PROGRAM: 522-S

TITLE: Telephone and Internet Voting Instruction LettersAGENCY: U.S. Department of Treasury/National Mediation BoardTERM: Date of Award thru November 30, 2018

BASIS OF

AWARD UNIT RATE COST UNIT RATE COST

I. COMPLETE PRODUCT:

Per Letter . . . 

(1) Makeready and/or Setup--------------------------------------------------- 2 1,000.00 2,000.00 150.00 30

(2) Running Per 1,000 Copies------------------------------------------------- 30 695.00 20,850.00 250.00 7,50

CONTRACTOR TOTALS $22,850.00 --------------- ---------

DISCOUNT 1.00% 228.50 --------------- ---------

DISCOUNTED TOTALS $22,621.50 --------------- ---------

( A W A R D E D )

GRAY GRAPHICS

Capitol Heights, MD

STRATHMORE COMPA

Geneva, IL

Page 1 of 1
Program 522-S Page 1 of 13 

Specifications by MRN 

U.S. GOVERNMENT PUBLISHING OFFICE 

Washington, DC 

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS 

For the Procurement of 

Telephone and Internet Voting Instruction Letters 

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

U.S. Department of Treasury 

National Mediation Board (NMB) 

Single Award 

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

November 30, 2018, 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 November 

28, 2017. 

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: CSPS, 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. Contractor is to follow the instructions in the bid submission/opening area. If 

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

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

manufacture of the product(s) ordered under this contract must be located within a 100-mile radius of zero 

milestone Washington, DC. 

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

For information of a technical nature, contact Linda Giacomo at lgiacomo@gpo.gov or (202) 512-0307. 
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SECTION 1. – GENERAL TERMS AND CONDITIONS

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

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

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

Program for Printing and Binding (GPO Publication 310.1, effective May 1979 (Rev. 8-02)). 

GPO Contract Terms (GPO Publication 310.2) – https://www.gpo.gov/docs/default-source/forms-and-standardsfiles-for-vendors/terms.pdf. 

GPO QATAP (GPO Publication 310.1) – https://www.gpo.gov/docs/default-source/forms-and-standards-files-forvendors/qatap.pdf. 

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

the June 2008 clause found at: https://www.gpo.gov/docs/default-source/forms-and-standards-files-forvendors/contractdisputes.pdf. 

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

these specifications – 

Product Quality Levels: 

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

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

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

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

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

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

 Attribute Specified Standard 

P-7. Type Quality and Uniformity O.K. Proofs/Electronic Media 

Prior to award, contractor may be required to provide information related to specific equipment that will be used 

for production. 

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

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

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

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

extension(s) added under this clause. Further extension may be negotiated under the “EXTENSION OF 

CONTRACT TERM” clause. See also “ECONOMIC PRICE ADJUSTMENT” for authorized pricing 

adjustment(s). 

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

clause, provided that in no event will any pricing adjustment be made that would exceed the maximum 

permissible under any law in effect at the time of the adjustment. There will be no adjustment for orders placed 

during the first period specified below. Pricing will thereafter be eligible for adjustment during the second and 

any succeeding performance period(s). For each performance period after the first, a percentage figure will be 

calculated as described below and that figure will be the economic price adjustment for that entire next period. 

Pricing adjustments under this clause are not applicable to reimbursable postage or transportation costs, or to 

paper, if paper prices are subject to adjustment by separate clause elsewhere in this contract. 

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

period will extend from Date of Award to November 30, 2018, 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 August 31, 

2017, called the base index. The percentage change (plus or minus) of the variable index from the base index will 

be the economic price adjustment for the period being considered for adjustment. 

The Government will notify the contractor by contract modification specifying the percentage increase or 

decrease to be applied to invoices for orders placed during the period indicated. The contractor shall apply the 

percentage increase or decrease against the total price of the invoice less reimbursable postage or transportation 

costs and separately adjusted paper prices. Payment discounts shall be applied after the invoice price is adjusted. 

SECURITY REQUIREMENTS: Protection of Sensitive and Personally Identifiable Information (PII) – 

Some of the furnished material will contain PII and is subject to the Privacy Act of 1974 (Title 5 of the U.S. Code 

Section 552a). The contractor shall ensure that its employees assigned to this effort understand and adhere to the 

requirements of the Privacy Act. 

It is the contractor’s responsibility to properly safeguard PII from loss, theft, or inadvertent disclosure and to 

immediately notify the Government of any loss of PII. 

Personally identifiable information (PII) is “information that can be used to distinguish or trace an individual’s 

identity,” such as their name, social security number, biometric records, etc., alone, or when combined with other 

personal or identifying information which is linked or linkable to a specific individual, such as date and place of 

birth, mother’s maiden name, etc. (Reference: OMB Memorandum 07-16.) Other specific examples of PII 

include, but are not limited to: 

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

number, or financial account or credit card number. 

 Address information, such as street address or personal e-mail address. 

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

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

voice signature, facial geometry). 
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As part of the preaward survey specified below, the contractor will be required to submit a written explanation as 

to how the contractor will safeguard the data provided by the agency. 

PREAWARD SURVEY: In order to determine the responsibility of the prime contractor or any subcontractor, 

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

facility or to require other evidence of technical, production, managerial, financial, and similar abilities to 

perform, prior to the award of a contract. 

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

Prior to award of this contract, at the preaward survey, the prospective contractor shall submit, in writing, to the 

GPO, a copy of their preaward survey plans. If the preaward survey is waived, the contractor must submit the 

survey plans within three (3) workdays of being notified to do so by the Contracting Officer or his/her 

representative. 

 

THE PROPOSED PLANS ARE SUBJECT TO REVIEW AND APPROVAL BY THE GOVERNMENT 

AND AWARD WILL NOT BE MADE PRIOR TO APPROVAL OF SAME. 

The Government reserves the right to waive some or all of the preaward survey plans if there is other evidence 

that, in the opinion of the Contracting Officer, indicates that the contractor being considered for award has already 

demonstrated their compliance with the requirements of the below plans. 

Option Years: For each option year exercised, the contractor will be required to resubmit, in writing, the below 

plans detailing any changes and/or revisions that have occurred. The revised plans are subject to Government 

approval. The revised plans must be submitted to GPO within five (5) workdays of notification of the option year 

being exercised. 

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

statement confirming that the current plans are still in effect. 

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

these specifications are manufactured and/or stored (awaiting distribution or disposal) to assure against theft 

and/or the product ordered falling into unauthorized hands. Contractor is cautioned that no Government provided 

information shall be used for non-Government business. Specifically, no Government information shall be used 

for the benefit of a third party. 

The plans shall contain, at a minimum, the following: 

 how Government files (data), including PII, will be secured to prevent disclosure to a third party prior to 

and after termination of contract; 

 explain how all accountable materials will be handled throughout all phases of production; 

 how the disposal of waste materials will be handled; 

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

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

Quality Control Plan: The contractor shall provide and maintain, within their own organization, an independent 

quality assurance organization of sufficient size and expertise to monitor the operations performed and inspect the 

products of each operation to a degree and extent that will ensure the Government’s quality assurance, inspection, 

and acceptance provisions herein are met. The contractor shall perform, or have performed, the process controls, 

inspections, and tests required to substantiate that the products provided under this contract conform to the 

specifications and contract requirements. 
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The plan must be consistent with the requirements found in GPO Contract Terms (GPO Publication 310.2, 

effective December 1, 1987, Rev. (6-01)). The plan shall monitor all aspects of the job, including material 

handling and shipment, to assure that the production and shipment of products ordered meet specifications and 

Government requirements. 

The plans shall address, at a minimum, the following: 

 how, when, and by whom the plan will be performed; 

 detail the actions to be taken when either defects or missing items are discovered; 

 how contractor will maintain 100% accountability in the accuracy of mailing, as well as, proof of delivery 

of all pieces. 

Mailing Plan: This plan should include sufficient detail as to how the contractor will comply with all applicable 

U.S. Postal Service (USPS) mailing requirements as listed in the USPS Domestic and International Mail Manuals 

in effect at the time of the mailing. 

Material Handling and Inventory Control: This plan should explain in detail how the following materials will be 

handled: incoming raw materials; work-in-progress materials; quality control inspection materials. 

Production Plan: This plan should include items such as a detailed listing of all production plants and capacities 

to be utilized on this contract. If new equipment is to be utilized, documentation of the source, delivery schedule, 

and installation dates are required. 

POSTAWARD CONFERENCE: Unless waived by the Contracting Officer, the total requirements of the job as 

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

representatives at the U.S. Government Publishing Office, Washington, DC, immediately after award. (At the 

option of the Government, the postaward conference may be held via teleconference.) 

Person(s) that the contractor deems necessary for the successful implementation of the contract must be in 

attendance. 

Ordering agency may provide print order and furnished material for the first order at the postaward conference. 

Contractor must be prepared to accept this order and produce in accordance with the specifications. 

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 Date of Award through November 30, 2018, 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” upon notification by the Government for purposes of the contract when it is electronically 

transmitted or otherwise physically furnished to 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. 
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Except as otherwise provided in this contract, the Government shall order from the contractor all the items set 

forth which are required to be purchased by the Government activity identified on page 1. 

The Government shall not be required to purchase from the contractor, requirements in excess of the limit on total 

orders under this contract, if any. 

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

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

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

completed during the effective period of this contract. 

If shipment/delivery of any quantity of an item covered by the contract is required by reason of urgency prior to 

the earliest date that shipment/delivery may be specified under this contract, and if the contractor will not accept 

an order providing for the accelerated shipment/delivery, the Government may procure this requirement from 

another source. 

The Government may issue orders which provide for shipment/delivery to or performance at multiple 

destinations. 

Subject to any limitations elsewhere in this contract, the contractor shall furnish to the Government all items set 

forth herein which are called for by print orders issued in accordance with the “ORDERING” clause of this 

contract. 

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

following: design, develop, or operate a system of records on individuals to accomplish an agency function in 

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

agency regulations. Violation of the Act may involve the imposition of criminal penalties 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. 

PRIVACY ACT 

(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. 
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(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. 

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

GPO barcode coversheet program application is the most efficient method of 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. 

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. 
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SECTION 2. – SPECIFICATIONS

SCOPE: These specifications cover the production of letters requiring such operations as electronic prepress, 

printing, variable imaging, binding, labeling, inserting, and distribution. 

TITLE: Telephone and Internet Voting Instruction Letters. 

FREQUENCY OF ORDERS: Approximately 1 to 5 orders per year. 

QUANTITY: Approximately 1,000 to 25,000 letters per order. 

NUMBER OF PAGES: Face and back. 

TRIM SIZE: 8-1/2 x 11”. 

GOVERNMENT TO FURNISH: Electronic media for static text and agency logo/seal will be furnished as 

follows – 

 Platform: Windows (current or near current version) 

 Storage Media: CD 

 Software: Adobe InDesign (current or near current version) 

 All platform system and software upgrades (for specified applications) that may 

occur during the term of the contract must be supported by the contractor. 

 Fonts: All printer and screen fonts will be furnished. 

 Contractor is cautioned that furnished fonts are the property of the Government 

and/or its originator. All furnished fonts are to be eliminated from the contractor’s 

archive immediately after completion of the contract. 

 Additional 

 Information: Files will be furnished in native application format. 

 Electronic media will include all illustrations and graphics furnished in place. 

 GPO Form 952 (Desktop Publishing – Disk Information) will be furnished. 

For variable data, a .csv file consisting of voter names and a .csv file with a roster of names with credentials. 

Pre-addressed, gummed, standard address labels to be applied to letters will be furnished with each order. 

Preprinted No. 10 envelopes with window for insertion and mailing of letters will be furnished with each order. 

Identification markings such as register marks, commercial identification marks of any kind, etc., except GPO 

imprint, form number, and revision date, carried in the electronic files, must not print on the finished product. 

CONTRACTOR TO FURNISH: All materials and operations, other than those listed under “GOVERNMENT 

TO FURNISH,” necessary to produce the products in accordance with these specifications. 

Unless otherwise provided in this contract, the contractor, upon receipt and acceptance of any Government 

furnished material, assumes the risk of, and shall be responsible for loss thereof, or damage thereto, except to the 

extent that such material is consumed in the performance of this contract. The contractor will be responsible for 

reimbursing the Government for any envelopes that are damaged while in their possession. 
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ELECTRONIC PREPRESS: Prior to image processing, the contractor shall perform a basic check (preflight) 

of the furnished media and publishing files to assure correct output of the required reproduction image. Any 

errors, media damage, or data corruption that might interfere with proper file image processing must be reported 

to the agency contact specified on the print order. 

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

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

meet the assigned quality level. 

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

anticipated that the Government will make all major revisions. 

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

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

deliverables) with the furnished material. The digital deliverables must be an exact representation of the final 

printed product and shall be returned on the same type of storage media as was originally furnished, unless 

otherwise specified. The Government will not accept, as digital deliverables, PostScript files, Adobe Acrobat 

Portable Document Format (PDF) files, or any proprietary file formats other than those supplied, unless specified 

by the Government. (The Government will accept PDF files as digital deliverables when furnished by the 

Government.) 

PROOFS: One (1) press quality Adobe Acrobat PDF soft proof (current version) using the same Raster Image 

Processor (RIP) that will be used to produce the final printed product. PDF proof will be evaluated for text flow, 

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

The PDF soft proof is for the static text and agency logo/seal only. 

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 – https://www.gpo.gov/docs/default-source/forms-andstandards-files-for-vendors/vol_12.pdf?sfvrsn=2. 

White Offset Book, basis weight: 60 lbs. per 500 sheets, 25 x 38”, equal to JCP Code A60. 

PRINTING AND VARIABLE IMAGING: Print face and back in black ink only. Printing consists of text and 

line matter and agency logo/seal. Variable image in black on the face only. Variable imaging consists of recipient 

name and an access code. 

NOTE: When printing/imaging, the contractor cannot print/image out of sequence to ensure that the names on the 

letters correspond with the order of the names/addresses on the furnished labels. 

At contractor’s option, the product may be produced via conventional offset or digital printing provided that 

Quality Level III standards are maintained. Final output must be a minimum of 150 line screen and at a minimum 

resolution of 1200 x 1200 dpi x 1 bit or 600 x 600 dpi x 4 bit depth technology. 
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MARGINS: Margins will be as indicated on the print order or furnished media. 

BINDING: Trim four sides. 

LABELING: Affix one furnished pre-addressed, gummed address label to each letter in such a manner that it is 

visible through the window of the mailing envelope. 

It is the contractor’s responsibility to ensure that the mailing address on the affixed label corresponds to the 

imaged name on the letter. 

INSERTING: Letter-fold each letter and insert into furnished preprinted No. 10 window envelope, with address 

label out for visibility through envelope window. 

It is the contractor’s responsibility to ensure that only one copy of each letter is inserted into the furnished 

envelope and that only the mailing address label is visible through the envelope window. 

NOTE: Contractor must not seal envelopes until receipt of approval from production inspection. Upon receipt of 

approval, contractor to seal all envelopes. Envelopes must be securely sealed prior to mailing and must be capable 

of remaining sealed under normal mailing conditions. 

PRODUCTION INSPECTION: Production inspections will be required at the contractor’s/subcontractor’s plant 

for the purpose of establishing that the imaging and addressing are being accomplished in accordance with 

contract quality attributes and requirements. A production inspection is for the purpose of setting specific 

standards that are to be maintained throughout the entire run. It does not constitute a prior approval of the entire 

run. 

A production inspection will be required on every order. 

DISTRIBUTION: Mail f.o.b. contractor’s city individual mail pieces to both domestic and foreign addresses. 

Domestic mailing is nationwide, including the American territories/possessions. 

All mailing shall be made at the First Class Rate – reimbursable. 

Contractor must meter all mail using contractor-supplied official postage meters. (All meter supplies will be 

borne by the contractor.) 

Contractor is responsible for all costs associated with transporting mail to the USPS. 

Contractor will be reimbursed for postage by submitting a properly completed U.S. Postal Service form (or 

equivalent) with billing invoice for payment. 

All copies mailed must conform to the appropriate regulations in the U.S. Postal Service manuals for “Domestic 

Mail” or “International Mail”, as applicable. 

Upon completion of each order, contractor must notify the ordering agency (on the same day the order mails) via 

email to: legal@nmb.gov. The subject line of the email shall be “Distribution Notice for Program 522-S, Print 

Order XXXXX, Jacket Number XXX-XXX.” The notice must provide all applicable tracking numbers, mailing 

methods, and title of product. Contractor must be able to provide copies of all mailing receipts upon agency 

request. 
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Upon completion of each order, all furnished material and any remaining furnished envelopes must be returned to: 

NMB, 1301 K Street, NW, Suite 250 East, Washington, DC 20005. 

All expenses incidental to picking up and returning material, submitting proofs, and furnishing sample copies 

must be borne by the contractor. 

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 must be picked up from and delivered to: NMB, 1301 K Street, NW, Suite 250 East, 

Washington, DC 20005. 

Proofs must be emailed to: legal@nmb.gov. 

No definite schedule for pickup of material can be predetermined. 

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

material; the workday after notification will be the first workday of the schedule. 

 Contractor must complete production and distribution within 10 workdays of notification of availability 

of print order and furnished material. 

 No specific date is set for submission of proofs. Proofs must be submitted as soon as possible to allow for 

revised proofs, if contractor’s errors are judged serious enough to require them. 

 Proofs will be withheld no more than one (1) workday from their receipt at the ordering agency until the 

ordering agency notifies contractor of changes/corrections and/or “O.K. to print” via email. (The first 

workday after receipt of proofs at the ordering agency is day one of the hold time.) 

 All proof time, transit time, and production inspection time is included in the 10-workday schedule. 

The contractor must notify the U.S. GPO of the date and time the production inspection can be performed. In order 

for proper arrangements to be made, notification must be given at least five (5) workdays prior to the inspection. 

Notify the U.S. Government Publishing Office, Quality Control for Procured Printing, Washington, DC 20401 at 

(202) 512-0542. Telephone calls will only be accepted between the hours of 8:00 a.m. and 2:00 p.m., Monday 

through Friday, prevailing Eastern Time. NOTE: See contract clauses, paragraph 14(e)(1), Inspections and Tests 

of GPO Contract Terms (GPO Publication 310.2, effective December 1, 1987 (Rev. 6-01)). When supplies are 

not ready at the time specified by the contractor for inspection, the Contracting Officer may charge to the 

contractor the additional cost of the inspection. 

The ship/deliver date indicated on the print order is the date products ordered for mailing f.o.b. contractor’s city 

must be delivered to the U.S. Postal Service. 

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

furnished with each 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, the contractor must notify the U.S. Government Publishing Office of the date 

of shipment or delivery, as applicable. Upon completion of each order, contractor must contact 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 email, call, or facsimile will be unable to respond to questions 

of a technical nature or to transfer any inquiries. 
Telephone and Internet Voting Instruction Letters Page 12 of 13 

522-S (11/18) 

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 (1) year’s production 

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

work which may be ordered for a like period of time. 

The following item designations correspond to those listed in the “SCHEDULE OF PRICES.” 

 (1) (2) 

I. 2 30 
Telephone and Internet Voting Instruction Letters Page 13 of 13 

522-S (11/18) 

SECTION 4. – SCHEDULE OF PRICES

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

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

specifications. 

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

alteration of the order and manner of submitting bids may be declared non-responsive. 

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

Government. 

Bids submitted with NB (No Bid), NA (Not Applicable), 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 invoices submitted to the GPO shall be based on the most economical method of production. 

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

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

necessary (including stock/paper and proofs) for the complete production of the product listed in accordance 

with these specifications. 

 Makeready Running Per 

 and/or Setup 1,000 Copies 

(1) (2) 

Per Letter ..................................................................................................... $___________ $___________ 

INSTRUCTIONS FOR BID SUBMISSION: Fill out “SECTION 4. – SCHEDULE OF PRICES,” initialing or 

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

“SCHEDULE OF PRICES” with two copies of the GPO Form 910 “BID” form. Do not enter bid prices on GPO 

Form 910; prices entered in the “SCHEDULE OF PRICES” will prevail. 

Bidder _____________________________________________________________________________________ 

 ___________________________________________________________________________________________ 

(City – State) 

By ________________________________________________________________________________________ 

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

 ___________________________________________________________________________________________ 

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

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