRED. 

Pickup and return of furnished materials: All Government furnished materials provided for production shall 

be picked-up by and must be returned by a direct employee of the contractor using a contractor-owned 

vehicle to the address above. 

A specific point of contact and telephone number for the pickup will be furnished with issuance of the Print 

Order. 

Inside retrieval and return of the Government furnished materials at the IRS site is required. Contractor’s 

personnel entering the above facility must pass through and exit from a screening procedure that will not 

exceed 15 to 30 minutes for each pickup or delivery. 

All expenses incidental to pickup and return of the Government furnished materials and furnishing samples 

must be borne by the contractor. 
Program 2726-S Page 21 of 27 

Litigation-Style Scanning/Copying of FOIA Case Files (Austin, TX) 

RECEIPT FOR DELIVERY: The contractor must furnish their own receipts for delivery. These receipts 

must include the GPO jacket number, program number, print order number, total quantity delivered, number 

of cartons and quantity per carton, date delivery made and signature of Government agent accepting 

delivery. The original copy of this receipt must accompany the contractor's voucher for payment. 

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

job prior to receipt of the individual Print Order (GPO Form 2511). 

No definite schedule for pickup of material can be predetermined. Furnished material will be ready for 

pickup (at contractor's expense) upon notification by the Government. Furnished material must be picked up 

from and delivered to the address listed under "DISTRIBUTION". No more than 1 pickup per day. 

All pickups and deliveries must be made Monday through Friday, exclusive of Federal holidays, before 3:00 

p.m. prevailing Dallas, TX time. 

NOTE: Third party couriers are not permitted. All pickups and deliveries must be made by a direct 

employee of the awarded contractor. 

If the contractor is notified of the availability of the furnished materials for pickup by the contractor before 

11:00 AM, the following schedule begins on the day and at the time notified. If the contractor is notified of 

the availability of the furnished materials for pickup after 11:00 AM, then the following schedule begins on 

the next day at 9:00 AM. 

The contractor will be required to make complete production and delivery within two to five workdays 

(average of 3 workdays) after notification of availability of furnished materials for pickup by the contractor. 

 

The "ship/deliver" date indicated on the Print Order is the date products ordered for delivery f.o.b. 

destination must be delivered to the destination specified. 
Program 2726-S Page 22 of 27 

Litigation-Style Scanning/Copying of FOIA Case Files (Austin, TX) 

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 orders under 

this contract. These units do not constitute, nor are they to be construed as, a guarantee of the volume of 

work which may be ordered under this contract. 

The following item designations correspond to those listed in the "Schedule of Prices". 

I. a. 16 

 b. 1633 

 c. 16 

II. a. 16 

b. 1633 

c. 16 

(1) (2) (3) 

III. a. 1 2 1 

 b. 1 2 1 

 c. 10 

 d. 1 

IV. a. 1 

b. 8 

c. 1 

d. 1 

e. 1 

V. a. 8 

 b. 8 

 c. 75 

 d. 75 
Program 2726-S Page 23 of 27 

Litigation-Style Scanning/Copying of FOIA Case Files (Austin, TX) 

SECTION 4 - SCHEDULE OF PRICES 

Bids offered are f.o.b. destination. 

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 nonresponsive. 

An entry of NC (No Charge) shall be entered if Contractor intends to furnish individual items at no charge to 

the Government. 

Bids submitted with NB (No Bid) or blank spaces for an item may be declared nonresponsive. 

The Contracting Officer reserves the right to reject any offer that contains prices for individual items of 

production (whether or not such items are included in the Determination of Award) that are inconsistent or 

unrealistic in regard to other prices in the same offer or to GPO prices for the same operation if such action 

would be in the best interest of the Government. 

All vouchers submitted to the GPO shall be based on the most economical method of production. 

I. SCANNING TO PDF: 

 a. Format A.........................................................per 100 pages.........$__________ 

 b. Format B.........................................................per 100 pages.........$__________ 

 c. Format C..........................................................per 100 pages.........$__________ 

II. OCR PROCESSING AND CONVERSION TO TEXT-SEARCHABLE PDF: 

 a. Format A.........................................................per page................$__________ 

 b. Format B.........................................................per page................$__________ 

 c. Format C..........................................................per page................$__________ 

 __________ 

 Initials 

III. COPYING/DUPLICATING: 
Program 2726-S Page 24 of 27 

Litigation-Style Scanning/Copying of FOIA Case Files (Austin, TX) 

 Format A Format B Format C 

 (1) (2) (3) 

 a. From camera copy........per 100 impressions..........$________ $________ $________ 

 b. From PDF..................per 100 impressions..........$________ $________ $________ 

 c. Large format documents (over 11 x 17” up to 24 x 36”)......per square foot.........$________ 

 d. Tab dividers.........................................................per 100 dividers......$________ 

IV. PAPER: Payment for all paper supplied by the contractor under the terms of these specifications, as 

ordered on the individual print orders, will be based on the net number of leaves furnished for the product(s) 

ordered. The cost of any paper required for makeready or running spoilage must be included in the prices 

offered. 

Computation of the net number of leaves will be based on an 8-1/2 x 11” leaf, with any fractional remainder 

being counted as a whole unit. 

a. Xerographic Bond, White, 20 lb (JCP O63)........................per 100 leaves.........$__________ 

b. Writing, Various Colors, 20 lb (JCP D10)...........................per 100 leaves..........$__________ 

 c. Index, White, 90 lb (JCP K10)........................................per 100 leaves.........$__________ 

 d. 1/26th cut tab dividers (preprinted A through Z)......................................per set........$__________ 

 e. 1/25th cut tab dividers (preprinted 1 through 25 or 26 through 50)................per set......$__________ 

 

VI. ADDITIONAL OPERATIONS: 

 a. Bates Numbering (paper copy).....................................per 100 numbers.......$__________ 

 b. Bates Numbering (digital copy)....................................per 100 numbers.......$__________ 

 c. Transferring data to CD-R and insertion into storage media 

 (includes CD-R, jewel case, and CD mailer)....................per CD-R.................$__________ 

d. Packing and binding (includes re-assembly and re-packing of furnished 

originals and assembly and packing of copies)................per container..............$__________ 

 __________ 

 Initials 
Program 2726-S Page 25 of 27 

Litigation-Style Scanning/Copying of FOIA Case Files (Austin, TX) 

BIDDER’S NAME AND SIGNATURE: Fill out and return three copies of all pages in “Section 4.-

Schedule of Prices,” initial or sign each in the space provided and submit with the original and duplicate 

copies (parts 1 and 2) of GPO Form 910, “Bid.” Do not enter prices on GPO Form 910. NOTE: The 

Schedule of Prices will prevail in instances where prices are inadvertently entered on GPO Form 910. 

Bidder_______________________________________________________________________________ 

_____________________________________________________________________________________ 

 (City – State) 

By__________________________________________________________________________________ 

 (Signature and title of person authorized to sign this bid) 

____________________________________________________________________________________

 (Person to be contacted) (Telephone Number)
ATTACHMENT A: IRS PROTECTING FEDERAL TAX INFORMATION FOR CONTRACTORS 

 

ATTACHMENT B: HIGHLIGHTS OF PUB. 4812 

ATTACHMENT C: IRS CERTIFICATION OF NONDISCLOSURE 

In performance of the contract, the contractor agrees to comply and assume responsibility for compliance 

by his/her employees with the requirements listed below. This agreement must be signed by the contractor 

before documents and/or items will be released by IRS for production. 

A. General Safeguards 

1. Documents and/or items received by the contractor are sensitive but unclassified (SBU) Federal tax 

information (FTI), and must be properly safeguarded from unauthorized disclosure. When the SBU 

data are not being work on or during off-duty hours, they will be securely stored in a location, which 

will preclude unauthorized access. 

 2. Individuals having access to the SBU data during pick-up, duplication, counting, assembly, delivery, 

etc., are to be properly notified by the contractor of the sensitivity of the information and cautioned 

to preclude loss, theft, destruction or unauthorized access. Ensure that these individuals read and 

be familiar with the IRS Publication 4465-A (8-2009), IRS Disclosure Awareness Pocket Guide for 

Contractors (See Attachment A). 

 3. All data received by the contractor must be returned to the ordering agency Internal Revenue 

Service as specified at time of service request, in the same condition as when received. This 

includes reassemble in stacks, binders, sets, folders, etc., if disassembly was required during 

scanning/duplication. 

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

required to produce the products ordered under these specifications from falling into unauthorized 

hands. Release of the materials to anyone not authorized by the Internal Revenue Service (IRS) is 

prohibited. All copies must be accounted for and all extra copies (in any format); electronic files, 

materials, waste, etc. must be destroyed beyond recognition or reconstruction. 

 5. Subcontracting will not be permitted in part or in whole in any aspect for the production of products 

ordered. Third-party couriers will not be permitted. The contractors must pickup and deliver 

the finished product without the aid of outside courier service(s). 

B. Disclosure of Information - Safeguards

 1. All work shall be performed under the supervision of the contractor or the contractor's responsible 

employees. 

2. Any return or return information, or information marked “Official Use Only” made available in any 

format or to which access is provided, shall be used only for the purpose of carrying out the 

provisions of this contract. Information contained in such material shall be treated as confidential 

and shall not be divulged or made known in any manner to any person except as may be necessary 

in the performance of the contract. Inspection by or disclosure to anyone other than an officer or 

employee of the contractor shall require prior written approval of the Internal Revenue Service. 

Requests to make such inspections or disclosures should be addressed to the local IRS Disclosure 

Manager (or his/her designee) of the Category at the address listed under Distribution in the 

specifications. 

3. All returns and return information will be accounted for upon receipt and properly stored before, 

during, and after processing. In addition, all related output shall be given the same level of 

protection as required for the source material. 

4. The contractor certifies that the data processed during the performance of this contract shall be 

completely purged from all data storage components of his/her computer facility and no output will 

be retained by the contractor at the time the IRS work is completed. If immediate purging of all data 
storage components is not possible, the contractor certifies that any IRS data remaining in any 

storage component will be safeguarded to prevent unauthorized inspection or disclosure.
5. Any spoilage or any intermediate hard copy printout, which may result during the processing of IRS 

data, shall be given to the local IRS Disclosure Manager (or his/her designee) of the Category at the 

address listed under Distribution in the specifications. When this is not possible, the contractor will 

be responsible for the destruction of the spoilage or any intermediate hard copy printouts and shall 

provide the local IRS Disclosure Manager (or his/her designee) of the Category at the address 

listed under Distribution in the specifications with a statement containing the date of destruction, 

description of material destroyed, and the method used. 

6. All computer systems processing, storing and transmitting tax data must meet or exceed computer 

access protection controls - (C1). To meet C1 requirements, the operating security features of the 

system must have the following minimum requirements: a security policy, accountability, assurance 

and documentation (see definitions below). All security features must be available (object reuse, 

encryption, audit trails, identification\authentification, and discretionary access control) and 

activated to protect against unauthorized use of and access to tax information. 

a. A Security Policy must define allowed users and rules of access. The policy should also provide 

for clearance of all protected information on objects before they are allocated out of or into the 

system, i.e., object reuse. 

b. Accountability – Computer systems must be secured from unauthorized access. All security 

features (audit trails, identification/authentication) must be available and activated to prevent 

unauthorized access to SBU. 

c. Assurance – Access controls and other security features must be implemented and working. 

The security system should be tested annually to assure it is functioning correctly. 

d. Documentation – Test documentation should be readily available that describes how and what 

mechanisms were tested and the results. Design documentation must also be included along 

with a user’s guide and facility manual. 

7. Should the contractor or one of his/her employees make any unauthorized inspection(s) or 

disclosure(s) of confidential tax information, the terms of the Default clause, GPO Contract Terms 

(GPO Publication 310.2, effective December 1, 1987 [Rev. 6-2001]), incorporated herein by 

reference, may be invoked, and the contractor will be considered to be in breach of this contract. 

C. Criminal/Civil Sanctions

1. Each officer or employee of the contractor at any tier to whom returns or return information is or may be 

disclosed shall be notified in writing by the contractor that returns or return information disclosed to such 

officer or employee can be used only for a purpose and to the extent authorized herein, and that further 

disclosure of any such returns or return information for a purpose or to an extent unauthorized herein 

constitutes a felony punishable upon conviction by a fine of as much as $5,000 or imprisonment for as long 

as five years, or both, together with the costs of prosecution. Such contractor shall also notify each such 

officer and employee that any such unauthorized future disclosure of returns or return information may also 

result in an award of civil damages against the officer or employee in an amount not less than $1,000 with 

respect to each instance of unauthorized disclosure plus in the case of willful disclosure or a disclosure 

which is the result of gross negligence, punitive damages, plus the cost of the action. These penalties are 

prescribed by IRC Sections 7213 and 7431 and set forth at 26 CFR 301.6103(n)-1 (A copy of the Code of 

Federal Regulations (CFR) can be obtained at http://www.gpoaccess.gov/cfr/index.html.) 
2. Each officer or employee of the contractor to whom returns or return information is or may be 

disclosed shall be notified in writing by such person that any return or return information made 

available in any format shall be used only for the purpose of carrying out the provisions of this 

contract and that inspection of any such returns or return information for a purpose or to an extent 

not authorized herein constitutes a criminal misdemeanor punishable upon conviction by a fine of 

as much as $1,000.00 or imprisonment for as long as 1 year, or both, together with the costs of 

prosecution. Such contractor shall also notify each such officer and employee that any such 

unauthorized inspection of returns or return information may also result in an award of civil 

damages against the officer or employee in an amount equal to the sum of the greater of $1,000.00 

for each act of unauthorized inspection with respect to which such defendant is found liable or the 

sum of the actual damages sustained by the plaintiff as a result of such unauthorized inspection 

plus in the case of a willful inspection or an inspection which is the result of gross negligence, 

punitive damages, plus the costs of the action. The penalties are prescribed by IRC Sections 

7213A and 7431. 

3. Each officer or employee of the contractor at any tier to whom "Official Use Only" information may 

be made available or disclosed shall be notified in writing by the contractor that "Official Use Only" 

information disclosed to such officer or employee can be used only for a purpose and to the extent 

authorized herein, and that further disclosure of any such "Official Use Only" information, by any 

means, for a purpose or to an extent unauthorized herein, may subject the offender to criminal 

sanctions imposed by 18 U.S.C. Sections 641 and 3571. Section 641 of 18 U.S.C. provides, in 

pertinent part, that whoever knowingly converts to his use or the use of another, or without authority 

sells, conveys, or disposes of any record of the United States or whoever receives the same with 

the intent to convert it to his use or gain, knowing it to have been converted, shall be guilty of a 

crime punishable by a fine or imprisoned up to ten years or both. 

4. Additionally, it is incumbent upon the contractor to inform its officers and employees of the penalties 

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

552a(I)(1), which is made applicable to contractors by 5 U.S.C. 552a(m)(1), provides that any officer 

or employee of a contractor, who by virtue of his/her employment or official position, has possession 

of or access to agency records which contain individually identifiable information, the disclosure of 

which is prohibited by the Privacy Act or regulations established thereunder, and who knowing that 

disclosure of the specific material is so 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 $5,000. 

D. Disclosure of Information—Inspection 

 1. The Internal Revenue Service shall have the right to send its officers and employees into the offices 

and plants of the contractor for inspection of the facilities and operations provided for the 

performance of any work under this contract. On site inspections may occur throughout the term of 

the contract. On the basis of such inspection, the local IRS Disclosure Manager at the address 

listed under Distribution in the specifications may require specific measures in cases where the 

contractor is found to be non-compliance with the required safeguards. 
E. Contractor Acceptance 

The contractor expressly agrees to all the terms and conditions set forth and agrees to perform according 

to requirements stated herein, as signed and authorized below: 

Contractor :____________________________________ GPO Contractor Code No: ____________ 

Authorized Signor: _________________________________________________________________ 

(Type or print) 

Signature: _______________________________________________________________________ 

(Signature and title of person authorized to sign acceptance) 

Phone number: _______________________ Email address: _____________________________