0518s.pdf

Program 518-S Page 1 of 17

Specifications by MRN

U.S. GOVERNMENT PUBLISHING OFFICE

Washington, DC

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS

For the Procurement of

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

National Endowment for the Humanities (NEH)

Single Award

CONTRACT TERM: The term of this contract is for the period beginning April 1, 2024 and ending March 31, 2025, 2025, plus up to four (4) optional 12-month extension periods 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 opened at 11:00 a.m., prevailing Washington, DC Time, on March 7, 2024, at the

Government Publishing Office, Washington, DC.

BID SUBMISSION: Bidders must email bids to bidsapsdc@gpo.gov for this solicitation. No other method of bid submission will be accepted at this time. The program number and bid opening date must be specified in the subject line of the emailed bid submission. Bids received after 11:00 a.m. on the bid opening date specified above will not be considered for award. This will not be a public bid opening.

RESTRICTION ON LOCATION OF PRODUCTION FACILITIES: All production facilities used in the manufacture of the products ordered under this contract must be located within a 100-mile radius of zero milestone

Washington, DC.

BIDDERS, PLEASE NOTE: These specifications have been extensively revised; therefore, all bidders are cautioned to familiarize themselves with all provisions of these specifications before bidding.

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

For information of a technical nature, contact Tim Sankey at tsankey@gpo.gov or (202) 512-1239.

https://www.gpo.gov/how-to-work-with-us/vendors/contract-pricing mailto:tsankey@gpo.gov

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518-S (03/25)

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 01-18)) and GPO Contract Terms, Quality Assurance through Attributes Program for Printing and Binding (GPO Publication 310.1, effective May 1979 (Rev. 09-19)).

GPO Contract Terms (GPO Publication 310.2) – https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/contractterms2018.pdf.

GPO QATAP (GPO Publication 310.1) – https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/qatap-rev-09-19.pdf.

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

Product Quality Levels:

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

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

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

(a) Nondestructive 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. Press Sheets

P-8. Halftone Match (Single and Double Impression) O.K. Press Sheets

P-9. Solid and Screen Tint Color Match O.K. Press Sheets

P-10. Process Color Match O.K. Press Sheets

Special Instructions: In the event that inspection of press sheets is waived by the Government, the following listed alternate standards (in order of precedence) shall become the Specified Standards:

P-7. O.K. Proofs; Average Type Dimension; Electronic Media.

P-8. O.K. Proofs/Electronic Media.

P-9. Pantone Matching System.

P-10. O.K. Proofs/Electronic Media.

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).

https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/contractterms2018.pdf https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/contractterms2018.pdf https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/qatap-rev-09-19.pdf https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/qatap-rev-09-19.pdf

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EXTENSION OF CONTRACT TERM: At the request of the Government, the term of any contract resulting from this solicitation may be extended for such period of time as may be mutually agreeable to the GPO and the contractor.

ECONOMIC PRICE ADJUSTMENT: The pricing under this contract shall be adjusted in accordance with this clause, provided that in no event will any pricing adjustment be made that would exceed the maximum permissible under any law in effect at the time of the adjustment. There will be no adjustment for orders placed during the first period specified below. Pricing will thereafter be eligible for adjustment during the second and any succeeding performance period(s). For each performance period after the first, a percentage figure will be calculated as described below and that figure will be the economic price adjustment for that entire next period. Pricing adjustments under this clause are not applicable to reimbursable postage or transportation costs, or to paper, if paper prices are subject to adjustment by separate clause elsewhere in this contract.

For the purpose of this clause, performance under this contract will be divided into successive periods. The first period will extend from April 1, 2024 to March 31, 2025, 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 December 1, 2023, 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.

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 contractor in line for award may be required to provide one or more of the following financial documents:

1) Most recent profit and loss statement

2) Most recent balance sheet

3) Statement of cash flows

4) Current official bank statement

5) Current lines of credit (with amounts available)

6) Letter of commitment from paper supplier(s)

7) Letter of commitment from any subcontractor

The documents will be reviewed to validate that adequate financial resources are available to perform the contract requirements. Documents submitted will be kept confidential and used only for the determination of responsibility by the Government. Failure to provide the requested information in the time specified by the Government may result in the Contracting Officer not having adequate information to reach an affirmative determination of responsibility.

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PREAWARD TEST PROOF AND PRESS PRODUCTION RUN: The contractor being considered for award will be required to demonstrate their ability to print the items required in these specifications at the requisite quality level by completing a preaward test. The Government may waive the preaward test proof and press production run if there is other evidence that, in the opinion of the Contracting Officer, indicates that the contractor being considered for award has the capability to successfully produce the items required.

For the preaward test, an electronic file containing the sample pages (up to eight (8) pages) representative of the item to be produced under these specifications will be provided on the same media stipulated in these specifications. The prospective contractor shall first provide two (2) sets of inkjet proofs (as specified under “PROOFS”) of the sample pages and then perform a press production run of the furnished sample pages.

The preaward test inkjet proofs must be of the type required by these specifications (see “PROOFS”).

Test proofs are to be delivered within three (3) workdays of receipt of furnished electronic files as follows:

▪ One (1) set to: National Endowment for the Humanities, 400 7th Street, SW, Washington, DC 20506.

▪ One (1) set to: Government Publishing Office, Publishing Support Operations, Quality Control for Published

Products, Stop: CSPS, Room C613, 732 North Capitol Street, NW, Washington, DC 20401.

NOTE: Test proof packages must be identified by “PROGRAM 518-S, PREAWARD TEST PROOFS.”

Within three (3) workdays of receipt of proof approval, the prospective contractor shall demonstrate their printing capability by producing printed press sheets of the sample pages.

This test must be performed in the presence of Government representatives, under normal production conditions, on the equipment and in the facility proposed to be used for the final production, and on the paper required under these specifications.

Press sheets must contain control bars for each color of ink on the sheet. Control bars must be placed parallel to the press’s ink rollers. The control bars (such as BRUNNER, GATF, GRETAG, or RIT) must show areas consisting of

1/8 x 1/8” minimum solid color patches; tint patches of 25, 50, and 75%; dot gain scale; and gray balance patches for process color (if applicable). These areas must be repeated across the entire press sheet.

Products from this test run will be used by the Government to evaluate the contractor’s capability to comply with applicable requirements of these specifications and the contractor’s ability to maintain that quality level throughout the test production run. Failure to produce sample press sheets meeting the specified quality level or to demonstrate the ability to maintain the required quality throughout the production test press run may be reason for a determination of non-responsibility. In addition, the contractor’s failure to successfully complete this test within two (2) hours may also result in a determination of non-responsibility. The Contracting Officer may grant a period in excess of the two (2) hours if a determination is made that there is significant progress in meeting the contract standards.

No charges will be allowed for costs incurred in the performance of this preaward test proof and press production run.

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.

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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 April 1, 2024 through March 31, 2025, 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 the contractor in conformance with the schedule.

REQUIREMENTS: This is a requirements contract for the items and for the period specified herein.

Shipment/delivery of items or performance of work shall be made only as authorized by orders issued in accordance with the clause entitled “ORDERING.” The quantities of items specified herein are estimates only and are not purchased hereby. Except as may be otherwise provided in this contract, if the Government’s requirements for the items set forth herein do not result in orders in the amounts or quantities described as “estimated,” it shall not constitute the basis for an equitable price adjustment under this contract.

Except as otherwise provided in this contract, the Government shall order from the contractor all the items set forth which are required to be purchased by the Government activity identified on page 1.

The Government shall not be required to purchase from the contractor, requirements in excess of the limit on total orders under this contract, if any.

Orders issued during the effective period of this contract and not completed within that time shall be completed by the contractor within the time specified in the order, and the rights and obligations of the contractor and the Government respecting those orders shall be governed by the terms of this contract to the same extent as if completed during the effective period of this contract.

If shipment/delivery of any quantity of an item covered by the contract is required by reason of urgency prior to the earliest date that shipment/delivery may be specified under this contract, and if the contractor will not accept an order providing for the accelerated shipment/delivery, the Government may procure this requirement from another source.

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

Subject to any limitations elsewhere in this contract, the contractor shall furnish to the Government all items set forth herein which are called for by print orders issued in accordance with the “ORDERING” clause of this contract.

PAYMENT: 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.

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

http://winapps.access.gpo.gov/fms/vouchers/barcode/instructions.html https://www.gpo.gov/how-to-work-with-us/agency/billing-and-payment https://www.gpo.gov/how-to-work-with-us/agency/billing-and-payment

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ADDITIONAL EMAILED BID SUBMISSION PROVISIONS: The Government will not be responsible for any failure attributable to the transmission or receipt of the emailed bid including, but not limited to, the following:

1. Illegibility of bid.

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

3. The bidder’s email provider may have different size limitations for sending email; however, bidders are advised not to exceed GPO’s stated limit.

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

Government personnel will not validate receipt of the emailed bid prior to bid opening. GPO will use the prevailing time (specified as the local time zone) and the exact time that the email is received by GPO’s email server as the official time stamp for bid receipt at the specified location.

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SECTION 2. – SPECIFICATIONS

SCOPE: These specifications cover the production of a self-covered, saddle-stitched magazine requiring such operations as electronic prepress, printing in multiple inks (four-color process plus one additional color), binding, packing, and distribution.

TITLE: Humanities Magazine.

FREQUENCY OF ORDERS: Approximately four orders per year (quarterly).

QUANTITY: Approximately 7,500 to 10,000 copies per order.

NUMBER OF PAGES: Approximately 48 to 56 pages per order.

TRIM SIZES: 9-1/8 x 11-7/8”.

GOVERNMENT TO FURNISH: Electronic media will be furnished as follows –

Platform: Macintosh G5 OS 10, or most current version.

Storage Media: Contractor-hosted FTP.

Software: Adobe Acrobat CC 2023, Adobe InDesign CC 2023, Adobe Illustrator CC 2023, and/or

Adobe Photoshop CC 2023.

NOTE: All software upgrades (for specified applications) which may occur during the term of the contract must be supported by the contractor.

Fonts: All printer and screen fonts will be furnished or embedded, as applicable.

The 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 provided in native application and/or PDF format.

Pages and/or corrections may also be sent via contractor-hosted FTP for output by the contractor (see “ELECTRONIC PREPRESS”).

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 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.

The contractor must be able to accept files electronically via their secure contractor-hosted FTP server. Appropriate log-on instructions and protocol shall be provided by the contractor at time of award. The contractor shall provide security, which at a minimum, shall require a unique user ID and password for access.

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 Steve Moyer at

(202) 606-8435 or smoyer@neh.gov, and Maria Biernik at (202) 606-8465 or mbiernik@neh.gov.

mailto:smoyer@neh.gov mailto:mbiernik@neh.gov

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The contractor shall create or alter any necessary trapping, set proper screen angles, and screen frequency, and define output selection for the imaging device being utilized. Furnished files must be imaged as necessary to meet the assigned quality level.

Government furnished media must be output with a minimum resolution of 2400 dots per inch.

All halftones produced must be 200-line screen or finer.

When the ordering agency sends pages and/or corrections for output by the contractor, the contractor must review the generated material from transmitted data and correct mechanical (i.e., machine-generated) errors.

When required by the Government, the contractor shall make minor revisions to the electronic file. It is anticipated that the Government will make all major revisions. Author’s alterations of a minor nature are anticipated and must be completed within the normal production schedule. Prior to making revisions, the contractor shall copy the furnished file and make all changes to the copy. The final approved files must be returned via email.

Upon completion of each order, the contractor must furnish final production native 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. 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.)

In addition, the contractor must supply all text matter from the publication via email (zip file may be required). Text must include all corrections requested by the ordering agency and must be supplied in Microsoft Word format. A separate HTML file should be made for each article from the publication. The file names should reflect the names of the corresponding article names (titles). In addition, a separate press quality PDF file of the entire publication must be provided.

IMAGE ENHANCEMENT SYSTEM: It is anticipated at this time that the contractor will be required to make image enhancements and color corrections on up to 10 live images on each print order. The timework and charges for these manipulations must be included as part of the electronic prepress prices offered. The contractor will not be allowed to charge for system timework for these corrections unless identified by the Government. NOTE: During prepress operations, the contractor must notify the ordering agency with any anticipated problems with the color printing of the individual images.

In addition, the contractor may be required to do complex silhouetting of approximately 2 to 5 images per issue. They may also be required to create vignettes, graduated tones, image to image assembly, and/or other manipulations by using a digital image enhancement system. The individual print order or proofs will indicate if any enhancements are required. GPO reserves the right to determine the acceptable amount of timework allowed for system work.

PROOFS: All three (3) proof types will be required on all orders.

▪ One (1) press quality PDF soft proof (for content only) of the entire publication 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.

▪ One (1) set of digital color content proofs of the entire publication. Direct to plate must be used to produce the final product with a minimum of 2400 x 2400 dpi. Proofs must be created using the same Raster Image Processor

(RIP) that will be used to produce the product. Proofs shall be collated with all elements in proper position (not pasted up), imaged face and back, trimmed, and folded to the finished size of the product, as applicable.

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▪ One (1) set of inkjet proofs of the entire publication that are G7 profiled and use pigment-based inks. A proofing

RIP that provides an option for high quality color matching (such as Device Links Technology and/or ICC

Profiles Technology) and meets or exceeds industry tolerance to ISO 12647-7 Standard for Graphic Technology

(as of 3/19/09, and future amendments) must be utilized plus GRACoL 2006 Coated #1 specifications (CGATS

TR006) must be achieved. Output must be a minimum of 720 x 720 dpi on a GRACoL or SWOP certified proofing media. Proofs must contain the following color control strip to be evaluated for accuracy: IDEAlliance

ISO 12647-7 Control Strip 2009 or 2013(i1).

Proofs must contain color control bars (such as Brunner, GATF, GRETAG, or RIT) for each color of ink on the sheet. Control bars must be placed parallel to the press’s ink rollers and must show areas consisting of minimum

1/8 x 1/8” solid color patches; tint patches of 25, 50 and 75%; dot gain scale; and gray balance patches for process color (if applicable). These areas must be repeated consecutively across the sheet.

The make and model number of the proofing system utilized shall be furnished with the proofs. These proofs must contain all elements, be in press configuration, and indicate margins. Proofs will be used for color match on press.

Direct to plate must be used to produce the final product with a minimum of 2400 x 2400 dpi.

Pantone colors must be simulated on proofs and must be proofed separately on a digital color content, overlay, or inkjet proof.

Contractor to submit ink drawdowns on actual production stock of Pantone color(s) used to produce the product.

NOTE: When proofs are made available for pickup by the agency, up to and including 25 pages may contain author’s alterations. NO additional time will be allowed for these author’s alteration. Corrected files will be supplied for these author’s alterations. One (1) additional workday will be allowed if more than 25 pages require author’s alterations.

(See “SCHEDULE.”)

Contractor is required to ensure that all proofs made are a direct representation of the electronic media. Color fidelity must be maintained; no reflow will be allowed.

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.

The contractor must not print prior to 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. 13” dated September

2019.

Government Paper Specification Standards No. 13 – https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/vol_13.pdf.

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

White No. 1 Silk/Dull-Coated Text, basis weight: 80 lbs. per 500 sheets, 25 x 38”, equal to JCP Code A261.

NOTE: In the event that the specified stock is not available (due to any residual paper shortages) in 80 lbs., contractor must notify the Government immediately. The contractor may be allowed to use 100 lbs. with the Government’s approval.

https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/vol_13.pdf https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/vol_13.pdf

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PRINTING: Text prints head-to-head in four-color process and one additional Pantone ink color. Match Pantone number as indicated on the print order. The additional Pantone color (fifth ink) must be a solid color; it cannot be built out of the process colors.

Text pages contain four-color process illustrations, duotones, halftones, flattones, process color builds, and solid colors.

Each issue will contain multiple facing pages with process color and/or halftone images printing full/partial bleed(s) and must align across the bind.

Magazine must be printed on a press capable of printing five (5) colors in a single pass through the press (minimum five (5) printing units).

PRESS SHEET INSPECTION: Final makeready press sheets will be inspected and approved at the contractor’s plant for the purpose of establishing specified standards for use during the actual press run. Upon approval of the sheets, contractor is charged with maintaining those standards throughout the press run (within QATAP tolerances when applicable) and with discarding all makeready sheets that preceded approval. See GPO Publication 315.3

(Guidelines for Contractors Holding Press Sheet Inspections) issued January 2015. NOTE: A press sheet 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.

Press sheets must contain control bars for each color of ink on the sheet. Control bars must be placed parallel to the press’s ink rollers. The control bars (such as, BRUNNER, GATF, GRETAG, or RIT) must show areas consisting of

1/8 x 1/8” minimum solid color patches; tint patches of 25, 50, and 75%; dot gain scale; and gray balance patches for process color (if applicable). These areas must be repeated across the entire press sheet.

Viewing Light: Press sheets will be viewed under controlled conditions with 5000 degrees Kelvin overhead luminaries.

The viewing conditions must conform to ISO 3664-2009; a viewing booth under controlled conditions with 5000 degrees Kelvin overhead luminaries with neutral gray surroundings must be provided.

MARGINS: Head 5/8”, bind 3/8”, unless otherwise indicated. Text pages may bleed all sides.

BINDING: Saddle-wire stitch in two places and trim three sides. Each product must contain complete 4-page signatures after trimming. Single leaves connected with a lip (i.e., binding stub) to left or right side of stitches will not be allowed.

PACKING: Pack in shipping containers not to exceed 40 pounds when fully packed.

All shipments which fill less than a shipping container must be packaged with materials of sufficient strength and durability and in such a manner which will guarantee that the product will not be damaged and the package will not open nor split during shipment.

LABELING AND MARKING: Contractor to download GPO Form 905 (R. 7-15) – Labeling and Marking

Specifications which can be located on GPO.gov, fill in appropriate blanks, and attach to shipping containers.

DEPARTMENTAL RANDOM COPIES (BLUE LABEL): All orders must be divided into equal sublots in accordance with the chart below. A random copy must be selected from each sublot. Do not choose copies from the same general area in each sublot. The contractor will be required to certify that the copies were selected as directed using GPO Form 917, Certificate of Selection of Random Copies, which can be located at gpo.gov. The random copies constitute a part of the total quantity ordered, and no additional charge will be allowed.

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Quantity Number of

Ordered Sublots

500 - 3,200 50

3,201 - 10,000 80

10,001 - 35,000 125

35,001 and over 200

These randomly selected copies must be packed separately and identified by a special label, GPO Form 2678 –

Departmental Random Copies (Blue Label), which must be printed on blue paper and affixed to each affected container. This form can be located at gpo.gov. The container and its contents shall be recorded separately on all shipping documents and sent to: NEH Office of Publications, Attn: Steve Moyer, 400 7th Street, SW, Washington, DC 20506.

A copy of the print order/specification and a signed Certificate of Selection of Random Copies must be included.

A copy of the signed Certificate of Selection of Random Copies must accompany the invoice sent to U.S. Government

Publishing Office, Financial Management Services, for payment. Failure to furnish the certificate may result in delay in processing the invoice.

QUALITY ASSURANCE RANDOM COPIES: In addition to the Departmental Random Copies (Blue Label), the contractor may be required to submit quality assurance random copies to test for compliance against the specifications.

The print order will indicate the number required, if any. When ordered, the contractor must divide the entire order into equal sublots and select a copy from a different general area of each sublot. The contractor will be required to certify that copies were selected as directed using GPO Form 917-Certificate of Selection of Random Copies (located on GPO.gov). Copies will be paid for at the running rate offered in the contractor's bid and their cost will not be a consideration for award. A copy of the print order must be included with the samples.

Business Reply Mail labels will be furnished for mailing the quality assurance random copies. The copies are to be mailed at the same time as the first scheduled shipment. A U.S. Postal Service approved Certificate of Mailing, identified by Program, Jacket and Print Order numbers, must be furnished with billing as evidence of mailing.

DISTRIBUTION:

Ordering Agency Distribution –

▪ Deliver f.o.b. destination to approximately three (3) addresses within the commercial zone of Washington, DC. Inside delivery to room number specified will be required.

NOTE: All delivery carriers will be required to provide current insurance at the necessary levels required by the building. A point of contact to collect and verify this information will be provided by NEH to the contractor.

▪ Deliver f.o.b. destination approximately two (2) copies to one (1) address in Camp Hill, PA.

GPO Distribution –

▪ Deliver f.o.b. destination approximately one (1) copy to: U.S. Government Publishing Office, Federal

Depository Library Program, Mail Stop: FDLP, 44 H Street, NW, Loading Dock, Washington, DC 20401.

(Item No. 0831-B-08)

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▪ Deliver f.o.b. destination one (1) copy to: Library of Congress, U.S. Serials and Government Documents

Section, U.S. Anglo Division, Stop: 4276, 101 Independence Avenue, SE, Washington, DC 20540-4276, Marked: “Depository File Copies.”

▪ Deliver f.o.b. destination approximately 350 copies to the following address: U.S. Government Publishing

Office, Public Documents Warehouse, Attn: Subscription Stock, 8660 Cherry Lane, Laurel, MD 20707.

Complete addresses and quantities will be furnished with each print order.

All deliveries of finished products to NEH must be made at destination by 2:30 p.m., on the day required.

Upon completion of each order, contractor must notify the ordering agency (on the same day the order delivers) via email to the address indicated on the print order. The subject line of the email shall be “Distribution Notice for

Program 518-S, Print Order XXXXX, Jacket Number XXX-XXX.” The notice must provide all applicable tracking numbers, delivery methods, and title of product. Contractor must be able to provide copies of all delivery receipts upon agency request.

Within 14 workdays of completion of each order, all furnished materials (if applicable), one (1) sample copy, and the digital deliverables must be delivered to the NEH Office of Publications at: National Endowment for the Humanities, 400 7th Street, SW, Washington, DC 20506.

All expenses incidental to picking up and returning furnished materials (if applicable), submitting proofs, and furnishing sample copies must be borne by the contractor.

SCHEDULE: Adherence to each part of this schedule must be maintained. Contractor must not start production of any job prior to receipt of the individual print order (GPO Form 2511).

Print orders and furnished materials will be furnished via contractor-hosted FTP.

Hard copy proofs must be delivered to and picked up from: National Endowment for the Humanities, 400 7th Street, SW, Washington, DC 20506. NOTE: All deliveries of hard copy proofs to NEH must be made at destination by 2:30 p.m., on the day required.

PDF soft proofs are to be emailed to: Steve Moyer at smoyer@neh.gov, and Maria Biernik at mbiernik@neh.gov.

No definite schedule for placement of orders 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.

▪ Complete production and distribution must be made within 10 workdays of receipt of notification of the availability of print order and furnished materials.

▪ 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 they are made available for pickup by the contractor (hard copy proofs), or until changes/corrections/“O.K. to Print” are provided (PDF soft proofs) via email. (NOTE: the first workday after receipt of proofs at the ordering agency is day one (1) of the hold time.)

mailto:smoyer@neh.gov mailto:mbiernik@neh.gov

Humanities Magazine Page 13 of 17

▪ All proof and transit times are included in the 10-workday schedule.

▪ No additional time will be given for author’s alterations up to and including 25 pages; one (1) additional workday will be allowed if author’s alterations exceed 25 pages.

The contractor must notify the GPO of the date and time the press sheet inspection can be performed. In order for proper arrangements to be made, notification must be given at least one (1) workday prior to the inspection. Notify the

U.S. Government Publishing Office, Quality Control for Published Products, 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., prevailing Eastern Time, Monday through Friday. NOTE: See contract clauses, paragraph 14(e)(1), Inspections and Tests of GPO Contract

Terms (GPO Publication 310.2, effective December 1, 1987 (Rev. 01-18)). 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 delivery f.o.b. destination must be delivered to the destination(s) specified.

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; or via telephone at (202) 512-0520. Personnel receiving the email or call will be unable to respond to questions of a technical nature or to transfer any inquiries.

mailto:compliance@gpo.gov

Humanities Magazine Page 14 of 17

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 under this contract for a like period of time.

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

I. (a) 4

(b) 212

(c) 212

(d) 21

(1) (2)

II. 212 1,661

Humanities Magazine Page 15 of 17

SECTION 4. – SCHEDULE OF PRICES

Bids offered are f.o.b. destination.

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

Bidder must make an entry in each of the spaces provided. Bids submitted with any obliteration, revision, or alteration of the order and manner of submitting bids may be declared nonresponsive.

An entry of NC (No Charge) shall be entered if 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.

A charge will be allowed for each page, whether printed or blank. Unless otherwise specified, no more than three (3) blank pages shall be permitted at the end of the text.

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

Initials

Humanities Magazine Page 16 of 17

I. ELECTRONIC PREPRESS:

The price offered for Item I. (a) is for a PDF file of a complete publication, not just for one page of a publication.

(a) PDF soft proofs ................................................................................... per complete file ...... $___________

(b) Digital color content proofs ........................................................ per trim/page-size unit ..... $___________

(c) Inkjet proofs (G7) ...................................................................... per trim/page-size unit ..... $___________

(d) System Timework ............................................................................................ per hour ...... $___________

Electronic prepress operations which cannot be properly classified under any other item shall be charged as

“System Timework.” Any charge made under “System Timework” must be supported by a statement outlining in detail the operation for which payment is claimed. In case of dispute the Contracting Officer reserves the right to be the final judge as to the operations and/or number of hours chargeable under Item I.(d).

II. PRINTING, BINDING, PACKING, AND DISTRIBUTION: Prices offered must be all inclusive and include the cost of materials and operations necessary (including paper) for the printing, binding, packing, and distribution of the product listed in accordance with these specifications

Makeready Running Per and/or Setup 1,000 Copies

(1) (2)

Printing in four-color process and one

Pantone color, including binding ............................................ per page ...... $___________ $___________

Initials

Humanities Magazine Page 17 of 17

SHIPMENTS: Shipments will be made from: City ________________________ State ____________________.

The city(ies) indicated above will be used for evaluation of transportation charges when shipment f.o.b. contractor’s city is specified. If no shipping point is indicated above, it will be deemed that the bidder has selected the city and state shown below in the address block, and the bid will be evaluated and the contract awarded on that basis. If shipment is not made from evaluation point, the contractor will be responsible for any additional shipping costs incurred.

DISCOUNTS: Discounts are offered for payment as follows: ___________ Percent ___________ Calendar Days. See

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

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

BID ACCEPTANCE PERIOD: In compliance with the above, the undersigned agrees, 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 point(s), in exact accordance with specifications. NOTE: Failure to provide a 60-day bid acceptance period may result in expiration of the bid prior to award.

BIDDER’S NAME AND SIGNATURE: Unless specific written exception is taken, the bidder, by signing and submitting a bid, agrees with and accepts responsibility for all certifications and representations as required by the solicitation and GPO Contract Terms – Publication 310.2. When responding by email, fill out and return one copy of all pages in “SECTION 4. – SCHEDULE OF PRICES,” including initialing/signing where indicated. Valid electronic signatures will be accepted in accordance with the Uniform Electronic Transactions Act, §2. Electronic signatures must be verifiable of the person authorized by the company to sign bids. Failure to sign the signature block below may result in the bid being declared non-responsive.

Bidder _____________________________________________________________________________________

(Contractor’s Name) (GPO Contractor’s Code)

(Street Address)

(City – State – Zip Code)

By ________________________________________________________________________________________

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

(Person to be Contacted) (Telephone Number)

(Email) (Fax Number)

THIS SECTION FOR GPO USE ONLY

Certified by: __________ Date: __________ Contracting Officer: __________ Date: __________

(Initials) (Initials)