Program: 725‐S

Term: December 17, 2015 to December 31, 2016

Title: Department of Veterans Affairs

BASIS OF

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

I. COMPLETE PRODUCT:

Single Lead Form printing Face Only:

(a) Makeready and/or Setup............................................... 50 $104.00 $5,200.00 $25.00 $1,250.00 $100.00 $5,000.00 $100.0(b) Running..........................................per 1,000 copies.................................. 1962 $42.40 $83,188.80 $44.00 $86,328.00 $35.00 $68,670.00 $32.0

CONTRACTOR TOTALS $88,388.80 $87,578.00 $73,670.00 

DISCOUNT 1.00% $883.89 2.00% $1,751.56 2.00% $1,473.40 0.00% 

DISCOUNTED TOTALS $87,504.91 $85,826.44 $72,196.60 

BASIS OF

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

I. COMPLETE PRODUCT:

Single Lead Form printing Face Only:

(a) Makeready and/or Setup............................................... 50 $75.00 $3,750.00 $19.00 $950.00 $10.50 $525.00 $12.0(b) Running..........................................per 1,000 copies.................................. 1962 $13.21 $25,918.02 $45.00 $88,290.00 $17.95 $35,217.90 $11.9

CONTRACTOR TOTALS $29,668.02 $89,240.00 $35,742.90 

DISCOUNT 0.25% $74.17 0.00% $0.00 2.00% $714.86 2.00% 

DISCOUNTED TOTALS $29,593.85 $89,240.00 $35,028.04 

AWARDED

BROOKLYN, NY NORTH MARKETS, MN NORWOOD, MA REG

BOSWORTH PRINTING CO.

STOUGHTON, MA

GRAPHICS VISIONS

GAITHERSBURG, MD

GRAY GRAPHICS

CAPITOL HEIGHTS, MD

THE PRINT HOUSE THE TAYLOR/ NAVITOR CURRENT REGAL PRESS INC. 

K & B O

STATE C
Program 725-S Page 1 of 9 

Specifications by DLL 

Reviewed by: VA 

U.S. GOVERNMENT PUBLISHING OFFICE 

Washington DC 

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS 

For the Procurement of 

VA Letterheads 

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

Department of Veterans Affairs 

Single Award 

TERM OF CONTRACT: The term of this contract is for the period beginning January 1 2016 and ending 

December 31, 2016 plus up to four (4) optional 12-month extension period(s) that may be added in accordance 

with the "OPTION TO EXTEND THE TERM OF THE CONTRACT" clause in Section 1 of this contract. 

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

on December 17, 2015 

BID SUBMISSION: Submit bid in pre-addressed envelope furnished with solicitation or send to: U.S. 

Government Publishing Office, Bid Section, Room C-848, Stop: PPSGB, 732 North Capitol Street, NW, 

Washington, DC 20401. Facsimile bids in response to this solicitation are permitted. Facsimile bids may be 

submitted directly to the GPO Bid Section, Fax No. (202) 512-1782. The program number and bid opening date 

must be specified with the bid. Refer to Facsimile Bids in Solicitation Provisions of GPO Contract Terms, GPO 

Publication 310.2, as revised June 2001. Hand delivered bids are to be taken to: GPO Bookstore, 710 North Capitol 

Street, NW, Washington, DC, between the hours of 8:00 a.m. and 4:00 p.m., prevailing Washington, DC, time, 

Monday through Friday. The contractor is to follow the instructions in the Bid Submission/Opening area. If further 

instruction or assistance is required, call (202) 512-0526. 

BIDDERS, PLEASE NOTE: These specifications have been revised; therefore, all bidders are cautioned to 

familiarize themselves with all provisions of these specifications before bidding.

Abstracts of contract prices are available at http://www.gpo.gov/gpo/abstracts/abstract.action?region=DC

For information of a technical nature call David Love (202) 512-0310 or aps-team1@gpo.gov. 
VA Letterheads Page 2 of 9 

725-S (12/16) 

SECTION 1. - GENERAL TERMS AND CONDITIONS 

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

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

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

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

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

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

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

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

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

specifications: 

Product Quality Levels: 

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

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

Inspection Levels (from ACQC-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/Negatives 

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

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

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

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

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

extensions added under this clause. Further extension may be negotiated under the "EXTENSION OF CONTRACT 

TERM" clause. See also "ECONOMIC PRICE ADJUSTMENT" for authorized pricing adjustments. 

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. 
VA Letterheads Page 3 of 9 

725-S (12/16) 

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 January 1, 2016 through December 31, 2016 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 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 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: Economic price adjustments are not cumulative and are to be applied to original bid prices only. 

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

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

an individual "Print Order" for each job placed with the contractor. The print order, when issued, will indicate the 

quantity to be produced and any other information pertinent to the particular order. 

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

Government. Orders may be issued under the contract from January 1, 2016 through December 31, 2016, plus for 

such additional periods 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 be completed by 

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

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

completed during the effective period of this contract. 
VA Letterheads Page 4 of 9 

725-S (12/16) 

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 via FAX utilizing the GPO barcode coversheet program application. 

Instructions for the GPO barcode coversheet program application can be found at the following web address: 

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

Vouchers may also be mailed to: Comptroller, Stop FMCE, Office of Financial Management, U.S. Government 

Publishing Office, Washington, D.C. 20401. 

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

OF PRICES.” 

 
VA Letterheads Page 5 of 9 

725-S (12/16) 

SECTION 2. - SPECIFICATIONS

SCOPE: These specifications cover the production of single-leaf forms requiring such operations as printing, 

binding, PDF proofs, typesetting, packing and delivery. 

TITLE: VA Letterheads – 2 different options (see exhibits) 

FREQUENCY OF ORDERS: Based on current orders, it is estimated that approximately 25 - 50 orders will be 

placed per year. Multiple orders may be placed on the same day. 

QUANTITY: Approximately 1,000 to 50,000 copies per order. 

TRIM SIZE: 8-1/2 x 11". 

GOVERNMENT TO FURNISH: 

Camera copy (approximately 40% of orders), consisting of line art to be reproduced same size. 

A supply of blue labels and selection certificates for shipping Departmental Random copies. 

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

Identification markings such as register marks, ring folios, rubber stamped jacket numbers, commercial 

identification marks of any kind, etc., except GPO imprint, form number, and revision date, carried on copy or film, 

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. 

PROOFS: 

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

(RIP) that will be used to produce the final printed product. PDF proof must indicate margins. PDF will be 

evaluated for text flow, image position, and margins. Proof will not be used for color match. 

E-Mail PDF Proof to the Agency contact noted on the Print Order. PDF must be marked with the Program number / 

Print Order number along with a return name and E-Mail address. 

Contractor must call GPO Contract Compliance Section at (202) 512-0520, or e-mail information to 

compliance@gpo.gov, immediately upon E-Mailing proofs and immediately upon receiving the returned proofs (or OK 

E-Mail) back from the Department. 

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

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

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

CONTRACTOR MUST NOT PRINT PRIOR TO THE RECEIPT OF AN “O.K. TO PRINT.” 

STOCK/PAPER: 

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

corresponding JCP Code numbers in the "Government Paper Specification Standards No. 12” dated March 2011. 

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

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

White 25% Bond, basis weight 17 x 22", 20 lbs. per 500 sheets, equal to JCP Code G40. 
VA Letterheads Page 6 of 9 

725-S (12/16) 

PRINTING: Print text/line matter and departmental seal one side only in exact match of Pantone 280 blue ink. 

Some orders, when requested, will require typesetting. 

MARGINS: Head 1/2", left 1/2" to seal. 

BINDING: Trim four sides. The paper grain must run parallel to the long measure (length) of the page. 

PACKING: Shrink-film wrap in units of 500. Pack in shipping containers not to exceed a depth of 10-3/4". 

LABELING AND MARKING: (Package and/or Container label): Reproduce shipping container label from 

furnished repro, fill in appropriate blanks and attach to shipping containers. 

DEPARTMENTAL RANDOM COPIES (BLUE LABEL): All orders must be divided into equal sublots in 

accordance with the chart below. A random copy must be selected from each sublot. Do not choose copies from the 

same general area in each sublot. The contractor will be required to execute a statement furnished by GPO 

certifying that copies were selected as directed. The random copies constitute a part of the total quantity ordered, 

and no additional charge will be allowed. 

 Forms 

 Quantity Number of 

 Ordered Sublots 

 500 - 3,200 50 

 1,201 - 10,000 80 

 10,001 - 35,000 125 

 35,001 and over 200 

These randomly selected copies must be packed separately and identified by a special government-furnished blue 

label, affixed to each affected container. The container and its contents shall be recorded separately on all shipping 

documents and sent in accordance with the distribution list to the address under "Schedule". 

A copy of the PRINT ORDER/SPECIFICATION and a signed Government-furnished certificate of selection, must 

be included. 

A copy of the Government furnished certificate must accompany the invoice sent to GPO, Financial Management 

Service, for payment. Failure to furnish the certificate may result in delay in processing the invoice. 

DISTRIBUTION: Ship f.o.b. contractor’s city. 

Complete addresses and quantities will be furnished with the print orders. 

At the VA's option, a small parcel carrier (UPS etc.) account will be provided for shipping costs. The contractor is 

responsible for creating the necessary labels and preparing the package for shipment. The contractor must also make 

arrangements with the small parcel carrier to pick up the package. 

When a small parcel carrier is not an option, the contractor is to provide the shipping costs to VA as soon as 

possible. The contractor will be reimbursed for those shipping costs. 

Truck height for deliveries should not exceed nine (9) feet. 

Upon completion of each order, all furnished material including five sample copies must be returned to address 

under "SCHEDULE". 

All expenses incidental to returning materials and furnishing sample copies must be borne by the contractor. 
VA Letterheads Page 7 of 9 

725-S (12/16) 

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). 

Print order and furnished materials will be provided in the form of a PDF. After complete production, return 

furnished material to: Department of Veterans Affairs, 810 Vermont Ave NW, Room 736, Washington, DC 20420. 

Attn: Production Manager (202) 461-5002 

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

material. 

Proofing 

PDF proof shall be provided to the Agency within two (2) workdays of the availability of the print order to the 

email address indicated on the print order. 

Proofs will be withheld not more than one (1) workday from receipt in the department. 

Live production 

Complete production and shipping must be made within 4 workdays of the final proof approval from the agency. 

The ship date indicated on the print order is the date products ordered must be picked up by the small parcel carrier. 

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

furnished with the order or shortly thereafter. In the event such information is not received in due time, the 

contractor will not be relieved of any responsibility in meeting the shipping schedule because of failure to request 

such information. 

For compliance reporting purposes, contractors are to report information regarding each order with date of shipment 

or delivery, as applicable, in accordance with the contract requirements by contacting the Shared Support Services 

Compliance Section via email at compliance@gpo.gov, via telephone at (202) 512-0520, or via facsimile at (202) 

512-1364. Personnel receiving the email, call, or facsimile will be unable to respond to questions of a technical 

nature or to transfer any inquiries. 
VA Letterheads Page 8 of 9 

725-S (12/16) 

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 for a like period of time. 

Bidders shall state the location of the plant from which this product(s) will be shipped. 

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

 I. (a) 50 

 (b) 1962 
VA Letterheads Page 9 of 9 

725-S (12/16) 

SECTION 4.- SCHEDULE OF PRICES 

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

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

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

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

Government. 

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

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

(whether or not such items are included in the 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. 

Fractional parts of 1,000 will be prorated at the per 1,000 rate. 

I. COMPLETE PRODUCT: Prices offered must 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. 

Single Leaf Form printing Face Only: 

(a) Makeready and/or Setup ....................................................................................................... $ ___________ 

(b) Running .............................................................. per 1,000 copies ...................................... $ ___________ 

INSTRUCTIONS FOR BID SUBMISSION: Fill out "SECTION 4.-SCHEDULE OF PRICES," initialing or 

signing each page in the space provided. Submit two copies (original and one exact duplicate) of the "SCHEDULE 

OF PRICES" with two copies of the GPO Form 910, "BID" form. Do not enter bid prices on GPO Form 910; prices 

entered in the "SCHEDULE OF PRICES" will prevail. 

Bidder_______________________________________________________________________________________ 

_____________________________________________________________________________________________ 

(City - State) 

By__________________________________________________________________________________________ 

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

_____________________________________________________________________________________________ 

 (Person to be contacted) (Telephone Number) 
Assistant Secretary for Public and Intergovernmental Affairs

810 Vermont Ave NW Ste 905

Washington DC 20420

Letterhead, Option #1
Assistant Secretary for Public and Intergovernmental Affairs

810 Vermont Ave NW Ste 905

Washington DC 20420

Letterhead, Option #2