1491S DOA thru 9/30/23

BASIS

ITEM OF

NUMBER ITEM DESCRIPTION AWARD UNIT RATE COST UNIT RATE COST UNIT RATE COST

I COMPLETE PRODUCT:

 (a) First Generation Silver Master Roll (per 100' roll) 6,034 39.15 236,231.10 29.82 179,933.88 31.00 187,054.00

 (b) Second Generation Diazo Duplicate (per 100' roll) 6,034 19.56 118,025.04 8.75 52,797.50 9.00 54,306.00

II. ADDITIONAL OPERATIONS:

 (a)

Respooling & relabeling older cartridges for use on new 

equipment (each cartridge) 1 12.00 12.00 12.50 12.50 20.00 20.00

TOTAL 354,268.14 232,743.88 241,380.00

DISCOUNT (2%-10) 0.00 5.00% 11,637.19 0.00% 0.00

NET TOTAL 354,268.14 221,106.69 241,380.00

Verified EFS 10-06-2022

AWARDED

East Brunswick, NJ

GPO Estimate

Innovative Doc. Imaging 

LLC Data Management Intl

New Castle, DE
Program 1491-S Page 1 of 24

Specifications by EFS

Reviewed by EBR

 

BID INVITATION

U.S. GOVERNMENT PUBLISHING OFFICE 

Atlanta, GA

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS

For the Procurement of 

Microfilm and Related Services

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

Department of the Treasury – Internal Revenue Service

Atlanta, GA

Single Award

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

2023, plus up to four (4) 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 opened at 2:00pm, prevailing Atlanta, GA time, on October 5, 2022 at the U.S. 

Government Publishing Office, Atlanta, GA. Due to the COVID-19 pandemic, this will NOT be a public bid opening.

BID SUBMISSION: Due to the COVID-19 pandemic, the physical office will NOT be open. Based on this, bidders 

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

accepted at this time. The program number (Program 1491-S) and bid opening date (October 5, 2022) must be specified in 

the subject line of the emailed bid submission. The GPO 910 “BID” Form is no longer required. To submit a bid, bidders

are to fill out, sign/initial, as applicable, all pages of SECTION 4. – SCHEDULE OF PRICES at the end of these

specifications. Bids received after 2:00pm on the bid opening date specified above will not be considered for award.

ADDITIONAL EMAILED BID SUBMISSION PROVISIONS: The Government will not be responsible for any 

failure attributable to the transmission or receipt of the emailed bid including, but not limited to, the following – 

1. Illegibility of bid.

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

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

 advised not to exceed GPO’s stated limit. 

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

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

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

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

Abstracts of contract prices are available at: https://www.gpo.gov/how-to-work-with-us/vendors/contract-pricing. 

For information of a technical nature, contact Ellen Sommer, (614) 488-4616, Ext. 4, or esommer@gpo.gov. 

NOTE: SPECIAL ATTENTION IS DIRECTED TO THE IRS SECURITY REQUIREMENTS. 
Microfilm and Related Services

1491-S (09/2023) Page 2 of 24 

SECTION 1. GENERAL TERMS AND CONDITIONS

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

articles of GPO Contract Terms (GPO Publication 310.2, effective December 1, l987 (Rev. 01-18)), GPO Contract Terms, 

Quality Assurance Through Attributes Program for Microforms (GPO Publication 310.3, effective August 31, 1988, (Rev. 

02-2017)), and ANSI Standard, Sampling Procedures and Tables for Inspection by Attributes, ANSI/ASQC Z 1.4 and ISO 

Standards. Standards referenced in this contract are those that are current at the time of contract solicitation.

GPO Contract Terms (GPO Publication 310.2) – 

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

GPO Contract Terms, Quality Assurance Through Attributes Program for Microforms (GPO Publication 310.3)- 

https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/310-3-contract-termsmicroforms262f0930b44a64308413ff00001d133d.pdf

SUBCONTRACTING: The predominant production function is production of microfilm and duplication. Any bidder

who must subcontract the predominant production function will be declared non-responsible.

QUALITY ASSURANCE SYSTEMS: The contractor must provide and maintain an effective quality assurance system. 

The contractor’s quality assurance system must include, as a minimum, the following elements to the degree necessary for 

the end products under this contract:

 (1) Environmental Storage controls that assure humidity and temperature is within ISO 18911.

 (2) Environmental air quality controls in microfilming and duplicating areas that meet ISO 14644-1 and ISO 

14644-2 for Class 1000.

 (3) Controls that assure that the raw materials meet all applicable requirements, and that proper storage and issuing 

procedures are followed.

 (4) Controls that assure all steps in the process generate products that conform to all requirements of this contract.

 (5) Maintenance and calibration records on all applicable production and inspection equipment.

 (6) Inspection procedures and adequate records to assure conformance to all requirements of this contract.

 (7) Other applicable quality assurance records, such as, raw material certifications, condition and timeliness of 

furnished materials, and outside laboratory analyses if performed.

IMAGE STABILITY: The contractor must submit certification, from an independent testing agency, that residual 

thiosulfate concentrations are in compliance with ISO 18911. The certificate must indicate that the test procedure 

utilized was the Methylene Blue Method as described in ISO 18917.

DEFINITION: The longevity of microforms will be based on the LE rating system published in a revision of ISO 

18919, Silver-Gelatin Type – Specifications for Stability. The LE stands for the “life expectancy” of film when 

stored under specified storage conditions. For example, an LE-100 designation would indicate an estimated life 

expectancy of 100 years and an LE-10 a minimum of 10 years.

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 30 days before the contract expires. If the 

Government exercises this option, the extended contract shall be considered to include this clause, except, the total 

duration of the contract may not exceed five 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.

 
Microfilm and Related Services

1491-S (09/2023) Page 3 of 24

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

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

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

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

in effect at the time of the adjustment. There will be no adjustment for orders placed during the first period specified 

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

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

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

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

adjustment by separate clause elsewhere in this contract.

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

will extend from Date of Award through September 30, 2023 and the second and any succeeding period(s) will extend for 

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

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

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

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

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

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

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

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

the average of the monthly Indexes for the 12-month interval ending June 30, 2022, 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.

If the Government exercises an option, the extended contract shall be considered to include this economic price 

adjustment clause.

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.

PREAWARD TEST: At the Government’s option, a preaward test may be required to insure that the contractor 

possesses the ability to produce the microfilm in accordance with these specifications. This test shall take place within 10 

workdays of the bid opening. If the contractor fails the first test, the reason(s) for the failure will be conveyed to the 

contractor, and he/she will be allowed to make the appropriate corrections. The number of workdays allowed for the 

testing will be based upon the needs of the Government. A maximum of TWO attempts will be allowed.
Microfilm and Related Services

1491-S (09/2023) Page 4 of 24

PRE-AWARD SURVEY: In order to determine the responsibility of the prime contractor or any subcontractor, the 

Government reserves the right to conduct an on-site pre-award survey at the contractor’s/subcontractor’s facility or to 

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

of a contract. As part of the financial determination, the contractor in line for award may be required to provide one or 

more of the following financial documents:

1) Most recent profit and loss statement 

2) Most recent balance sheet 

3) Statement of cash flows 

4) Current official bank statement

5) Current lines of credit (with amounts available) 

6) Letter of commitment from paper supplier(s) 

7) Letter of commitment from any subcontractor 

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

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

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

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

PRIOR TO AWARD: Contractor to sign and return nondisclosure statement (Exhibit A). Prior to award, contractor must 

complete and submit:

 A copy of any Internal security review and findings the contractor may have made within the previous 12 months

 A narrative description of the contractor’s proposal to comply with required security measures

 A copy of all the contractor’s policies and procedures relating to security 

 An organization listing or chart, if available

 A Contractor Facility Security Survey Checklist. 

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. 

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

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

representatives at the contractor's plant, immediately after award or virtually as mutually agreed. Contractor will be 

notified of exact date and location. CONTRACTOR IS RESPONSIBLE FOR THIER EXPENSES RELATED TO 

THE POSTAWARD CONFERENCE AS APPLICABLE.
Microfilm and Related Services

1491-S (09/2023) Page 5 of 24 

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

Government. Orders may be issued under the contract from Date of Award through September 30, 2023, 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, electronically transmitted 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 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 that provide for shipment/delivery to or performance at multiple destinations. 

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 will not be required to purchase from the contractor, requirements in excess of the limit on 

total orders under this contract, if any.

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

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

Government respecting those orders will 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.

• 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: Contractor is authorized to submit partial billing to cover the production and shipment of microfilm to the 

individual service centers on the distribution as each portion of the order is made available. 

Before any billing will be accepted by GPO for payment, an itemized (per the SCHEDULE OF PRICES) and totaled 

statement for each print order MUST be submitted to the ordering agency for examination and certification as to the 

correctness of the bill as applicable to the work performed. *This certification by the ordering agency will suffice in lieu

of submitting a completed sample with the contractor’s bill. Contractor is to e-mail/fax a copy of all billing to the IRS, 

Attn: Bruce Simmons (850)-766-1012, e-mail: archie.b.simmons@irs.gov. 

*Each invoice for partial payment MUST include a confirmation from the IRS that the partial shipment has been 

received.
Microfilm and Related Services

1491-S (09/2023) Page 6 of 24 

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

coversheet program application is the most efficient method of receiving payment. Instruction for using this method can 

be found at the following web address: 

http://winapps.access.gpo.gov/fms/vouchers/barcode/instructions.html. 

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

Stop: FMCE, Washington, DC 20401. 

NOTE: Contractors are expected to submit invoices within 30 days of job shipping/delivery.

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

https://www.gpo.gov/how-to-work-with-us/agency/billing-and-payment. 

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

In addition, immediately upon completion of each order, the contractor must email their invoice along with all supporting 

documentation to the agency contact specified on the print order. Failure to do so may result in non-payment. 

Contractor MUST fax a copy of the bill to GPO Atlanta, Attn: Program 1491-S, at (800) 270-4758 or e-mail to 

infosoutheast@gpo.gov. 

REGULATIONS GOVERNING PROCUREMENT: The U.S. Government Publishing Office (GPO) is an office in the 

legislative branch of the United States Government. Accordingly, the Federal Acquisition Regulation is inapplicable to 

this, and all GPO procurements. However, the text of certain provisions of the Federal Acquisition Regulation as 

contained in the Code of Federal Regulations (CFR), are referenced in this solicitation. The offeror should note that only 

those provisions of the Federal Acquisition Regulation which are specifically incorporated by reference into this 

solicitation are applicable.
Microfilm and Related Services

1491-S (09/2023) Page 7 of 24 

SECTION 2. SPECIFICATIONS

TITLE: Microfilm and Related Services. 

SCOPE: These specifications cover the production of microfilm requiring such operations as pickup (ie: download files), 

inspection and preparation, indexing, microfilming, duplicating, image (“blip”) marks, collating (reel layout), packing, 

labeling and marking, and distribution. The contractor must support a complete range of micrographics services. These 

services shall include the creation of job setups for new projects, and the modification (when required) to existing setups; 

filming of COM applications in 16mm; wet processing of gelatin based silver halide films; diazo duplication for roll film 

applications; quality assurance checks; film splicing; cartridge loading; the creation of independent indexes as required; 

and the packaging, labeling, and shipment of output in a timely manner. 

• Microfilm: 16mm x 30.5 meters (100 ft.). Polyester based, silver halide (gelatin emulsion) film shall be used. 

Film thickness shall be 4.0 mils for the masters and 2.5 mils for the duplicates.

• Contractor shall produce a COM Silver Master Roll for each Service Center, as indicated. Output shall be 

produced in a 16mm format at a reduction ratio 24 to 1 or 48 to 1, as requested on the print order.

• Contractor shall also produce one or more 16mm diazo duplicate rolls, as required for each Service Center, as 

indicated. Duplicates shall be produced on blue-black, blue, or black (as indicated) film stock. ANSI, C-clip type 

cartridges shall be used. With the exception of splices used to attach leaders and trailer, the Contractor shall not 

splice diazo duplicates. NOTE: A cartridge can contain up to 7,300 frames. The individual cartridge

number appears within each data frame. Each cartridge shall contain only those frames associated with it.

• Each Service Center (see page 17) will receive only the portion that applies to them. Files for any specific Service 

Center shall be filmed in sequence.

FREQUENCY OF ORDERS/QUANTITY: It is anticipated that there will be approximately 20 orders per year, placed 

as needed for various IRS projects (currently BMF [tax info for Businesses] and IMF [tax info for Individuals]). 

Occasionally there may be an order for a special project in addition to the known two projects. Additionally, there may be 

occasional requirements to re-spool and re-label older cartridges (usually for Bell & Howell equipment) to be read on 

newer equipment; this requires un-spooling, reloading and labeling each roll and includes providing the new spool and 

clip. Although this is an option year contract, all averages, etc. are based upon one year. 

Exhibit B (p. 24) reflects typical requirements; however, it cannot be guaranteed that future orders will correspond 

exactly to this exhibit. 

GOVERNMENT TO FURNISH: 

Data files, submitted via the IRS Secure Data Transfer (SDT) system. Shipping containers. IRS small package 

carrier account number.

The Records Transmittal and Receipt, Form SF-135 will be furnished. See p. 15 Task Closeout and Transition. 

Performance Records: A Facsimile Transmission Sheet will be furnished to the contractor. Information such as the 

GPO program, jacket, and print-order numbers, quantity, and date of shipment must be filled in by the contractor 

and faxed/mailed to the GPO on the day shipment is due.

Facsimile, Form 6153 – IRS Carton Label, with labeling and marking specifications for shipping containers. 
Microfilm and Related Services

1491-S (09/2023) Page 8 of 24 

AGENCY SECURE DATA TRANSFER (SDT) RESPONSIBILITIES INCLUDE: 

1. Providing the contractor with instructions regarding SDT systems capacity requirements and/or restrictions.

2. Accomplishing SDT identification and authentication of contractor personnel authorized to exchange (send and 

receive) data with the IRS by means of a digital certificate.

3. Providing the contractor with instructions on how to obtain digital certificates used for the purpose of SDT 

identification and authorization.

4. Ensuring that the IRS SDT host and/or any encryption product used within SDT shall be FIPS 140-2 compliant.

5. Utilizing Secure Hyper Text Transfer Protocol (HTTPS) or other secure, FIPS 140-2 compliant transmission 

protocol for external data transfers.

6. For outbound data transfers, providing the contractor with the metadata of the transmitted file. The metadata shall 

include: date/time stamps, number of records transmitted, file name, and other relevant information. Specific 

instructions to be provided on award.

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

that are necessary to produce the product(s) in accordance with these specifications.

Storage devices used for IRS data: The contractor is required to submit these storage device(s) to the ordering 

agency for destruction upon completion or termination of this contract.

Weekly status report: This report will contain information items such as files received, shipments made, 

problems/issues, and an estimate of the upcoming week’s work. These reports are to be sent via e-mail to the address 

indicated on the print order. In the event that the Government e-mail is not available, the reports shall be faxed to the 

recipients as indicated on the print order. 

Quality assurance checks: The contractor shall insure all appropriate quality assurance checks are performed 

throughout the Micrographics process.

• On a weekly basis the contractor shall have a Methylene Blue test performed on output taken from each film 

processing system while processing IRS data. Specifically, a test on any film processing system used for 

Government work. Copies of these test results shall be e-mailed to Bruce Simmons at

archie.b.simmons@irs.gov within 2 workdays of each test. For each test include the test date and the serial 

number of the system tested. 

• The Government may at any time request that the contractor provide, in writing, any or all of the following 

information: D-Min and D-Max readings for specific job runs, for both silver masters and diazo duplicates.

Full back up: The contractor must provide full backup capability for continuous production of the final product as 

required in these specifications.

Coding conversion(s): The contractor is responsible for any coding conversion(s), which may be necessary in order 

for the contractor to load and process data from print image files.

Receipt for delivery: Contractor must furnish receipts for delivery. 

These receipts must include: 

• The GPO jacket, program, and print order numbers; 

• The total quantity delivered number of cartons, and quantity per carton; 

• Date delivery made, and signature of the Government agent accepting delivery. 

The original copy of this receipt must accompany the contractor’s billing for payment.
Microfilm and Related Services

1491-S (09/2023) Page 9 of 24

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 

SBU data must be adequately protected and secured and meet the required physical security minimum protection 

standards as defined in Publication 1075. Unless otherwise indicated herein, all extra copies, materials, waste, etc., must 

be destroyed in accordance with IRS Publication 1075 (Rev. 8-2010), Tax Information Security Guidelines for Federal, 

State, and Local Agencies. 

The contractor agrees that it shall establish and maintain full SDT compliance throughout the term of this contract. 

Contractor receiving SBU information from the IRS shall meet the requirements set forth below:

IRS Publication 1075 and FISMA Compliant Data Protection and Internal Revenue Code 6103 (n)

(a) All federal, state, and local agencies or entities shall comply with IRS Publication 1075, Tax Information Security 

Guidelines for Federal, State and Local Agencies and Entities (as revised) if transmitted data contains 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.

(b) Contractors shall comply with moderate risk controls of NIST SP 800-53, Recommended Security Controls for 

Federal Information Systems and Organizations, Revision 3. 

1. 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.

2. 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 Publication 1075. 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 not required to provide IRS with a separate acknowledgement of receipt of SBU information. 

3. Data Transmission Log File. Contractors receiving SBU information must maintain a log file that records 

complete and incomplete data transmissions. For complete transmissions, the log file must identify the sender of the 

information, the file name, the date/time stamp, and the record count. For incomplete transmissions, the log file must 

identify as much of the above information as is possible. 

4. Confirmation of Successful Transmission 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 an incomplete or unsuccessful transmission, including a file where 

record counts cannot be validated, the contractor shall notify the IRS Help Desk at 866-743-5748 within five (5) 

business days and request that the file be retransmitted. Requests for retransmission 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.

5. Sensitive but Unclassified (SBU) 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 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 Printing Office, Atlanta Regional Office, Term 

Contract Section, (404) 605-9160, ext. 32709 and the Contracting Officer’s Representative, Bruce Simmons (850) 766-

1012. 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.
Microfilm and Related Services

1491-S (09/2023) Page 10 of 24

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

laptop, etc.) storing SBU information maintains access controls that control access 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 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 Publication 1075. 

7. Validation of Authorized Users. All logical access to IRS information shall be controlled by US Governmentapproved authentication methods to validate the authorized users. 

8. Web Accessible File Sharing Support. There shall be no dialup 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.

9. Safeguard Disclosure of FTI Data Transmitted Through The SDT. 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 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. 

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

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

(SCAP) located on the NIST web site.

SAFEGUARDS AND DISCLOSURE REQUIREMENTS: The Government agency, Internal Revenue Service (IRS), 

has established a Secure Data Transfer (SDT) program to provide encrypted electronic transmission of Sensitive But 

Unclassified (SBU) information (which may or may not include Federal Tax Information (FTI)) between the IRS and the 

contractor using the Axway (formerly known as Tumbleweed) Secure Transport client software. This method of SBU 

data exchange ensures adequate security and protection of sensitive information in compliance with OMB Memorandums 

M-16-06 and M-07-16, and the Federal Information Security Management Act (FISMA). 

Information the IRS provides to the contractor under this contract is Sensitive But Unclassified (SBU) information which 

may include but is not limited to information such as Personally Identifiable Information (PII), Federal Tax Information 

(FTI), and/or sensitive agency information. Examples of such data are: Social Security Number, First and Last Name, 

Address, agency infrastructure diagrams, IP addresses, security audit results, etc. This includes data transfers being sent 

to or from the IRS. 

PHYSICAL STORAGE FACILITY REQUIREMENTS: 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 Publication 1075 (Rev. 8-2010), for additional security 

information. Cleaning must be performed by cleared employees or during the day time in the presence of cleared 

employees. Contractor must meet all physical security requirements as outlined in Publication 1075.

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

downloaded and stored onto a dedicated storage device (ie: Hard Drive) for all IRS files and related work. When the 

dedicated storage device is not in use, the hard drive must be store in a *Security Container. At the completion of this 

contract or termination the contractor is required to send all storage devices to the ordering agency for destruction. 

* Security container requirements: Metal containers that are lockable and have a resistance to penetration. The 

containers should have only two 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. All IRS dedicated hard 
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drives must be stored over night in the dedicated storage facility. See IRS Publication 1075 (Rev. 8-2010), for 

additional security information.

DISCLOSURE OF INFORMATION – 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) 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. 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 Contracting Officer, Atlanta Regional Office.

(3) 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

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

given to the IRS for disposal. Contractor must contact Bruce Simmons at 850-766-1012 for instructions and where to 

send the spoilage. 

(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 (FAR 52.249-8), incorporated herein by reference, may 

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

DISCLOSURE OF INFORMATION--CRIMINAL/CIVIL SANCTIONS

(a) Each officer or employee of any person at any tier to whom returns or return information is or may be disclosed shall 

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

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

for a purpose or to an extent unauthorized herein constitutes a felony punishable upon conviction by a fine of as much as 

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

(b) Each officer or employee of any person 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 person 

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.

(c) 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 there under, 
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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

DISCLOSURE OF INFORMATION - INSPECTION

The contractor shall be subject at the option/discretion of the agency, 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 know 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 of any work under this contract. On the basis of 

such inspection, the Contracting Officer, Atlanta Regional Office, 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 prevent additional unauthorized inspections or disclosures (see IRC 

section 6103(p)(4) and (p)(7)).

SENSITIVE BUT UNCLASSIFIED SYSTEMS OR INFORMATION

(a) 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.

(b) 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.

(c) 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 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); Section 

1034 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 
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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. 

The contractor shall notify the Contracting Officer, Atlanta Regional Office and the Contracting Officer’s 

Representative no later than the end of the day of the termination for cause of an authorized employee's access. 

The contractor shall notify the Contracting Officer, Atlanta Regional Office no later than ten days after an 

authorized employee no longer requires access for any other type of termination. Verbal notifications shall be 

confirmed in writing within thirty days. 

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

design, develop, or operate a system of records on individuals to accomplish an agency function in accordance with the 

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

Violation of the Act may involve the imposition of criminal penalties as stated in 5 U.S.C. 552a (i)(1) CRIMINAL 

PENALTIES. 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) CRIMINAL 

PENALTIES and m(1) GOVERNMENT CONTRACTORS.

(a) The contractor agrees:

(1) to comply with the Privacy Act of l974 and the rules and regulations issued pursuant to the Act in the 

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

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

performed by the contractor in terms of any one or combination of the following: (A) design, (B) development, or 

(C) operation;

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

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

subcontract requires the design, development, or operation of a system of records on individuals to accomplish an 

agency function; and

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

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

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

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

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

violation concerns the operation of a system of records on individuals to accomplish an agency function. For 

purposes of the Act when the contract is for the operation of a system of records on individuals to accomplish an 

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

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

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

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

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

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

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

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

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

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

 other identifying particular assigned to the individual.
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PERSONNEL, PHYSICAL, AND COMPUTER SECURITY REQUIREMENTS: These requirements include, but 

are not limited to: financial history of the contractor’s firm and an on-site visit by IRS security personnel. 

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. 

• 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 borne 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).

PERSONNEL SECURITY REQUIREMENTS:

Contractor applicants hired to work on the contract(s) must meet the eligibility requirements. To be eligible, applicant(s) 

must be: 

1) In full compliance with all Federal tax laws and regulations.

2) Either a U.S. citizen or a lawful permanent resident of the U.S. as prescribed by Treasury Security Manual TD P 

71-10, Chapter II, Section 2.

3) Registered with the Selective Service if applicant(s) are males born after 1959.

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 Form 12333 (Consent for Fingerprint Check) which authorizes the release of criminal history records which may be 

in the files of any Federal state or local criminal justice agency to be received by the Federal agency conducting the 

background investigation. The IRS Contractor Lifecycle Management (CLM) office may request additional forms to 

complete their investigation. 

Information Security Awareness and Training

The contractor shall comply with IRS mandatory annual Computer Security Awareness briefings, 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), the Act 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 particularly the Unauthorized Access (UNAX) 

training and Computer Security Awareness training, which is conducted annually and 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 COR and Mission Assurance Security Services Awareness 

and Training Team.
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JOB SETUPS: For all new projects, the contractor shall be responsible for the creation of any job setups associated with 

the contractor's micrographics devices. For existing setups, the contractor shall be responsible for any required 

modification(s). Job setup specifications will be provided by the Government on a print order basis. Some examples of 

items associated with these specifications include: lens reduction ratios; frame spacing; frame breaks; frame numbering; 

index frame content; size and content of roll film retrieval marks/codes. 

IMPRINT & IDENTIFICATION MARKINGS: The requirement for GPO imprint is waived. Identification markings 

such as register marks, ring folios, rubber stamped jacket numbers, commercial identification marks of any kind, etc., 

except form number, and revision date, carried on copy or electronic files must not print on finished product.

IMAGE (“BLIP”) MARKS: Occasionally orders may require Image (“Blip”) Marks to be recorded on the microfilm as 

indicated on the print order.

FILM SPLICING AND CARTRIDGE LOADING: For any specific job, the type of film cartridge(s), leader(s), and 

trailer(s) required will be identified by the Government on a print order basis. Presently, the IRS/DCC uses ANSI C Clips 

exclusively, i.e. Kodak Ektamate A magazines and reels or their equivalent. 

16mm diazo duplicates shall be produced only after all necessary splices are made to the first generation silver masters. 

With the exception of splices used to attach leaders and trailers, the contractor shall not splice diazo duplicate(s). The 

contractor shall insure film splices do not adversely affect the resolution (focus) of surrounding frames, nor the count 

integrity of retrieval marks/codes used by the Government's 16mm retrieval devices in locating specific frames/documents 

on the film.

 

TASK CLOSEOUT AND TRANSITION: Upon completion of an entire cycle (which could take up to one year), 

the contractor shall notify the IRS via e-mail (specific contact name and e-mail address will be furnished) to 

request SF 135. The contractor shall then prepare and ship all Government Furnished Materials to the National 

Archives per the instructions. This shall include, but it not limited to, transfer of any master film stored at the 

contractor site, transfer of files sent for processing after the end of the performance period, transfer of the LTEX 

system, destruction of waste film and other materials, transfer of COM production programs and job set-up 

information, and any other related documentation produced for this task order. At the direction of the 

Government, during this close-out period, it may also be necessary to run certain jobs in parallel to identify and 

resolve problems before completing transition of the micrographics function.

NOTE: All furnished materials and incidentals must be returned upon completion of the contract to address(es) 

provided by the IRS. 

Upon termination of this contract, the contractor shall ensure that all information retained on computer media is 

sanitized, degaussed, and or destroyed in accordance with NIST 800-88 or returned to the IRS for destruction. This 

shall include but not be limited to computer hard drives, removable drives, and removable backup cartridges. For 

this contract the contractor must return the Hard drive that was used to store the IRS data for destruction. An 

address will be furnished at that time.

CERTIFY FILM AND PREPARE FOR STORAGE: The contractor shall store the microfilm in-house during the 

term of the contract. Care must be taken to insure that all stored microfilm is properly identified and placed in acid-proof 

boxes for long-term storage. 

• The contractor must verify the cycle number on each reel and then place the reel in a normal acid-proof box. Each 

box is to be properly marked with the project (IMF/BMF), cycle number, reel number and Service Center. The 

reels for the BMF project are to have a 75-year retention before destruction. Calculate the destruction date by 

adding 75 years to the cycle number and mark on the outside of the storage container as DESTRUCTION DATE. 

• IMF project destruction date is calculated by adding 30 years to the cycle number. Mark this year number on the 

outside of the storage carton as DESTRUCTION DATE.
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PACKING: Microfilm Reels shipped to the IRS Service Centers MUST be double boxed.

• The inside box should be 18 x 9 x 12” and contain two trays. Each tray will hold 44 ANSI Cartridges for a total 

capacity of 88. Each inside box should include a precautionary identification label including the proper shipping 

address and contact information. 

• The outside box will be a minimum of 19 x 10 x 12” and will hold at least one inside box. A maximum of four 

inside boxes can be included within an outside box.

• Shipping containers must not exceed 32 pounds when fully packed. A copy of the SF-135 MUST be placed in the 

1st container of all shipments to the National Archives.

• Packing material shall contain no adhesive or chemical that would produce a degenerative effect upon the film 

and must be acid free and free from particulate matter. All packing material must be in accordance with ISO 

18902.

LABELING AND MARKING PACKAGE and/or CARTON: Contractor must reproduce shipping container label 

from furnished facsimile (GPO Form or IRS Form, as indicated). All shipments must be packaged with materials of 

sufficient strength and durability and in such a manner, which will guarantee the product will not be damaged and that the 

package will not open or split during delivery.

Each package must be clearly marked or labeled with the contents. The following information must appear on the carton 

label: 

• GPO Jacket, Program (ie 1491-S) and print order number; 

• Purchase order number; 

• Number of microfilm, 

• Carton # of #, 

• The “from” and “to” address. 

DISTRIBUTION: The IRS will provide an IRS small package carrier account number. Contractor must use the IRS 

small package carrier. NOTE: Reimbursement will not be provided if the contractor uses his/her own carrier.

All items must ship by traceable means and shipper must be able to provide a manifest to verify traceability. If 

multiple small package carriers are to be used, an account will be assigned for each carrier. 

All containers and/or packages or items containing SBU material awaiting carrier pick-up MUST be kept within the 

secure perimeter. Only an employee with approved security clearance may hand over these 

containers/packages/items to ship to the carrier.

Contractor shall store all first generation silver masters for a period of one year, then ship the film f.o.b. contractor’s 

city to: The National Archives and Records Administration, Central Plains Region GSA-NARA, 5351 Lee’s Summit Rd., 

Lee’s Summit, MO 64064-1182, ATTN: Corey Hutton, (816-268-8148), e-mail: Corey.Hutton@nara.gov and Sean 

Murphy, (816-268-8140), e-mail: Sean.Murphy@nara.gov. The IRS will furnish a small package freight bill for use in 

shipping the masters.

Each Service Center is to receive only those cartridges associated with it. Each Service Center will receive 

duplicates (2nd generation) based on the attached distribution breakdown furnished with the print order. A 

sample distribution sheet is on page 18. 2nd generation films are to be shipped f.o.b. contractor’s city to various IRS 

Service Centers, as indicated on the print order. 
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CURRENT ADDRESSES FOR THE SERVICE CENTERS ARE:

Austin Service Center, Internal Revenue Service, 2021 East Woodward Street, Mail Stop 6722 AUSC, Austin, 

TX 78741-7805 – Attn: Robert Severance

Kansas City Service Center (includes Atlanta, Fresno, Andover, Cincinnati, Brookhaven and Memphis), 

Internal Revenue Service, 333 West Pershing Avenue, Mail Stop 6700, Kansas City, MO 64108 – Attn: 

Timothy Reeves

Ogden Service Center (includes Philadelphia), Internal Revenue Service, 1973 North Rulon White Blvd., 

Mail Stop 6722, Ogden, UT 84404 – Attn: Christina Stromberg

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).

Furnished material will be sent to the contractor (at Government’s expense), but must be delivered back to the originating 

office at contractor’s expense.

Complete production and delivery must be made as requested throughout the contract year; however, no order will be 

required in less than 30 workdays. Within two weeks of the print order being placed the contractor and the agency is to 

work out a mutually agreeable timeline with the understanding that all print orders must be completed within six months.
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SAMPLE Distribution for BMF Service Center – District Office Association

This sample has been provided as a reference for the filming of the 16mm BMF Retention Register – BMF/74450. BMF files will be 

batched by Service Center. Each batch represents a Center and the various District Offices associated with it. Numbers shown are 

the identification numbers used by IRS to identify each. NOTE: IRS recently realigned its Region, Service Center, and District 

Offices. This list does not reflect the new alignment, but rather the old one; the alignment can still be used by the BMF Project. 

Please understand this list is subject to change.

07 ATLANTA Service Center 28 PHILADELPHIA Service Center

(ATSC) Region 1 (PSC) Region 5

57 Columbia 23 Philadelphia 

58 Atlanta 25 Pittsburgh 

59 Jacksonville 52 Baltimore 

65 Ft. Lauderdale 51 Wilmington 

 54 Richmond 

08 ANDOVER Service Center 66 Puerto Rico

01 Augusta O.I.O – All Others

02 Portsmouth 

03 Burlington 29 OGDEN Service Center

04 Boston (OSC) Region 9

05 Providence 45 Fargo 

06 Hartford 46 Aberdeen 

14 Albany 47 Omaha

16 Buffalo 68 Sacramento 

 81 Helena 

 82 Boise

09 KANSAS CITY Service Center 83 Cheyenne

(KCSC) Region 3 84 Denver 

36 Chicago 86 Phoenix 

37 Springfield 87 Salt Lake City

39 Milwaukee 88 Reno 

41 St. Paul 91 Seattle 

42 Des Moines 92 Anchorage

43 St. Louis 93 Portland 

 

17 CINCINNATI Service Center 49 MEMPHIS Service Center

(CSC) Region 4 (MSC) Region 3

31 Cincinnati 56 Greensboro 

34 Cleveland 62 Nashville 

35 Indianapolis 63 Birmingham

38 Detroit 64 Jackson 

55 Parkersburg 71 Little Rock

61 Louisville 72 New Orleans

 

18 AUSTIN Service Center 89 FRESNO Service Center

48 Wichita 33 Laguna Nigel

73 Oklahoma City 77 San Jose

74 Austin 94 San Francisco

75-76 Dallas 95 Los Angeles

85 Albuquerque 99 Honolulu

19 BROOKHAVEN Service Center

(BSC)

11 Brooklyn

13 Manhattan 

22 Newark 
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SECTION 3. DETERMINATION OF AWARD

The Government will determine the lowest bid by applying the prices offered in the “Schedule of Prices” to the following 

units of production which are the estimated requirements to produce one year’s work 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 during a like 

period of time.

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

I. (a) 6,034

(b) 6,034

II. (a) 1
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SECTION 4. SCHEDULE OF PRICES

Bids offered are f.o.b. contractor’s city.

Prices must include the cost of all required materials and operations for each item listed in accordance with these 

specifications.

Bidder must make an entry in each of the spaces provided. Bids submitted with any obliteration, revision, or alteration of 

the order and manner of submitting bids, may be declared nonresponsive.

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

Bids submitted with NB (No Bid) or blank spaces for an item within the category that a bidder is bidding on 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 billing submitted to the GPO shall be based on the most economical method of production.

Fractional parts of a 100’ roll will be prorated at the per 100’ roll rate.

The contractor is cautioned not to perform any operation(s) or produce any product(s) for which a price has not 

been offered under the contract. Further, the contractor is not to accept print orders which are outside the scope 

of the contract. Any changes made to the print order MUST be confirmed in writing by the Contracting Officer, 

Atlanta GPO. If such orders are placed by the agency, and no Modification is received from the Atlanta GPO, the 

contractor is to notify GPO Atlanta immediately. Failure to do so may result in nonpayment.

I. COMPLETE PRODUCT: Prices offered shall include the cost of all required materials and operations 

necessary for the complete production and distribution of the product listed in accordance with these specifications, with 

the exception of Item II.

Production of microfilm from furnished file(s). A charge will be allowed for each separate microfilm. Prices must 

include the cost of all required materials and operations necessary for the complete production, packing and distribution of 

the product listed in accordance with these specifications, with the exception of Item II.

 

(a) First Generation Silver Master Roll............................per 100’ roll........................ $_________

(b) Second Generation Diazo Duplicate ..........................per 100’ roll........................ $_________

II. ADDITIONAL OPERATIONS:

 (a) Re-spooling and relabeling older cartridges for use on

 newer equipment (includes new spool and clip) ..............................each cartridge $________ 

 

_______________

Initials ......
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SHIPMENT(S): Shipments will be made from: City _______________________, State ________________

The city(ies) indicated above will be used for evaluation of transportation charges when shipment f.o.b. contractor’s city is 

specified. If no shipping point is indicated above, it will be deemed that the bidder has selected the city and state shown 

below in the address block, and the bid will be evaluated and the contract awarded on that basis. If shipment is not made 

from evaluation point, the contractor will be responsible for any additional shipping costs incurred.

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

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

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

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

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

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

exact accordance with specifications.

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

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

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

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

pages in “SECTION 4. – SCHEDULE OF PRICES,” including initialing/signing where indicated. Valid electronic 

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

verifiable of the person authorized by the company to sign bids. Failure to sign the signature block below may result in 

the bid being declared non-responsive. 

Bidder ____________________________________________________________________________________ _ 

(Contractor Name) (GPO Contractor’s Code)

___________________________________________________________________________________________

(Street Address)

___________________________________________________________________________________________

(City – State – Zip Code)

By _________________________________________________________________________________________

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

___________________________________________________________________________________________

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

___________________________________________________________________________________________

THIS SECTION FOR GPO USE ONLY

Certified by: ___________________________ Contracting Officer: ___________________________

(Initials and Date) (Initials and Date) 

___________________________________________________________________________________________
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1491-S (09/2023) Page 22 of 24 

EXHIBIT A

NON-DISCLOSURE AGREEMENT: All Contractor employees determined to require staff-like access, i.e., unescorted or 

unsupervised physical access or electronic access, to IRS facilities, information systems, security items and products, or sensitive but 

unclassified information in connection with the contract, are required to sign the following statement prior to having access to said 

areas and information. The contractor is responsible for ensuring the statements are completed and forwarded to the Contracting 

Officer, Atlanta Regional Printing Procurement Office.

NON-DISCLOSURE AGREEMENT

IRS Program 1491-S – Microfilm and Related Services

Conditional Access to Sensitive but Unclassified Information

Employees of ____________________________________________

I, ___________________________________, hereby consent to the terms in this Agreement in consideration of my being granted 

conditional access to certain United States Government documents or material containing sensitive but unclassified information.

I understand and agree to the following terms and conditions:

1. By being granted conditional access to sensitive but unclassified information, the United States Government has placed 

special confidence and trust in me and I am obligated to protect this information from unauthorized disclosure, in accordance 

with the terms of this Agreement.

2. As used in this Agreement, sensitive but unclassified information is any information, the loss, misuse, or unauthorized access 

to or modification of which could adversely affect the national interest or the conduct of Federal programs, or the privacy to 

which individuals are entitled under Title 5 U.S.C. § 552a, but which has not been specifically authorized under criteria 

established by an Executive Order or an Act of Congress to be kept secret in the interest of national defense or foreign policy. 

3. I am being granted conditional access contingent upon my execution of this Agreement for the sole purpose of the production 

of microfilm and related operations of Individual and Business tax returns. This approval will permit me conditional access 

to certain sensitive but unclassified information and/or to attend meetings in which such information is discussed or 

otherwise made available to me. This Agreement will not allow me access to materials which the IRS has predetermined, in 

its sole discretion, are inappropriate for disclosure pursuant to this Agreement. This may include sensitive but unclassified 

information provided to Treasury by other agencies of the United States Government.

4. I will never divulge any sensitive but unclassified information, which is provided to me pursuant to this Agreement to 

anyone, unless I have been advised in writing by the IRS that the individual is authorized to receive it. Should I desire to 

make use of any sensitive but unclassified information, I will do so in accordance with paragraph 6 of this Agreement. I will 

submit to the IRS for security review, prior to any submission for publication, any book, article, column or other written work 

for general publication this is based upon any knowledge I obtained during the course of my work on Program 1491-S in 

order for the IRS to ensure that no sensitive but unclassified information is disclosed.

5. I hereby assign to the United States Government all royalties, remuneration's, and emoluments that have resulted, will result 

or may result from any disclosure, publication, or revelation of sensitive but unclassified information not consistent with the 

terms of this Agreement. 

6. If I am permitted, at the sole discretion of the IRS, to review any official documents containing sensitive but unclassified 

information, such review will be conducted at a secure facility or under circumstances, which will maintain the security 

protection of such material. I will not be permitted to and will not make any copies of documents or parts of documents to 

which conditional access is granted to me. Any notes taken during the course of such access will remain at the IRS, to be 

placed in secure storage unless it is determined by the IRS officials that the notes contain no sensitive but unclassified 

information. If I wish to have the notes released to me, IRS officials will review the notes for the purposes of deleting any 

sensitive but unclassified information to create a redacted copy of the notes. If I do not wish a review of any notes that I 

make, those notes will remain in sealed and secure storage at the IRS.

...

7. If I violate the terms and conditions of this Agreement, I understand that the unauthorized disclosure of sensitive but 

unclassified information could compromise the security of the IRS.
Microfilm and Related Services

1491-S (09/2023) Page 23 of 24 

8. If I violate the terms and conditions of this Agreement, such violation may result in the cancellation of my conditional access 

to sensitive but unclassified information. This may serve as a basis for denying m e conditional access to IRS information, 

both classified and sensitive but unclassified information, in the future. If I violate the terms and conditions of this 

Agreement, the United States may institute a civil action for damages or any other appropriate relief. The willful disclosure

of information to which I have agreed therein not to divulge may constitute a criminal offence.

9. Unless and until I am provided a written release by the IRS from this Agreement or any portions of it, all conditions and 

obligations contained in this Agreement apply both during my period of conditional access, which shall terminate at the 

conclusion of my work on (name of project/contract), and at all times thereafter.

10. Each provision of this Agreement is severable. If a court should find any provision of this Agreement to be unenforceable, all 

other provisions shall remain in full force and effect.

11. I understand that the United States Government may seek any remedy available to information in breach of this Agreement.

12. By granting me conditional access to information in this context, the United States Government does not waive any statutory 

or common law evidentiary privileges or protections that it may assert in any administrative or court proceeding to protect 

any sensitive but unclassified information to which I have been given conditional access under the terms of this 

Agreement. 

13. These restrictions are consistent with and do not supersede, conflict with or otherwise alter the employee obligations, rights 

or liabilities created by Executive Order 12356; Section 7211 of Title 5, United States Code (governing disclosures to 

Congress); Section 1034 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 any 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)). The definitions, requirements, obligations, rights, sanction and liabilities 

created by said Executive Order and listed statutes are incorporated into this Agreement and are controlling.

14. My execution of this Agreement shall not nullify or effect in any manner any other secrecy or nondisclosure Agreement 

which I have executed or may execute with the United States Government.

I make this Agreement in good faith, without mental reservation or purpose of evasion.

____________________________________________ _________________________________

Name Date

This Agreement was accepted by the undersigned on behalf of the IRS as a prior condition of conditional access to sensitive but 

unclassified information.

_____________________________________________ ________________________________

Department of the Treasury Date

Internal Revenue Service
Microfilm and Related Services

1491-S (09/2023) Page 24 of 24

EXHIBIT B