Jacket: 412‐789

Title: NOTICE 1444 (Cat. No. 74360R)

Agency: Treasury/IRSBid Opening Date and Time: 4/6/2020 @ 1:00pm

Contractor BID PER/M

COST FOR BASE

LOT (15M) COPIES OFFERED DISCOUNT TOTA

Specialty Print Comm $33.30 $499,500.00 31,000,000 5%/21 $47

RRD Green Bay $38.98 $584,700.00 30,000,000 NET $58

RRD Elk Grove $46.50 $697,500.00 15,000,000 NET $69RRD Elk Grove/Lancaster $53.00 $795,000.00 30,000,000 NET $79

Sourcelink $55.06 $825,900.00 20,000,00O NET $82RevSpring $68.00 $1,020,000.00 15,000,000 NET $1,02Advantage $69.30 $1,039,500.00 60,000,000 .5%/20 $1,03OSG/Microdynamics $100.00 $1,500,000.00 15,000,000 NET $1,50

Infoseal $105.70 $1,585,500.00 15,000,000 NET $1,58

IMS, Inc. $120.00 $1,800,000.00 15,000,000 NET $1,80
U.S. GOVERNMENT PUBLISHING OFFICE | Keeping America Informed | OFFICIAL | DIGITAL | SECURE

732 North Capitol Street NW, Washington, DC 20401-0001

http://www.gpo.gov | www.facebook.com/USGPO | twitter.com/USGPO

April 4, 2020

This is Amendment No. 1. The specifications in our invitation for bids on Jacket 412-789, scheduled for opening 

at 10:00 AM on April 6, 2020, are amended as follows:

1. Bid opening is changed from 10:00 AM to 1:00 PM EST on April 6, 2020.

2. Production is allowed at multiple locations. Note: the copies per 1,000 rate is a complete product price that 

includes all make-ready and materials required, regardless of number of production locations utilized.

3. SECTION 1- SCHEDULE is changed as follows:

From: 04-07-20 Award of contract (Purchase Order Number by phone).

To: (Add) At award of Contract – IRS will send dummy data to the contractor by Secure File Transfer Protocol 

(STFP) or CD-ROM to ensure that contractor can read data the required data.

From: 4-14-20 Notice 1444 quantity adjustments (to be received by email).

To: 4-15-20 Notice 1444 (EN/SP) quantity adjustments (to be received by email).

From: 4-14-20 Address data sent by IRS (estimated quantity 75,000,000 (minimum 15,000,000 per lot to 

contractor)

To: 4-15-20 Address data sent by IRS (estimated quantity 75,000,000 (minimum 15,000,000 per contractor).

From: 4-15-20 Imaging samples to IRS for review (Virtual Proof).

To: 4-16-20 Imaging samples to IRS for review (Virtual Proof).

4. SECTION 3 – NOTICE 1444 SPECIFICATIONS is clarified as follows:

On Page 7, 3.8 Proofs, the contractor will submit proofs and construction samples of both construction 

methods if they offer and are producing both options.

5. SECTION 4.3 IMAGING SPECIFICATIONS is changed as follows:

From: FACE (Notice 1444): Image the first name line, second name line, street address, city state, zip code, 

on face of notices using position 1 to 147 on the record layout.

To: FACE (Notice 1444 (EN/SP)): Image “Direct Deposit/Deposito Directo” and dollar amount, and first 

name line, second name line, street address, city state, zip code, on face of notices using position 1 to 186 on 

the record layout.

6. SECTION 12 – SCHEDULE OF PRICES
U.S. GOVERNMENT PUBLISHING OFFICE | Keeping America Informed | OFFICIAL | DIGITAL | SECURE

732 North Capitol Street NW, Washington, DC 20401-0001

http://www.gpo.gov | www.facebook.com/USGPO | twitter.com/USGPO

On Page 20 of 21 Construction Method is hereby changed as follows:

Contractor is to identify which production option that they will use. This is at contractor’s option. Contractor 

may use a combination of the two options in order to satisfy the minimum lot quantity. However, contractor is 

to provide only one price for line item 12.1 regardless of the method they choose to fulfill the requirement. 

All other specifications remain the same.

Amended bid or acknowledgement must be submitted using the method(s) specified in the solicitation for bid 

submission, which is via e-mail to bidsapsdc@gpo.gov for this solicitation.

BIDDER MUST ACKNOWLEDGE RECEIPT OF THIS AMENDMENT PRIOR TO BID OPENING. Failure 

to acknowledge receipt of amendment, by amendment number, prior to bid-opening time, may be reason for bid 

being declared nonresponsive.

Sincerely,

JULIE HASENFUS

Contracting Officer
Specifications by DEE Jacket 412-789 

Page 1 of 21 IRS Req. 0-04978 

Reviewed by SM/JH/DW Catalog No. 74360R 

BID OPENING: Bids shall be opened at 10:00 AM., prevailing Eastern Standard Time (EST), on April 6, 

2020 by the U.S. Government Publishing Office, in Washington, DC 20401 Due to the COVID-19 pandemic, 

this will NOT be a public bid opening 

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

on this, vendors MUST submit e-mail bids to bidsapsdc@gpo.gov for this solicitation. No other method of bid 

submission will be accepted at this time.

The Jacket Number 412-789 and bid opening date must be specified in the subject line of the e-mailed bid 

submission. Bids received after 10:00 AM EST on the bid opening date specified above will not be considered 

for award. 

For information regarding the solicitation requirements prior to award, email Dalton Everett at 

deeverett@gpo.gov. For contract administration after award, contact APS DC at 202-512-0307.

Additional e-mailed 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) Emails over 75 MB may not be received by GPO due to size limitations for receiving emails. 

(2) The vendor’s email provider may have different size limitations for sending e-mail, however 

vendors are advised not to exceed GPO’s stated limit. 

(3) Illegibility of bid. 

(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 e-mailed bid prior to bid opening. GPO 

will use the prevailing time (specified as the local time zone) and the exact time that the e-mail is 

received by GPO’s email server as the official time stamp for bid receipt at the specified location. 

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. 01-18)) and GPO Contract Terms, Quality Assurance Through 

Attributes Program for Printing and Binding (GPO Publication 310.1, effective May 1979 (revised 9-19)). 

BIDDERS, PLEASE NOTE: GPO has issued a new Government Paper Specification Standards, No. 13, 

dated September 2019. Prospective bidders should carefully read this publication as the applicable standards 

within become an integral part of this contract. The document is posted at https://www.gpo.gov/how-to-workwith-us/vendors/forms-and-standards along with a list of major revisions. 

 
 SPECIFICATIONS FOR CONTRACT PRINTING, BINDING, 

 AND IMAGING OF NOTICE 1444 

Table of Contents 

SECTION-1 SCHEDULE 

 1.1 Pre-Award Survey 

 1.2 Preproduction Teleconference 

 

 1.3 Quality Systems Audit 

 1.4 Postage Summary Report 

1.5 Shipping Notification 

SECTION 2 - MATERIALS 

 2.1 Furnished by the Government 

 2.2 Furnished by the Contractor 

 2.3 JCP Standards 

 2.4 Postage Statements/IRS Postal Forms 

SECTION 3 - PRODUCT SPECIFICATIONS 

 3.1 Number of Pages 

 3.2 Quantity 

 3.3 Trim Size 

 3.4 Format 

 3.5 Ink 

 3.6 GPO Imprint 

 3.7 Margins 

 3.8 Proofs 

 

 SECTION 4 – IMAGING SPECIFICATIONS 

 4.1 Unusable CD-ROMs 

 4.2 CD-ROM and Security/Security Letter 

 

 4.7 USPS Regulations 

 4.8 Carrier Route Presort 

 4.9 Presort Palletization 

 4.10 Internal Wrapping/Tying 

 4.11 Postal Pallets 

 4.12 ZIP Code Count 

 4.13 Daily Production Reports 

 4.14 Order of Addressing 

SECTION 5 – ENVELOPE SPECIFICATIONS 

5.1 Size and Quantity 

5.1.1 Mailer Envelope 

5.1.2 Security Tint 

5.2 Paper 

5.3 Construction 

5.4 Construction Options 

5.5 Printing 

5.6 Mailer Envelopes 

5.7. Ink 

5.8 Envelope Proofs 

5.9 Envelope Quality Control Procedures 

5.10 Subcontractor 

 4.3 Imaging Addressing Requirements SECTION 6 – STAGING 

 4.4 Prior to Production Samples 6.1 Pallet Assemblies and Storage 

 4.5 Unique Number 6.2 Location of Staging Area 

 4.6 Spoiled Self-Mailers 

 SECTION 7 - MAIL TURNOVER SECTION 8 - QUALITY SYSTEMS 

 7.1 First-Class Mail 8.1 Quality Systems 

 7.2 Vehicles Provided 8.2 Quality Systems Official 

 7.3 Turnover Requirements 8.3 Records 

 7.4 APO/FPO 8.4 Inspections 

 7.5 Indicia 8.5 Quality Systems Plan 

 8.6 Quality Assurance 

SECTION 9 - PRODUCTION SAMPLES 

SECTION 10 – SECURITY REQUIREMENTS 

SECTION 11 – OFFER 

SECTION 12 – SCHEDULE OF PRICING 

SUBCONTRACTING: Contract Clause 6, "Subcontracts," of GPO Contract Terms (GPO Publication 310.2, 

effective December 1, 1987 (Rev.1/18)), is modified to permit subcontracting of envelopes for printing firms. 

All the requirements of these specifications apply equally to both items unless otherwise indicated herein. 

SCOPE: These specifications cover the printing, binding, imaging and distribution of 75,000,000 copies of 
Page 3 of 21 Jacket 412-789 

Notice 1444, face and back folded forms as either a self-mailer or as a letter inserted into a separate envelope at 

the contractor’s option. Sorting, assembling by ZIP Code (staging), and turnover for First-Class mailing of 

Notice 1444 to USPS. Commingled, bundled and tray mail will be required. 

 

BID LOTS: The Government will make multiple awards under this solicitation since it is anticipated that one 

firm will not be able to meet all of the requirements. 

BID QUANTITIES: 75,000,000 total copies. This quantity will be divided into varying-sized lots, which must 

not be less than 15 million copies, to be awarded to multiple contractors. Bidders will submit the maximum 

number of copies they can produce by the specified mailing date (refer to Schedule, page 5) with their bid. 

CHANGES IN QUANTITY: The Government, may adjust the awarded quantity by a variance of up to plus or 

minus 25%. Notice of quantity adjustment may be made by the Government by e-mail at any time prior to April 

14 (refer to Schedule, page 4). These adjustments will not change the scheduled date for turnover to USPS. 

Billing adjustments for quantity changes will be at the contractor's quoted "ADDITIONAL RATE" (see Offers 

Section). 

NOTE: Contractor must mail the full Final Quantity to all consignees. No shortages or overruns will be allowed. 

Security Requirements: Protection of Confidential Information: 

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

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

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

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

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

The Contractor shall inform all personnel with access to the confidential information obtained from the IRS in 

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

this information from improper disclosure. 

The Contractor shall assure that each Contractor employee with access to IRS work knows the prescribed rules 

of conduct, and that each Contractor employee is aware that he/she may be subject to criminal penalties for 

violations of the Privacy Act. When the Contractor employees are made aware of this information, they will be 

required to sign the Contractor Personnel Security Certification. A copy of this signed certification must be 

forwarded to the IRS glenn.r.pelishek@irs.gov. 

All confidential information obtained from the IRS for use in the performance of this contract shall, at all times, 

be stored in an area that is physically safe from unauthorized access. 

All Contractor employees shall either be literate in English or have a translator available at all time who can read, 

speak, and understand the language in order to ensure all operational, security, and contract requirements are met. 

The Contractor shall ensure communications are provided at a level such that employees can understand 

instructions and converse with the customer. 

Work Areas for the production of IRS work shall be in dedicated areas that are roped or taped off with access to 

those employees working on IRS work. Signs will be posted that only assigned employees may enter. All phases 

of work will be staged in one main area for each process and roped off for security. All work areas will be open 

for IRS representatives at all times. 

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

times the printing, packing, storing, shipping and destruction of any spoiled materials. 

Contractor must maintain 100% accountability in the accuracy of imaging and mailing of all pieces throughout 

run. The Contractor must ensure that there are no missing or duplicate pieces and no pieces with miss-imaged 

data or imaged data derived from more than one record on the same piece. The Contractor must also ensure that 

no outgoing envelope contains IRS statements for more than one individual. The contractor must submit point 

of contacts for the weekday and weekend for the duration of the contract to IRS. 
Page 4 of 21 Jacket 412-789 

SECTION 1 - SCHEDULE 

 Date Event 

04-06-20 Bid opening. 

04-07-20 Award of contract (Purchase Order Number by phone). 

04-7-20 Proofs due. (See Section 3.8) 

04-7-20 Production & Quality Plans (See Sec. 1.2 & Sec. 8), Security Letter (See Sec. 4.2), and 

Safeguarding IRS Confidential Information. 

04-7-20 and 4-8-20 Preproduction conference call. (See Section 1.2). 

4-9-20 Electronic Media for Notice 1444 to contractor (See Section 3 .8 - Proofs). 

4-14-20 Notice 1444 quantity adjustments (to be received by email). 

4-14-20 Address data sent by IRS (estimated quantity 75,000,000 (minimum 15,000,000 per lot 

to contractor)). 

4-15-20 Imaging samples to IRS for review (Virtual Proof). 

4-30-20 Complete turnover of Notice 1444 to Postal Service 

5-3-20 Contractor must submit 1 complete set of PS Forms 3600 and listings report. (See Section 

 2.4). 

The Government will attempt to meet the schedules as stated in these specifications. However, uncontrollable 

circumstances such as Congressional Legislation may delay the furnishing of printing media. This is a time 

sensitive procurement. In the event of any uncontrollable delays by the Government, no schedule adjustments 

or extensions may be allowed. 

Unscheduled material such as delivery lists, receipts or instructions, 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. 

l.1 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. As part of the financial determination, the low contractor 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 a timely manner may result in 

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

1.2 Preproduction teleconference call will be held as indicated in the schedule. The purpose of the conference 

will be to discuss and review all aspects of the contractor's internal and external operations required to complete 

this contract. Prior to this conference the contractor MUST submit two (2) copies each of detailed written 
Page 5 of 21 Jacket 412-789 

Production and Quality plans. The plans shall be submitted, by the date in the schedule to deeverett@gpo.gov

and to apsdc@gpo.gov at the U.S. Government Publishing Office.. The proposed Quality plan is subject to 

Government approval. The contractor will conduct this preproduction conference during which the production 

plan will be discussed and the previously approved Quality plan will be reviewed in depth. Items to be included 

in the Production Plan are: 1) processing and sorting master-file magnetic cartridges, as well as the security of 

the cartridges and taxpayer information, 2) scheduled start-up dates for all phases of production, 3) how 

coordination/ communication will flow from one production phase to another, 4) who will be responsible for each 

phase, 5) how will subcontractors be involved and kept informed, 6) specific production dates of all 

subcontractors, 7) how the product will be staged and/or shipped, and 8) any other special requirements which 

are specific to this contract. Items to be included in the Quality Systems Plan are covered in the Quality Systems 

Section. Attending this meeting will be representatives from the Internal Revenue Service and there MAY be 

representatives from the Government Publishing Office and USPS Headquarters Office Personnel. To establish 

coordination of all required operations, a representative of all subcontractors involved should also be present as 

well as representatives from each involved production area for the primary contractor. It is also required that the 

contractor have the local Postal Service representative in attendance. The IRS Cybersecurity Team will be 

involved with the preconference call, estimated time of call will be four hours. 

1.3 QUALITY SYSTEMS AUDIT: In connection with the preproduction conference, should the Government 

elect, a quality systems audit could be conducted. Following the conference, IRS/GPO may conduct an in-depth 

audit of all contractor quality control methods, quality systems and quality plans in a formal review of the 

previously approved written plan. This audit would require the contractor to plan, in advance, all quality related 

functions which would be required to complete the contract. Should subcontractors be involved, a complete audit 

of their quality systems may also be perform. This procedure will be mandatory for all contractors doing IRS 

Tax Notice mail outs work for the first time. 

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

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

1.4 Postage Summary Report: The reports must be submitted electronically by the date in the schedule, 

otherwise there may be a delay in payment processing. Contractor is required to submit postage summary reports, 

for each phase, showing the number of pieces and cost of Carrier Route, 3/5 digit, and Basic broken out by Service 

Center and the grand total. The reports are to be submitted following Delivery Point Validation processing. Email the reports to Glenn.R.Pelishek@irs.gov. and Theresa.L.Skyrm@irs.gov. Shipping Notification:

Contractors must also submit shipping notification on the final day of shipping. E-mail the notification to 

Glenn.R.Pelishek@irs.gov, Theresa.L.Skyrm@irs.gov and deeverett@gpo.gov.

SECTION 2 - MATERIALS

2.1 FURNISHED BY GOVERNMENT: 

(1) Electronic Media for the Notice 1444, 

(2) Contractors must be capable of reading produced in EBCDIC format. The data will be encrypted/password 

protected using WinZip 9.0 (256 Bit AES encryption). Secure File Transfer Protocol (STFP) or CD-ROMS will 

be used for the taxpayer’s data transfer to the contractor. The password will be secured emailed to the 

contractor. 

(3) USPS pallets made available by the USPS upon request, 

(4) IRS Form 13456, IRS Publishing - Postage Report in a fill able PDF file, 

(5) IRS Form 9558 – Inspection Notification Report 
Page 6 of 21 Jacket 412-789 

*Note: Electronic transfer will be via e-mail attachment or Secure File Transfer Protocol (SFTP) in Portal 

Document Format (PDF) generated from Adobe Acrobat 9.0 or later. The Government will supply a composite 

PDF file, and all fonts will be embedded in the files at the PDF level. Do not unembed fonts! This may result in 

a loss of data. The PDFs are backward compatible to Adobe Acrobat 8.0. Prior to image processing the contractor 

is responsible for checking files to ensure that such features as bleeds, register marks, and correct file output 

selection have been provided for, so as to correctly output for printing. The contractor must supply necessary 

trapping. The contractor must verify the accuracy of the Postal barcodes, output as part of the envelope printing, 

if producing this option, with the USPS. 

NOTE: If CD-ROMs are furnished, contractor must shred all CD-ROMs immediately after completion of this 

contract and destruction certificate to IRS. CD-ROMs must not be returned to the IRS. 

2.2 FURNISHED BY CONTRACTOR: All other materials and operations necessary to fulfill the contract 

requirements, including telephone, facsimile transmission capability, personal computer, internet access and the 

following: 

For completing Forms 13456 and 13456A: The contractor is required to have Internet access provided through 

an Internet Service Provider (ISP), an email account and a web browser equivalent to Internet Explorer 6.0. The 

contractor is also required to have Adobe Acrobat 9.0 (or higher) software (not Adobe Reader). The contractor 

must furnish an email address for the IRS to email the forms mentioned above. 

2.3 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. 13" dated 

September 2019. 

2.3.1 Notice 1444 Paper: At contractor’s option the following stocks/paper may be used - White uncoated text, 

basis weight 25 x 38”, 50 or 60 lbs. per 500 sheets, equal to JCP code A60 or White Writing, basis weight 17 x 

22” 20 lbs., per 500 sheets, equal to JCP code D10. 

2.4 Postage Statements/IRS Postal Forms: The contractor is required to complete and submit via email Form 

13456 to the IRS within three days after the final turnover of mail packages to the USPS. E-mail Form 13456 to 

postage@publish.no.irs.gov and to Glenn.R.Pelishek@irs.gov and Theresa.L.Skyrm@irs.gov. 

For your convenience, Form 13456 is provided as a fillable PDF file. The IRS will complete the top portion of 

the form prior to e-mailing the form to the contractor. If there is any information missing or incorrect, please 

contact at Glenn.r.pelishek@irs.gov. 

The contractor is responsible for capturing five data elements from every postage statement (i.e. USPS Form 

3602, 3602-R, 3600). The five elements are: (1) barrel stamped post office zip code, (2) postage statement date, 

(3) quantity mailed, (4) postage amount, and (5) postage statement type. The form must contain only postage 

information for the designated GPO jacket number. Prior to submitting Form 13456, the contractor must 

rename the file “GPO Jacket number _date_ “ i.e. 123-456_9-02-03.pdf. If the contractor completes an additional 

form per day, they should add a suffix to the file name starting with the letter “a” then “b”, etc. i.e. 123-456_09-

02-03pdf. The contractor is also responsible for the accuracy of the information returned to the IRS. Any delay 

or missing input could result in delay of payment. 

All Postage Statements (i.e. USPS Form 3600, 3602-R, 3600) must contain the IRS Agency Cost Code “67039”

in the “Federal Agency Cost Code “box. The GPO Jacket Number must be included in the mailer information 

located in the upper portion of the postage statement. 

Contractor to send daily report showing completed mailing, by email to Glenn.R.Pelishek@irs.gov and 

Theresa.L.Skyrm@irs.gov
Page 7 of 21 Jacket 412-789 

SECTION 3 – NOTICE 1444 SPECIFICATIONS 

At Contractor’s option, production may be done via Option A or Option B below. Contractor will specify which option they 

will use to produce the job in Section 11: Offers/Bids.

Construction Option A – Self Mailer 

Number of Pages: Face and back folded form. 

Trim Size: 8 x 21” flat* 8 x 5-1/4” folded* *plus 1/4-1/2” firm glued perforated tear-off stubs on the three open 

sides after folding. 

Format: Type & rule form, head-to-head. Prints one color on face and back with a 10% screen on face. 

Ink: Black ink. 

Imaging: Contractor must image variable elements from the IRS record layout on the face and back of the notice. 

Construction Option B – Notice with Mailer Envelope

Number of Pages: Face and back folded form. 

Quantity: 75,000,000. 

Trim Size: 7-1/2 to 8 x 10-1/2 to 11” flat* 7-1/2 to 8 x 3-1/2 to 3-7/8” folded* 

Format: Type & rule form, head to head. Prints one colors on face and back only with a 10% screen on face. 

Ink: Black ink. 

Imaging: Contractor must image variable elements from the IRS record layout on the face of the notice. 

Mailer Envelope: Contractor must insert the notice into a window mailer envelope with security print printed 

inside the print envelope. Contractor has the option to image taxpayers name and address directly on the mailer 

envelope, eliminating the window. 

3.6 GPO Imprint: Contractor must set and insert a GPO imprint line, per Contract Terms, GPO Publication 310.2 

(page 9). 

3.7 Margins (approx.): Face 1-1⁄4” head, center left and right. Follow trim marks on furnished copy. 

3.8 Proofs: (Electronic Proofs E-Mailed Direct to Agency) 

E-MAIL PROOFS (indicate margins): CONTRACTOR MUST NOT PRINT PRIOR TO RECEIVING AN "OK 

TO PRINT". One set of E-Mailed Electronic Page 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 will be evaluated for text flow, image position, and color breaks. Proof will not be used for 

color match. 

Submit one construction sample to: Glenn.R.Pelishek@IRS.GOV and Theresa.L.Skyrm@irs.gov The 

CONSTRUCTION SAMPLE and shall include the GPO jacket number. The samples must be submitted by the 

date specified in the schedule. 
Page 8 of 21 Jacket 412-789 

If any contractor’s errors are serious enough in the opinion of the IRS 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. 

Submit proofs to: Glenn.R.Pelishek@irs.gov and Theresa.L.Skyrm@irs.gov Proofs will be review in the same 

workday from receipt in IRS until contractor is given an O.K. to print. 

SECTION 4 – IMAGING SPECIFICATIONS: Secure File Transfer Protocol (SFTP) or CD-ROM(s): The 

IRS will generate and make available the datafile to the contractor. The contractor will be expected to retrieve 

the datafile(s) from the IRS using SFTP protocol. In case of a data transfer failure, the IRS will furnish CDROMs containing the same data. 

CD-ROM(s): The furnished CD-ROMs are raw unedited mail label records and must be formatted for an address 

label at the contractor's expense. Computer dumps are not acceptable. The CD-ROMs are sorted by Service 

Centers. The service center code included in the record layout can be used for sorting addresses by service center. 

The raw data contained on these cartridges has been passed through Finalist Software (equivalent to Code 1 of 

Group One Software) for hygiene and standardization. 

Contractor must pass the entire file against a USPS Code Accuracy Support System (CASS) certified

software address hygiene program. Contractor’s software must also be Presort Accuracy Validation and 

Evaluation (PAVE) certified. 

4.1 Unusable CD-ROM: CD-ROMs received in an unusable condition, out of ZIP code sequence, or missing 

CD-ROMs, will be replaced by IRS on an expedited basis. If the contractor has not reported any discrepancy to 

the Government, within five (5) workdays after receipt of CD-ROMs, it will be understood that none exists. The 

contractor may notify Glenn.R.Pelishek@irs.gov directly only if there is a physical problem with the CD-ROMs 

or the shipment in which they are received. Provide the following: Job Run File ID; Batch Cycle Group; CDROM Number; and a brief explanation of the problem. The GPO jacket number WILL appear on the shipping 

transmittal label which will always be in the last box of CD-ROMs, if more than 1 box. 

4.2 CD-ROMs, and Security/Security Letter: The contractor must guarantee that they, and any subcontractor’s, 

will not reproduce, or allow reproduction of the CD-ROMs furnished by IRS, nor use or allow any person to use 

the CD-ROMs, for any other purpose than mailing the Notice 1444. The contractor must email on company 

letterhead (reference the GPO jacket number), to Genn.R.Pelishek@irs and Theresa.L.Skyrm@irs.gov , a detailed 

report of the inventory and tracking system and the security measures to be taken to secure the IRS CD-ROMs 

and any information output from them, throughout the period the contractor and/or subcontractor’s have 

possession of taxpayer information. (See IRS Publication 4812 “Contractor Security & Privacy Controls”. A copy 

may be obtained either from the Internet by entering HTTP://WWW.IRS.GOV then click on forms and pubs, or 

from IRS by calling 1-800-829-3676). 

4.3 Imaging/Addressing: The imaging and addressing may be accomplished by either impact printers or nonimpact printers. 

IMAGING - Must meet the following requirements: 

(a) The size of the type must be at least 12 point (in height not characters to the inch) and the font may 

be Helvetica, Siemens Gothic Text, Siemens Essay Standard, Scitex Gothic International Medium, or Kodak 

Gothic. Any other must be approved before preproduction meeting. 

(b) Imaging must be black. 

(c) All characters must align. 

(d) No missing data or entries. 

(e) No duplicate data or entries. 

(f) Addresses will have no more than 5 lines. (7 lines including carrier route line and delivery point barcode) 

(g) There will be a maximum of 39 characters per line and spaced 6 lines per inch vertically. 

(h) No broken characters. 

(i) No smearing. 

(j) No visible wicking. 

(k) No visible gloss. 

(l) Reflectance of characters shall be visually uniform across the whole label. 
Page 9 of 21 Jacket 412-789 

FACE (Mailer Envelope or Notice 1444): Must meet all U.S. Postal Service requirements for First-Class Mail. 

The mailing address will be on the face of the mailer envelope or the face of Notice 1444 (depending on the option 

selected by contractor – See Section 5.1.1). 

The contractor must reformat the data to image the carrier route endorsement and literal, name, address, city, 

state, and zip code plus the postal sack number, and break number (change indicator) in 6 lines (See Record 

Layout). The contractor will be required to take information from the furnished CD-ROM and format it to create 

an 11digit Delivery Point Barcode to achieve lowest postage costs to Government. This Barcode is to be imaged 

below the last line of the address, in accordance the USPS Domestic Mail Manual It must be on all 3/5 digit and 

basic mail, and may print on carrier route mail. 

FACE (Notice 1444): Image the first name line, second name line, street address, city state, zip code, on face of 

notices using position 1 to 147 on the record layout. 

4.4 Prior-to production email samples are required. Using furnished IRS data image 20 samples for the notice. 

There will be a total of one version of Notice 1444. Image all notices with taxpayer’s name and address and 

notice information as required in Section 4.3. Submit samples no later than April 15, 2020. Samples are to be 

emailed to IRS. These samples will be used to test for proper type font, spacing, alignment, stock, adhesive, 

imaging quality, etc. Contractor will be given an approval, conditional approval, or rejection within the same 

after receipt in the IRS. Contractor is not authorized to print prior to his receipt of an approval or conditional 

approval. 

4.5 Unique Number: The contractor will be required to produce a unique number for each Notice 1444, using 

their own equipment, so the contractor may retrieve and reproduce records for any unusable package or when 

packages are pulled as QA Samples. If the unique number contains more than 10 characters, it must NOT begin 

with 1800, 1866, 1877, 1888, or 1900. The unique number must not appear on any labels. 

4.6 Spoiled Notice 1444: The contractor must replace all spoiled imaged notices. The contractor must provide 

sufficient detail to fulfill the contract requirements for 100% mailing that there are no missing pieces. 

4.7 USPS Regulations: The contractor must comply with all U.S. Postal Service regulations governing the 

preparation of First Class rate mailings which are in effect at the time of the mailing, including the issuance of 

the required forms (mailing statements) and the weighing of shipments. The contractor must meet with local 

postal authorities before the start of production. 

The Domestic Mail Manual (DMM) has specific requirements regarding the minimum and maximum package 

sizes and must be adhered to by all mailers. 

4.8 Carrier Route Presort: Contractor must utilize a commercially prepared software package for assigning a 

portion of the mail file in an approved carrier route format (carrying carrier route endorsement and number on 

first line of the mailing address). 

4.9 Presort Palletization: As outlined by the Postal Service in the Domestic Mail Manual, the carrier route 

presort palletization program requires that in most cases, depending on thickness and weight, individual selfmailers of ten or more pieces be prepared for carrier routes. This may take the form of packages or packages in 

bundles presented on pallets. 

See DMM for specific requirements. 

4.10 Internal Wrapping or Tying: All bundles containing mixed carrier routes or 3/5-digit ZIP codes require 

internal wrapping or tying in direct packages of ten or more letters. See Domestic Mail Manual for details. 

4.11 Postal Pallets: The U.S.P.S. will provide pallets upon contractor's request, or contractor may use their own 

pallets that meet postal requirements, at his own expense. Loaded pallets must be wrapped with a shrinkable or 

stretchable plastic strong enough to retain the integrity of the pallet during transportation and handling. Pallets 

must be prepared in accordance with the requirements in the Domestic Mail Manual for (Notices and Bundles 

Presented on Pallets) and (Palletizing Sacks). See the DMM for preparation requirements for palletizing FirstClass Mail. Letters must be palletized separately from sacks. The sack tags must be bar coded and readable by 

USPS equipment. Further details on pallet loading and flagging may be obtained by consulting local Postal 

Customer Representatives, bulk mail acceptance personnel or RCC. 
Page 10 of 21 Jacket 412-789 

4.12 ZIP Code Count Report: Contractor's software must provide 3-digit, 5-digit, and carrier route ZIP Code 

count report for the contractor's use during the addressing operation. A copy must also be provided for the IRS 

resident coordinator. 

4.13 Daily Production Report: The contractor will provide daily addressing production information required to 

complete Report Form 9659. The contractor must email the report to IRS, Glenn.R.Pelishek@irs.gov and 

Theresa.L.Skyrm@irs.gov 

4.14 Order of Addressing: Contractor must ship to furthest destinations first. 

Section 5 – Envelope Specifications 

5.1 Size and Quantity: 

5.1.1 Mailer Envelope – 4-1/8 to 6” x 8 to 10” window (covered). Contractor must determine placement of 

window so all mailing information shows after notice is inserted. At contractor’s option in lieu of window, 

taxpayer’s name, address, and service center address may be imaged directly on envelope in a typeface and size 

to matching the mailer notice. 

5.1.2 Contractor must print security tint of their own design on inside of envelope to prevent show through of 

information. 

5.2 Paper: White Writing, sub. 24 or White uncoated text, 50 lbs. or 60 lbs. (per 500 sheets, 25 x 38”) equal to 

JCP Code A60 and JCP Code V20 

5.3 Construction: All envelopes must have a fold at bottom, with a square cornered or diagonal sealing flap. 

The flap adhesive must completely seal. 

5.4 Construction options for Mailer Envelopes: Diagonal seam, welded seam, or side seam. 

5.5 Printing: IRS will furnish files via electronic transfer for envelopes. 

5.6 Mailer Envelopes: Prints with one return addresses. 

5.7 Ink for Envelope Printing: Print black ink. 

5.8 ENVELOPE ELECTRONIC/E-MAIL PROOFS (indicate margins): CONTRACTOR MUST NOT 

PRINT PRIOR TO RECEIVING AN “OK TO PRINT”. One set of E-Mailed Electronic Page 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 will be evaluated for text 

flow, image position (to include security tint on proofs), and color breaks. Proof will not be used for color 

match. 

E-Mailed proofs (marked with Jacket/Req. Number, “Envelope Proofs” plus return name and E-Mail 

address) directly to the Agency at Glenn.R.Pelishek@irs.gov and Theresa.L.Skyrm@irs.gov and 

accompanying documentation. Contractor must call GPO Contract Compliance Section at (202) 512-0520 

immediately upon E-Mailing proofs and immediately upon receiving the returned proofs (or OK E-Mail) 

back from the Department. Proofs will be withheld not more than 1workday from receipt at the Department 

to receipt in the contractor's plant. At Agency request, revised proof may be requested. Revised proof to 

be held 1 work day from receipt at IRS until made available for pickup by the contractor. Contractor will 

be given either an approval, conditional approval, or rejection, may be by e-mail or telephone. 

Envelope Quality Control Procedures: The prime contractor must establish and administer a quality 

assurance program which will ensure all envelopes meet specifications whether they are produced “in line” 

or at a subcontractor’s site. 

5.9 Subcontractor: If envelopes are produced by a subcontractor, production must be completed in same 

timeframe and according to the same contract specifications, and be made per the prior-implemented 

assurance program. This schedule is to facilitate timely replacements necessitated by failure to meet 
Page 11 of 21 Jacket 412-789 

contract specifications. 

SECTION 6 - STAGING 

6.1 Pallet Assembly and Storage/Staged: Loaded pallets must be assembled and stored "staged" for eventual turn 

over to U.S. Postal Service beginning no sooner than the date specified in the Schedule. The pallets are to be 

staged in order so that the furthest destinations will be turned over first and the closest destinations last. 

6.2 Location of Staging Area and Point of Entry: Contractor will specify in the bid the location of the staging 

area/areas and the proposed point of entry/entries for the 1444 notice mail. (See Offers Section 10) 

SECTION 7 - MAIL TURNOVER TO POSTAL SERVICE 

7.1 First Class Mail: The Postal Service will verify the total weight of the mailing. The contractor must comply 

with all Domestic Mail Manual (DMM) regulations governing use of First Class Mail. 

Due to the IRS’s 100% delivery requirement, Optional Mail procedures that do not weigh EACH pallet 

of mail are not allowed or authorized. 

7.2 Vehicles Provided: Truck/trailers (vans) will be provided by U.S. Postal Service. However, physical loading 

is contractor's responsibility, in conformance with the U.S. Postal Service loading plan. Vans will not be provided 

before earliest turnover date as indicated in schedules without demurrage costs. 

7.3 Turnover Requirements: Contractor must ship to furthest designations first. Contractor must release Notice 

1444 to USPS no later than April 30, 2020. 

7.4 APO/FPO: APO/FPO self-mailers, if any, will be part of the Ogden Service Center requirement. APO/FPO 

mail is to be addressed by the contractor, tied into 5 digit packages, placed in regular canvas bags for each unique 

zip code, and mailed to San Francisco/Oakland or New York per the DMM requirements. APO/FPO 

Requirements: The contractor must obtain bag tags (or produce tags at own expense) from the Postal Service for 

each APO/FPO destination. Each bag tag should contain the following: 

1. APO Destination, and code (e.g.: APO AE 09028) 

2. First-Class Mail (STD A FLATS) 

3. IRS Washington D.C. 20224 

7.5 Indicia: The Government will furnish a permit number and indicia for the First-Class Mail. A PS Form 

3600, Statement of Mailing with Permit Imprints and a GPO Form 712, Certificate of Conformance must be 

completed and submitted to the entry post office for all bulk shipments using permit imprint mailing labels. 

SECTION 8 - QUALITY SYSTEMS 

8.1 Quality Systems: The prime contractor shall initiate, prior to start-up and maintain throughout the term of 

this contract, Quality Systems to assure conformance to all requirements of this contract. The Quality Systems 

should be documented in a Quality Systems Plan. The plan should also address what actions will be initiated 

when defects are detected. 

The Quality Systems shall assure the quality of components from subcontractors and subsidiary plants. This 

element includes assuring that components from different sources will be compatible BEFORE the start of 

production. 

The Quality Systems shall include procedures for assuring that all variable data elements are accurately and 

completely printed and that all addressed items are mailed. These procedures shall explicitly describe the methods 

to be used to assure that no records are missed or duplicated when an interruption of variable printing occurs (e.g., 

due to equipment malfunction) during all phases of production. 

8.2 Quality Systems Official: The prime contractor shall designate an official who shall monitor and coordinate 

the quality system. This official shall serve as the Government's main point of contact on quality matters during 

the term of the contract. The name of the official shall be provided in the plan along with title, position, and 

telephone number. 
Page 12 of 21 Jacket 412-789 

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

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

period of this contract (see GPO contract terms). Copies of the forms used to record the inspections and test 

results shall be submitted with the plan. 

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

8.4 Inspection by the Government: The right of the Government to make general or specialized tests and 

inspections DOES NOT RELIEVE THE CONTRACTOR OF ANY RESPONSIBILITY. Quality Systems shall 

not relieve the contractor of responsibility for meeting all requirements in this contract. 

8.5 Quality Systems Plan: The prime contractor shall submit, in duplicate, written outline plans of the Quality 

Systems and copies of the forms by the date in the schedule in Section 1. The plans shall be submitted to 

Glenn.R.Pelishek@irs.gov, Theresa.L.Skyrm@irs.gov at the IRS and deeverett@gpo.gov at the U.S. 

Government Publishing Office. The proposed Quality Systems Plans are subject to Government approval. 

8.6 QUALITY ASSURANCE LEVELS AND STANDARDS: The following levels and standards, per GPO 

Publication 310.1, shall apply to these specifications: 

Product Quality Levels: 

(a) Printing Attributes -- Level IV. 

(b) Finishing Attributes -- Level IV. 

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

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

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

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

Attribute Specified Standard 

P-7. Type Quality and Uniformity OK’d Proofs/Government Furnished electronic file 

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

SECTION 9 - PRODUCTION SAMPLES 

NOTE: The copies included in A, B, C, D, and E are to be considered sample copies and will not be included in 

the quantity ordered and may not be included in the quantity billed. Shipping of these samples is to be at the 

contractor’s expense, and must be sent by a traceable means. NOTE: All live imaged samples must be replaced 

as soon as practicable to ensure that the full quantity is delivered by the completion date. 

A. QUALITY ASSURANCE RANDOM COPIES - The contractor MUST submit 200 quality assurance copies 

complete with addresses, at the completion of production, to test for compliance against specifications. The 

contractor must divide their entire order into equal sub lots and select 1 copy from a different general area of each 

sub lot. The contractor will be required to execute the "Certificate of Selection of Random Copies", furnished by 

GPO, certifying that copies were selected as directed. 

These randomly selected copies must be packed separately and identified by a special Government-furnished Pink 

label, affixed to each affected container. Additional labels, if needed, are to be reproduced on Pink stock. The 

container and its contents shall be recorded separately on all shipping documents and sent to U.S. Government 

Publishing Office, Printing Procurement, Stop: PSQ, Room A-843, Quality Assurance Section, 732 North Capitol 

St. NW, Wash., DC 20401. Submit a copy of the SPECIFICATIONS and the signed Government-furnished 

"Certificate of Selection of Random Copies", along with the Quality Assurance Random Copies. 

B. Notice 1444 SAMPLES: Ship or mail 50 imaged of Notice 1444, to Internal Revenue Service, Attn: Glenn 

Pelishek – Room 6235, 1111 Constitution Ave. Washington, DC 20224. Image the Notice 1444 using the 

following information: 

Mailing Address Information for Outside of Self-Mailer 
Page 13 of 21 Jacket 412-789 

ECRLOT **CO l7 

8900025764325 

JAMES A & ANDREA A TAXPAYER 

16305 Main Ave NW 

ANYTOWN US 99999-9999 

(Apply Delivery Point Barcode here) 

C. Notice 1444 SAMPLES: Ship or mail, by an overnight delivery service, 25 of each version of Notice 1444 

complete, within 24 hours of binding startup to two destinations: 

 25 copies (Imaged) - Internal Revenue Service 

 Attn: Terri Skyrm 

 New Carrolton Federal Building 

 Lanham, MD 20706 

D. Notice 1444 SAMPLES: Ship or mail 2 Notice 1444, imaged with the information in Section C, with 

envelopes, to: U. S. Government Publishing Office, Stop CSAP, Room A-838, 732 North Capitol St. NW, 

Washington, DC 20401, M/F Attention: (APS DC). 

E. GPO SAMPLES: Ship or mail 16 Notice 1444 to 2 destinations as follows: 

Ship 1 unimaged copy to: BAC (C+1) 1523-01, US Government Publishing Office, Federal Depository Library 

Program, Mail Stop: FDLP, 44 H St., NW, Loading Dock, Washington, DC 20401, Marked item # 0964-B-02. 

Ship 15 unimaged copy to: BAC (BY-LAW) 1525-01, Library of Congress, U.S. Serials and Government 

Documents Section, U.S. Anglo Division, 101 Independence Avenue SE, Stop 4276, Washington, DC 20540-

4276. NOTE: All shipments to this destination must be via FedEx, UPS or United States Postal Service (USPS), 

Marked "Depository File Copies" 

SECTION 10: SECURITY REQUIREMENTS: Proper control and handling must be maintained at all times 

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

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

secured and meet the required physical security minimum protection standards as defined in Publications 1075, 

and 4812. Unless otherwise indicated herein, all extra copies, materials, waste, etc., must be destroyed in 

accordance with IRS Publications 1075 (Rev. 8-2010) and 4812, Tax Information Security Guidelines for 

Federal, State, and Local Agencies. 

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

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

forth below, in accordance with the IRS Publications 1075, 4812, and Federal Information Security Management 

Act (FISMA) Compliant Data Protection and Internal Revenue Code 6103 (n): 

(a) All federal, state, and local agencies or entities shall comply with IRS Publications 1075, and 4812. Tax 

Information Security Guidelines for Federal, State and Local Agencies and Entities (as revised) if transmitted 

data contains Federal Taxpayer Information (FTI). All data that originates from the IRS shall be protected to 

ensure compliance with FISMA, including the technical security, physical security, personnel security, and 

record retention requirements. 

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

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

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

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

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

individual’s identity, such as their name, social security number, biometric records, etc., alone, or when 
Page 14 of 21 Jacket 412-789 

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

such as date and place of birth, mother’s maiden name, etc. (Reference: OMB Memorandum 07-16.) Other 

specific examples of PII include, but are not limited to: 

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

identification number, or financial account or credit card number. 

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

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

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

voice signature, facial geometry). 



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

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

Organizations, Revision 3 or 4. NIST is a federal technology agency that develops and promotes 

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

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

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 Publications 1075, and 4812. 

3. All contractors shall ensure that the individual responsible for accounting for receipt of SBU information 

is provided with the “control file” that accompanies the extract file on SDT. The contractor is required to 

provide IRS with a separate acknowledgement of receipt of SBU information. 

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

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

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

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

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

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

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

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

Glenn.R.Pelishek@irs.gov and Theresa.L.Skyrm@irs.gov the IRS immediately and request that the file 

be retransferred. Requests for retransfer shall include the following information: Name, phone number, 

and email address of the person making the request; Name, phone number, and email address of an 

alternate contractor contact; file name; job run file ID number; and, complete contractor name. 

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

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

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

contractor) containing SBU data. 

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

Computer Security Incident Response Center (CSIRC)/the Situation Awareness Management Center 
Page 15 of 21 Jacket 412-789 

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

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

Glenn.R.Pelishek@irs.gov 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. 

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

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

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

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

the SDT and stored on the agency’s system contains FTI, access to the information shall be recorded and 

reviewed, as identified for access controls and auditing within Publications 1075, and 4812. 

8. Validation of Authorized Users: All logical access to IRS information shall be controlled by U.S. 

Government-approved authentication methods to validate the authorized users. 

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

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

140-2 compliant products. Safeguard Disclosure of Federal Taxpayer Information Data Transmitted 

Through the Secure Data Transfer: If SDT is used by the contractor to receive FTI data from the IRS, a 

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

next annual Safeguard Activity Report (SAR) submission shall document all protection mechanisms used 

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

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

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

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

(SCAP) located on the NIST web site. 

SECURITY REQUIREMENTS: Protection of Confidential Information: 

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

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

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

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

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

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

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

this information from improper disclosure. 

The contractor shall assure that each contractor employee with access to IRS work knows the prescribed rules of 

conduct, and that each contractor employee is aware that he/she may be subject to criminal penalties for violations 

of the Privacy Act. All confidential information obtained from the IRS for use in the performance of this contract 

shall, at all times, be stored in an area that is physically safe from unauthorized access. 

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

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

employees may enter. All phases of work will be staged in one main area for each process and roped off for 

security. It is prohibited for cameras and cell phones to be in the work areas of the IRS production. All work 

areas will be open for IRS representatives at all times. 
Page 16 of 21 Jacket 412-789 

At least one supervisory employee must be permanently assigned to the secured areas to visually observe, at all 

times, the printing, imaging, inserting, storing, mailing, and destruction of any spoiled materials. 

The contractor must maintain 100% accountability in the accuracy of imaging and mailing of all pieces throughout 

the run. The contractor must ensure that there are no missing or duplicate pieces and no pieces with mis-imaged 

data or imaged data derived from more than one record on the same piece. The contractor must also ensure that 

no outgoing envelope contains IRS statements for more than one individual. 

SENSITIVE BUT UNCLASSIFIED (SBU) 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, within 24 hours of award. 

(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. 

(d) 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. 

(e) 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 could expose 

confidential Government agents); and the statutes which protect against disclosure that may compromise 

the national security, including Sections 641, 793, 794, 798, and 952 of Title 18, United States Code, and 

Section 4(b) of the Subversive Activities Act of 1950 (50 U.S.C. Section 783(b)) and other applicable 

statutes. 

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

Representative of the termination, resignation, or reassignment of any authorized personnel under the contract. 

Further, the contractor shall include the steps taken to ensure continued performance in accordance with the 

contract. Replacement personnel or new hires must have qualifications that are equal to or higher than the 

qualifications of the person(s) to be replaced. 

The contractor may contact Bartholomew.S.Truitt@irs.gov or Glenn.R.Pelishek@irs.gov regarding questions 
Page 17 of 21 Jacket 412-789 

concerning requirements for a security clearance. The requirements include, but are not limited to, financial 

history of the contractor’s firm and on-site visit(s) by the IRS security personnel. The IRS will send the Risk 

Assessment Checklist to the contractor on the award of contract. 

PERSONNEL SECURITY AND ANNUAL TRAINING REQUIREMENTS: The IRS requires that the 

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

approved through an appropriate level of security screening or investigation. 

Immediately upon award, the contractor must furnish the Government with a description of all positions 

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

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

Upon award of contract, the IRS will provide the necessary forms and instructions to the contractor. Within 24 

hours of receipt of the forms/instructions, the contractor must return the forms filled out for each employee who 

will be involved in the production on this contract. 

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

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

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

Contractor personnel requiring investigation will not be allowed staff-like access to IRS data until approved by 

the IRS National Background Investigation Center (NBIC). 

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

clearance initially, which may be raised, as applicable, if deemed necessary by the IRS at any time during the 

contract. 

Contractor must ensure that all contractor and subcontractor employees who require staff-like access to IRS 

information or information systems, where these are located at contractor managed facilities using contractor 

managed assets; regardless of their physical location complete the required Privacy Training and Security 

Awareness Training prior to being granted access to Sensitive But Unclassified (SBU) data. IRS will forward 

training material on award of the contract. Training certification must be returned to within 24 hours of receipt 

to Bartholomew.s.truitt@irs.gov or Glenn.R.Pelishek@irs.gov. Contractor must return training certification to 

IRS within 24 hours of receipt to Bartholomew.s.truitt@irs.gov or Glenn.R.Pelishek@irs.gov. 

 
Page 18 of 21 Jacket 412-789 

SECTION 11 OFFERS (BIDS):

DETERMINATION OF AWARD AND PLACEMENT OF WORK: The Government will make multiple 

awards under this solicitation since it is anticipated that one firm will not be able to produce the entire 

75,000,000 +/- 25% required by the Government. 

Award will be made to the low responsible offer(s) whose prices are determined to be fair and reasonable. Award 

will be made in the manner that is determined to be the most economical to the Government. 

Transportation and mail costs will not be used as a factor in the basis of award. 

In order to make multiple awards and to determine the sequence of bidders, the Government will apply the per 

1,000 price offered by each bidder in the "Schedule of Prices" for a minimum lot of 15,000,000 notices. 

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

If bidders would like to produce a lot larger than 15,000,000 notices, they are to indicate with their bid the 

number of additional copies they would be able to produce per the schedule, at the initial price per 1,000. The 

Government reserves the right to determine the final lot sizes that will be the most economical to the 

Government. In making award, the Government will communicate first with the low bidder to confirm the 

ability to produce the quantity that was offered. The Government will be obligated to place the order with the 

low contractor first, the next low contractor second, and so on until the complete quantity has been awarded. 

Note: The quantity remaining for award to the last bidder may be smaller than the minimum lot specified. 

 
Page 19 of 21 Jacket 412-789 

SECTION 12- SCHEDULE OF PRICES 

JACKET NUMBER: _________________ 

BID PRICE: SEE SCHEDULE OF PRICES BELOW BEGINNING WITH SECTION 12.1

ADDITIONAL RATE: SEE SCHEDULE OF PRICES BELOW BEGINNING WITH SECTION 12.2 

 

DISCOUNTS: Discounts are offered for payment as follows: __________Percent, ________ calendar days. 

See Article 12 “Discount” of solicitation Provision 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 e-mail, fill out and return one copy of all pages in “SECTION 11. – 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, and Title of Person Authorized to Sign this Bid) 

(Signature) (Date) 

(Telephone Number) (Email) 

Contracting Officer Review: __________Date: __________ Certifier: __________Date: ___________ 

 (Initials) (Initials) 
Page 20 of 21 Jacket 412-789 

CONSTRUCTION METHOD: Contractor is to identify which production option they will use. This is at 

contractor’s option and will not have a bearing on determination for award. 

Option A –Self Mailer ___________ or Option B- Notice inserted in Envelope ___________ 

BID PRICES: 

Offers must include the cost of all materials and operations in accordance with these specifications. In addition, 

a price must be submitted for each additional 1,000 copies in 12.2. The prices for additional quantities must be 

based on a continuing run, exclusive of all basic or preliminary charges and will not be a factor for determination 

of award. 

BILLING ADJUSTMENTS DUE TO SCHEDULED QUANTITY CHANGES (+ or -) AFTER THE INITIAL 

AWARD QUANTITY, AND ANY DECREASE OF UNDELIVERABLES WILL BE AT THE 

CONTRACTOR'S "ADDITIONAL RATE". Bidder MUST submit a price for each line item under "Additional 

Rate" Section 12.2 for the production option chosen above. If an entry of NC (No Charge) is entered it shall be 

held the bidder intends to furnish those individual items at no charge to the Government. NA (Not Applicable) 

should be entered if a line item will not be used. 

12.1 COMPLETE PRODUCT PRICE: Prices offered shall include the cost of all required materials and operations 

necessary for the complete production and distribution to the post office of the product listed in accordance with these 

specifications. Prices offered for 11.1 are for the minimum quantity of 15,000,000. Note: If the last bidder in line for award 

should receive a quantity for less than the initial minimum quantity, they will be paid in accordance with the per 1,000 price 

offered for 12..

Complete product (15,000,000 copies)......................... per 1,000 copies $____________________ 

Note: If the Offeror would like to bid on more copies than the minimum 15,000,000 lot size, indicate the 

number of ADDITIONAL copies they would like to produce per the schedule, at the initial complete product 

price offered in 12.1 per 1,000. The Government reserves the right to determine the final lot sizes that will be 

the most economical to the Government. 

Number of additional copies ____________________

12.2 ADDITIONAL RATE: These prices will be applied for any adjustments to the quantity stated on the 

Purchase Order. Note: A bidder who is awarded less than 15,000,000 (the remainder after other lots are awarded) 

will be paid in accordance with the price they submitted in 12.1 above. 

Additional rate cannot exceed the complete product price in 12.1 above. 

12.2.l Printing: per 1,000 copies $__________________ 

12.2.2 Imaging: per 1,000 copies $__________________ 

12.2.3 Folding: per 1,000 copies $__________________ 

12.2.4 Envelopes: per 1,000 envelopes $__________________ 

12.2.5 Sorting, storing, staging, and turnover for mailing: per 1,000 copies $__________________ 

12.3 SUBCONTRACTORS: Name, address, and phone number of subcontractors, if any, and what they 
Page 21 of 21 Jacket 412-789 

will perform on this contract: 

____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________ 

12.4 LOCATION OF STAGING AREA: 

City___________________________________ State ______ Zip Code___________ 

12.5 POINT OF ENTRY FOR FIRST CLASS MAIL: 

Post Office_______________________________________________________ 

City___________________________________ State ______ Zip Code___________ 

(Initials)_______________ 

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. As part of the financial determination, the low contractor 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 a timely manner may result in the Contracting Officer not 

having adequate information to reach an affirmative determination of responsibility. 

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 invoicing. 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/vendors/how-to-get-paid. 

AT THE SAME TIME INVOICES ARE SUBMITTED TO GPO FOR PAYMENT, CONTRACTOR 

MUST SUBMIT A DUPLICATE COPY AND POSTAGE COSTS TO IRS- EMAIL TO: 

GLENN.R.PELISHEK@IRS.GOV and Theresa.L.Skyrm@irs.gov