418006.pdf

Specifications by DEE Jacket 418-006 Page 1 of 19 IRS Requisition 2-00605 Reviewed by RM

BID OPENING: Bids shall be opened at 11:00 AM., prevailing Eastern Standard Time (EST), on December 10, 2021 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 418-006 and bid opening date must be specified in the subject line of the e-mailed bid submission. Bids received after 11:00 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 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 e-mailed 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)).

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

Offers must include the cost of all materials and operations for the total quantity ordered in accordance with these specifications.

SPECIFICATIONS FOR CONTRACT PRINTING OF FORMS 1040 AND 1040-SR BOOKLET (SPANISH)

FULL CARTONS SHIPPING/MAILING DIRECTLY TO TFOP DESTINATIONS FOR TAX YEAR 2021

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Table of Contents Section 1 SCHEDULE

1.1 Postaward Conference

1.2 Daily Production Report

1.3 Electronic Distribution Shipping Report (Form 2040)

Section 2 MATERIALS

2.1 Furnished by the Government

2.2 Furnished by the Contractor

2.3 Stock/Paper

2.4 Postage Statements/IRS Postal Forms

Section 3 BOOKLET SPECIFICATIONS

3.1 Item

3.2 Estimated Quantity

3.3 Trim Size

3.4 Number of Pages

3.5 Printing

3.6 Binding

3.7 Margins

3.8 Perforations

3.9 GPO Imprint Line

3.10 Electronic Proofs

Section 4 – PACKING/CARTONS/LABELING

4.1 Packing

4.2 Cartons

4.3 Labeling and Marking

4.4 Copies Damaged in Transit

4.5 Pallets

Section 5 - DISTRIBUTION

5.1 Domestic Mail (DM)

5.2 Small Package Carrier (SPC)

5.3 Motor Freight (MF—if req’d)

5.4 Air Freight (if required)

5.5 Blue Label Copies

Section 6 - QUALITY ASSURANCE

6.1 Quality Assurance Levels and Standards

Section 7 – PRODUCTION SAMPLES

Section 8 – OFFERS (BIDS)

EXHIBITS

Exhibit 1 – Production and Mailing Report Exhibit 2 – Electronic Distribution/Shipping List Exhibit 3 – ELITE Core Record Layout Exhibit 4 – IRS Publishing Postage Report

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Exhibit 5 – Postage Statement—Package Services Exhibit 6 – IRS Carton Label Exhibit 7 – IRS Pallet Specs Exhibit 8 – Drop Shipment Plan (if req’d) Exhibit 9 – Drop Shipment Schedule (if req’d) Exhibit 10 – UPS Email Section

CAUTION: The forms booklets printed under this contract must not be mixed with forms booklets printed under any other contract.

SCOPE: These specifications cover the printing and binding of approx. 28,636 (includes 125 Blue Labels) forms booklets in Spanish packing into approx. 75 cartons and shipping/mailing to approx. 54 destinations. Each forms booklet contains approx.

16 pages requiring a vertical perforation on the fold through all leaves along the entire bind side. In addition, contractor will have to create mailing and shipping labels; address, label and pack cartons; palletize, stage, and mail/ship via Parcel Select, Small Package Carrier, Motor Freight (if req’d), and Air Freight (if req’d).

NOTE: Due to the numerous exhibit pages in this specification, the exhibits may not be accessible via the Internet. A complete copy of the specifications including exhibit pages may be obtained by contacting GPO’s deeverett@gpo.gov.

CHANGES IN QUANTITY: The Government, for the FINAL IRS QUANTITY, may submit increases or decreases of up to 30% of the total estimated quantity until the date specified in the schedule listed below under “Government Furnished Materials”.

These quantity adjustments may be made via email and will be the FINAL quantity. These adjustments will not change the scheduled turnover dates. Billing adjustments for scheduled quantity changes (+ or -) will be at the contractor's quoted "ADDITIONAL RATE". If no changes have been received by the scheduled date for final quantity adjustments, the bid quantities will stand as the FINAL contract quantity. See Offers Section 8.2.2.

CHANGES IN PAGE COUNTS: Page counts may vary when the print files are received. The contractor must submit a price per thousand that the Government can increase/decrease the purchase order price by based on the final page counts. See Offers Section 8.2.1.

NOTE: Must be full Final Quantity to all consignees. No shortages will be allowed. However, the Government reserves the right to accept or reject overages.

Subcontracting is NOT allowed for shipping/mailing.

TITLE: Forms Booklets 1040 & 1040-SR (SP) (2021 rev)---Direct Ship

Section 1 - SCHEDULE

Date Event

12-10-2021 Bid Opening

12-14-2021 Purchase Order and camera copy for Blue label.

NOTE: Immediately upon award contractor must notify Terri Skyrm and Becky Swan at Theresa.L.Skyrm@irs.gov and Rebecca.R.Swan@irs.gov to provide two (2) or less email addresses for the IRS electronic files to be furnished.

Negotiated If required, Post-award Conference must be held by contractor via telephone conference.

01-10-2022 Pdf print repro for approx. 16-page Forms Booklet (Spanish) and final distribution list (IRS Form 2040 and

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.csv file) to contractor via email.

01-14-2022 Drop Shipment Plan due from contractor (if req’d).

01-20-2022 Ship/Mail complete date. All destinations (TFOP) plus 125 blue labels must ship/mail. See

“DISTRIBUTION”. If authorized by the Government, contractor may ship complete earlier. In addition, contractor must send 5 production samples overnight by traceable means to Silver Spring, MD Attn:

Becky Swan. See Section 7 “PRODUCTION SAMPLES”.

01-25-2022 Drop Shipment Schedule due from contractor (if req’d).

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. In such event, the schedule will be adjusted in accordance with contract terms.

Unscheduled material such as shipping documents, receipts or instructions, delivery lists, labels, etc., will be furnished per the “Schedule” 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.

1.1 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 via teleconference, as indicated in the schedule previously cited. 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. The items to be discussed are:

1) Processing and sorting electronic distribution files

2) Scheduled start-up dates for all phases of production

3) Coordination/communication from one production phase to another

4) Who will be responsible for each phase

5) How will subcontractors be involved and kept informed (if applicable)

6) Specific production dates of all subcontractors (if applicable)

7) How the product will be staged and mailed/shipped

8) Any other special requirements which are specific to this

Attending the conference will be representative(s) from the Internal Revenue Service and possibly representative(s) from the Government Publishing Office. To establish coordination of all required operations, a representative from all subcontractors involved must be present as well as representatives from each involved production area for the primary contractor.

1.2 DAILY PRODUCTION REPORT: Contractor must provide daily production information on Form 9659 “Production and Mailing Report” (see Exhibit 1) and email Form 9659 each workday, by 1:00pm (Eastern Standard Time), to Theresa.L.Skyrm@irs.gov and Rebecca.R.Swan@irs.gov.

1.3 ELECTRONIC DISTRIBUTION/SHIPPING REPORT (Form 2040): Distribution/Shipping List is used for larger shipment address information, shipping verification, updating IRS’ databases, and to inform the destination(s) of the shipping and quantity status. See Exhibit 2.

The contractor MUST update the Electronic Form 2040 and transmit via email to IRS, every day the product ships, on a computer using a “full version” of Adobe Acrobat 10.1 Professional (or more recent) software. Any delay or missed input could result in delay of payment. The contractor must update the Shipping Status, Ship Quantity and Date Shipped fields with their information as per instructions included in Form 2040 PDF. If there is any information missing or incorrect, please contact Terri Skyrm and Becky Swan at Theresa.L.Skyrm@irs.gov and Rebecca.R.Swan@irs.gov.

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SECTION 2 – MATERIALS

2.1 FURNISHED BY THE GOVERNMENT:

One (1) print pdf in pagination order with fonts embedded and generated from Adobe Acrobat DC (or later; backward compatible with 9.1) via email. DO NOT UNEMBED FONTS. This may result in loss of data. Contractor is cautioned that furnished fonts are the property of the Government and/or it’s originator. Using fonts on any job other than the one for which the fonts were submitted violates copyright law. All furnished fonts are to be eliminated from the contractor’s archive immediately after completion of the contract.

One (1) distribution file (TFOP addresses) created in a comma delimited (.csv) format via email. The contractor must import text from various areas within the file into their own software program to create mailing/shipping address labels required for this contract. The files will contain account number, recipient’s name, complete address, telephone number (if furnished) and suggested transportation mode for each destination. The transportation modes will consist of Domestic Mail (DM), Small Package Carrier (SC), Motor Freight (MF---if required), and Air Freight (AF—if required). See Exhibit 3.

IRS fillable pdf Forms 9659 (Production and Mailing Report), Form 13456 (Publishing Postage Report), and Form 6153 (IRS carton label), will be emailed to the contractor shortly after award. See Exhibits 1, 4, and 6.

IRS fillable Form 2040 (Electronic Distribution/Shipping Report) will be emailed to the contractor by the date cited in the “Schedule”. See Exhibit 2.

USPS Form 3615 (Mailing Permit Application and Customer Profile) will be furnished if this form is not currently on file with the Post Office the contractor will use.

IRS G-48 “Postage & Fees Paid” mailing indicia via email.

Small Package Carrier (SPC) IRS Account Number will be furnished to the contractor if the contractor does not have an IRS Account Number established and currently active. Contractor must only use this account number for the shipping of IRS copies.

If required, Internal Revenue Bills of Lading (IRBLs) will be furnished to the contractor via email.

IRS Pallet Specifications (see Exhibit 7).

2.2 FURNISHED BY CONTRACTOR: All materials and operations, other than those listed under “GOVERNMENT TO FURNISH”, necessary to produce the product in accordance with these specifications.

Intelligent Mail package barcode (IMpb): Contractor must be an approved USPS Full Service Intelligent Mail package barcode (IMpb) provider. Contractor must meet all IMpb preparation and postage documentation requirements as required in the Domestic Mail Manual at time of mailing. All mail must be presented under the contractor obtained Mailer ID (no exceptions). Contractor must sort mail to effectively maximize all USPS eligible discounts.

Electronic Prepress: Prior to image processing, the contractor shall perform a basic check (preflight) of the furnished publishing files to assure correct output of the reproduction image. Any errors or data corruption that might interfere with proper file image processing must be reported immediately to Terri Skyrm and Becky Swan at Theresa.L.Skyrm@irs.gov and Rebecca.R.Swan@irs.gov. This preflight should identify any problem areas with the digital file submission and should include, but not be limited to, missing or damaged fonts, improper trim size and/or margins, only low-resolution files are included for illustrations, and improper color definition.

Contractor must supply all necessary trapping, set proper screen angles and screen frequency, and define file output selection for the imaging device being utilized. Furnished files must be imaged as necessary to meet the assigned quality level.

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The contractor is responsible for adjusting copy for trim size and binding style.

All electronic files generated must be produced on a high-resolution output device producing quality equal to or better than an image resolution of 1200 dpi. Adjustments to the margins and/or images may be required by the contractor to meet required specifications.

All halftones are to be 110-line screen or finer.

Contractor is required to have Internet access provided through their Internet Service Provider (ISP) with email and a web browser equivalent to Internet Explorer 6.0 and Microsoft Edge. The contractor is also required to have Adobe Acrobat DC (or more recent) software (not Adobe Reader) and the capability to receive and open file attachments compressed into a Zip (.zip) file format. The contractor must furnish no more than two (2) addresses for the IRS to email all electronic files to avoid any lapse in service.

Any use of public address or web-based mail servers (i.e. Hotmail, Yahoo, Juno etc.) IS Forbidden.

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

At the contractor’s option, the following stocks/papers may be used:

White Uncoated Text, basis weight: 50 to 60 lbs. per 500 sheets, 25 x 38”, equal to JCP code A60.

White Writing, basis weight: 20 lbs. per 500 sheets, 17 x 22”, equal to JCP code D10.

All paper used in each forms booklet must be of uniform shade. Contractor must state on their bid the stock type and weight they will furnish under the contract. In addition, the stock type and weight of the paper must remain constant throughout the entire run.

2.4 POSTAGE STATEMENT/IRS POSTAL FORMS: The contractor must complete and submit via email a portable document file (PDF) to the IRS within three (3) workdays after the final turnover of mail packages to the USPS. The PDF should be sent in a single email when possible and the total file size of the e-mail must be less than 10 MB. If the email size exceeds 10 MB, then multiple emails must be used. Form 13456 is provided as a fillable PDF file. The IRS will complete the fields, in the “IRS Use Only” section of the form prior to e-mailing the form to the contractor. If there is any information missing or incorrect, please contact Terri Skyrm and Becky Swan at Theresa.L.Skyrm@irs.gov and Rebecca.R.Swan@irs.gov.

The PDF submitted to the IRS must contain Form 13456 and all related postal paperwork that has been combined into a single PDF. Scanning Form 13456 is NOT ALLOWED. Please fill out the provided PDF file for Form 13456, add the postal paperwork (which can be scanned) to the PDF file, save it and submit it to IRS.

The contractor must complete Form 13456 per the supplied instructions on the form and enter accurate information in the following fields: Name of contractor, Contact person at contractor, Telephone number of contact person, e-mail of contact person, Number of pages in the combined email, Date the email was sent, and the Wave/Phase Number (if applicable).

The Wave/Phase number is used to show the number of mailings in the event of staggered shipments for one requisition.

In addition, the contractor is responsible for capturing six (6) data elements from every postage statement (i.e. USPS Form 3602, 3602-R, 3600) and entering this information in the appropriate places on Form 13456. The six (6) elements are: (1) Zip Code of Post Office used for mailing, (2) Date on Postage Statement, (3) Pieces Mailed, (4) Copies Mailed, (5) Postage Amount, and (6) Postage Statement Type. See Exhibit 4.

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Prior to emailing the combined PDF file, the contractor must rename the file. The file must be named using 9 digits of the Requisition Number, Post Office Zip Code, (first) Mailing Date, (last) Mailing Statement Date and .pdf (see below). In the event both mailing statement dates are the same, the first and last dates in the file name can also be the same.

Examples: For requisition number 2010-12345, the file name will be: 2010-12345_16625_01-02-10_01-15-10.pdf

If the file size is 10MB or larger, the contractor must create multiple PDF files and add a suffix to the file name starting with the letter “a” then “b”, etc. (i.e. 2017-12345_16625_01-02-10_01-02-17a.pdf). The contractor is also responsible for the accuracy of the information returned to the IRS. Any delay or missing data could result in a delay of payment.

All Postage Statements (i.e. USPS Forms 3600s, 3602s, 3605s and USPS Form 8125, PVDS) 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. See Exhibit 5.

The email must contain only Form 13456 and associated postage statements for the designated requisition number.

Contractor must not combine postage associated with multiple print order/requisition numbers in a single email transmission. The PDF must be emailed to Theresa.L.Skyrm@irs.gov and Rebecca.R.Swan@irs.gov.

SECTION 3 – BOOKLET SPECIFICATIONS---

3.1 ITEM: Forms Booklet (SP) (rev 2021)—Direct Ship

Forms booklet contents: Pages 1 and 2; Form 1040 (SP)--pages 3 & 4; Form 1040-SR (SP)--pages 5, 6, 7, & 8; Form 1040 (Schedule 1) (SP)—pages 9 &10; Form 1040 (Schedule 2) (SP)—pages 11 & 12; Form 1040 (Schedule 3) (SP)—pages 13 & 14; Form 1040 (Schedule LEP) (SP)—pages 15 & 16.

3.2 QUANTITY (estimated): Approximately 28,625 (incl 125 blue labels) IRS copies PLUS 11 copies (SUDOC “GPO Copies).

3.3 TRIM SIZE: The maximum forms booklet trim size is 8-1/2 x l1". The minimum forms booklet trim size 8-1/4 x l0- 7/8”.

3.4 NUMBER OF PAGES: The page count of 16 pages is approximate and subject to change. See SECTION 8 “OFFERS”

(BIDS).

3.5 PRINTING:

Page one (1), and pages three (3), and four (4) per the electronic file print head-to-head in black and Pantone’s 3005 (blue).

Duotone is required on page one (1).

Page two (2) prints black ink only, and pages five (5) through sixteen (16) per the electronic file print head-to-head in black ink only.

NOTE: If the page count increases, it is anticipated that any additional pages added to the Booklet per the electronic print file print head-to-head in black ink only.

NOTE: The font size for Form 1040-SR (SP) printing on pages five (5), six (6), seven (7) and eight (8) per the electronic file will be larger than the font size printing on the remaining forms.

Contractor will be required to underlay tones for screen backgrounds equal to l0% tone of a ll0-line screen (may be simulated) and perform simple color separations.

3.6 MARGINS:

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Pages 1 and 2: 3/8” head margin, unless otherwise furnished in electronic file; center left and right.

Pages three (3), five (5), seven (7), nine (9), eleven (11), thirteen (13), and fifteen (15) per electronic file: l/2" head to black ink (image); centered left and right.

Contractor must follow the head margins for pages four (4), six (6), eight (8), ten (10), twelve (12), fourteen (14), and sixteen

(16) per the furnished electronic file; centered left and right.

3.7 BINDING: Saddle-wire stitch in two (2) places and trim three (3) sides. Each product must contain complete four-page signatures after trimming. Single leaves connected with a lip (i.e., binding stub) to the left or right side of stitches WILL NOT be allowed.

All binding will be on 10-7/8 to 11” dimension, as applicable.

3.8 PERFORATIONS: All leaves require a vertical perforation on the fold along the entire 10-7/8 to 11” bind dimension.

Perforations must be slit or slot (not pinhole) and must allow for easy and clean separation of pages. Perforation must be of sufficient strength to prevent separation during normal handling and shipping.

3.9 GPO IMPRINT LINE: Contractor must set and insert a GPO imprint line on each form, per GPO Pub. 310.2 (page 16). 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.

3.10 ELECTRONIC PROOFS: Contractor must email a soft proof using the same Raster Image Processor (RIP) that will be used to produce the final product. Proof must be emailed to Theresa.L.Skyrm@irs.gov and Rebecca.R.Swan@irs.gov as soon as the contractor deems necessary to comply with the shipping schedule in the contract. Email must include the Jacket and Requisition Number.

Proof will be evaluated for image position, margins, pagination, location of perforations, and final trim size. All elements of the product must remain legible. Proof will be withheld not more than two (2) workdays from receipt in the IRS to receipt via email in the contractor’s plant. Contractor must not print prior to receiving an “Ok-to-Proceed”. NOTE: Proofs must be one-up and show trim marks, margins, and perf. lines

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.

SECTION 4 – PACKING/CARTONS/LABELING/ADDRESSING/PALLETIZING FOR IRS COPIES:

4.1 PACKING: Pack approximately 28,500 (excludes 125 “Blue Label copies) forms booklets in Spanish into approximately 75 shipping containers. Currently each carton contains 380 forms booklets and packed in two (2) even stacks of 190 forms booklets each with full size corrugated boards on top and bottom of stacks. Containers must be packed solid to avoid copies being damaged during transit. Container weight must not exceed 32lbs when fully packed. NOTE: The final page count may decrease the total number of copies per carton.

4.2 CARTONS: Cartons must be corrugated or solid fiber shipping containers, 1380 kPa (200 psi) minimum bursting strength and minimum edge crush strength of 35 psi. Bottom flaps must be glued or sealed with polyester tape 2 to 3" width, minimum 12 kNm (65 lbs./inch) transverse tensile strength). Top flaps of cartons must be securely sealed at top with 2 to 3" paper or polyester tape (not reinforced). Cartons must be packed solid. Cartons must not have excessive air space (dunnage) when fully packed to prevent crushing or deformation. Cartons must not open nor split during transit through the motor freight/airfreight carrier delivery systems.

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Stapling of top or bottom flaps on cartons, furnishing cartons with separate lids, overstuffing or crowning cartons, and sealing cartons with plastic strapping is strictly prohibited.

If carton weight exceeds 32lbs when fully packed, contractor must email Terri Skyrm and Becky Swan at Theresa.L.Skyrm@irs.gov and Rebecca.R.Swan@irs.gov for resolution prior to packing. Carton filler (if necessary) must be composed of material that can be easily removed without damaging contents. Packing peanuts or beads are strictly prohibited. Contractor must determine exact dimensions of carton in accordance with the trim size and weight of product produced. The exterior dimensions of all cartons must not exceed 171/2” (L) x 11-1/2” (W) x 9” (D).

4.3 LABELING/MARKING: EACH carton must contain an IRS carton label Form 6153 (see Exhibit 6) generated from the provided pdf. Handwritten labels and contractor stream-lined or recreated labels are strictly prohibited. Contractor is required to produce the appropriate number of IRS carton labels needed for this contract on white paper or white adhesive label stock, in black ink, and reproduced the same size as the pdf provided. The completed IRS carton label must be affixed securely to one end of the carton only (never on top, long-side, or bottom). The IRS carton label MUST NEVER be affixed such that it extends over the edge and onto an adjacent side.

For all IRS carton labels (Form 6153), the contractor is required to update/enter the Carton # of # for each address; the “To (Consignee---complete address)”; and the “From---contractor’s address,” fields electronically in black ink, and minimum 12pt type. If the remaining fields on the furnished IRS carton label are blank, or the quantity stated on the carton label is not the same quantity being packed within the carton, the contractor must notify Terri Skyrm and Becky Swan @ Theresa.L.Skyrm@irs.gov and Rebecca.R.Swan@irs.gov to resolve the discrepancy prior to creating labels and packing.

If pallets are required, and in addition to a completed IRS Form 6153 being applied to each carton, contractor must securely affix a completed IRS carton label to all four sides of the stretch wrap and to the top of each pallet. In addition, the labels affixed to cartons on pallets must be facing out to be easily read, once palletized.

Small Package Carrier (SPC) Labeling: In addition to the IRS container label (Form 6153), a contractor created SPC label must be securely affixed to EACH carton shipping via SPC. The SPC label must be affixed securely to the TOP of the container. The SPC carton label MUST NEVER be affixed such that it extends over the edge and onto an adjacent side.

Currently, IRS uses UPS as the Small Package Carrier. Contractor MUST generate UPS shipping labels electronically. It is the responsibility of the contractor to be familiar with electronic shipping methods via UPS. There are many ways to generate electronic shipping labels, either through a UPS shipping system (UPS WorldShip System or UPS Internet Shipping), or a 3rd Party Shipping Software (Pitney Bowes Shipping Software, etc.).

From the furnished distribution (.csv) files, the contractor must image/print approximately 10 lines, in black ink, on each SPC label. Imaging/Printing on each SPC label consist of: recipient’s account number on first line (i.e. TF 123456A);

recipient’s name, and 10-digit telephone number (if supplied) on second line; recipient’s street address on third line;

recipient’s city and state on fourth line; Bloomington, IL return address in top left-hand corner of all SPC and USPS labels;

and two (2) reference lines at bottom of SPC label.

Contractor must image/print in black ink the following return address on all contractor created UPS and USPS labels:

Internal Revenue Service National Distribution Center 2525 Revenue Drive Bloomington, IL 61705-2500.

Imaging/Printing of UPS labels must meet all UPS requirements and regulations at time of shipping.

UPS shipping systems provides two (2) reference fields that are required to be imaged or printed in black ink on each label created by the contractor. Reference fields 1 and 2 below must be imaged or printed in black ink, minimum 12pt type.

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1. Reference Field 1: IRS requisition number and GPO jacket number (i.e. 2-00605/418-006)

2. Reference Field 2: TFOP

USPS Parcel Select Labeling: In addition to the IRS container label (Form 6153), a contractor created Parcel Select mailing label must be securely affixed to the TOP of the carton. The USPS mail label MUST NEVER be affixed such that it extends over the edge and onto an adjacent side

In addition to the “Postage and Fees” mailing indicia, the contractor must image/print approximately twelve (12) lines from the furnished distribution (.csv) file in black ink, minimum 12pt type, on each USPS label. Imaging/Printing on each USPS label consist of: recipient’s account number on first line (i.e. TF123456A); recipient’s name, and 10-digit telephone number (if supplied) on second line; recipient’s street address on third line; recipient’s city and state on fourth line; Intelligent Mail parcel barcode (IMpb) created by the contractor per the Domestic Mail Manual (DMM) requirements at time of mailing;

Bloomington, IL return address in top left-hand corner of all USPS labels; Penalty for Private Use $300 under return address;

and two (2) reference fields at bottom of USPS label.

The two (2) reference fields required at the bottom of each USPS label are:

1. Reference Field 1: IRS requisition number and GPO jacket number (i.e. 2-00605/418-006)

2. Reference Field 2: TFOP

Caution: In the event that cartons are mislabeled, incorrect carton labels and/or incorrect pallets are utilized, cartons are crushing, collapsing, or bursting due to the cartons not being packed per contract, labels are not securely affixed to the cartons/pallets or labels are affixed to the incorrect area of the cartons/pallets, cartons are not layered correctly on the pallets, pallets are not wrapped properly and securely, the shipment will either be returned to the contractor to be corrected/replaced or the contractor will be required to make the corrections/replacements on site, with all costs borne by the contractor.

Contractor must make all corrections and/or replace all damaged materials within 24 hours of notification via email. If the corrections and or replacements are not completed by the contractor within 24 hours of notification, the Government will hire an outside vendor to make all corrections and/or replacements (except printed product contained within cartons) and the contractor will borne all costs incurred by the Government.

4.4 COPIES DAMAGED IN TRANSIT: CONTRACTOR MUST REPLACE AND SHIP ALL COPIES DAMAGED IN TRANSIT WITHIN 24 HOURS OF DEFICIENCY NOTIFICATION, VIA OVERNIGHT DELIVERY. CONTRACTOR WILL BE NOTIFIED OF THE DEFICIENCY VIA EMAIL. CONTRACTOR WILL INCUR ALL CHARGES TO

REPLACE AND SHIP DAMAGED COPIES.

4.5 PALLETS: All shipments to a single destination weighing more than 750lbs., require pallets. Pallets must be type III and must conform to Federal Specifications NN-P-71C, and any amendments applicable except for dimensions and single center stringer. Pallets must be 48” in length, 40” in width, and must not exceed 5” in height. Full entry MUST be on the 40” width. See Exhibit 7. Strict adherence to these dimensions is necessary to accommodate storage requirements as well as ease of packing into freight carrier trailers. Cartons shall be stacked on pallets using a reverse layer pattern, 9 cartons per layer, with a maximum height of 55”, including pallet. Each carton contained on a pallet must show the completed IRS label (Form 6153) on the exposed side, once palletized. Cartons must be fastened securely to the pallet in a manner that will prevent movement during transit but permit ready removal, without damage to the cartons, at destinations. The use of metal strapping or pallet caps for securing material on pallets is strictly prohibited. NOTE: More than one partial pallet per destination is strictly prohibited.

Bill of materials list: A list must be compiled detailing the items on each truck and the quantities per item. Each pallet must be identified on two sides with a minimum 3" high number in black. The number on the pallet must correspond to the number on the list. The list is to be on a bright color stock and inserted into a minimum 4 x 4" plastic sleeve or on white stock and inserted into a bright colored sleeve and affixed to the last pallet on each truck.

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DOUBLE-STACKING PALLETS WHEN LOADING INTO TRUCK/TRAILER FOR SHIPPING IS STRICTLY

PROHIBITED.

SECTION 5 – DISTRIBUTION (MAILING/SMALL PACKAGE CARRIER/MOTOR FREIGHT/AIR FREIGHT):

Approx. 28,500 (excludes 125 “Blue Label copies”) forms booklets in Spanish ship/mail f.o.b. contractor city to approx. 54 destinations.

Contractor must ship 125 “Blue Label” (included) copies f.o.b. contractor city via IRS furnished SPC account number.

*NOTE: SHIP GPO COPIES FOB DESTINATION*

Ship 1 copy to: U.S. Government Publishing Office, Federal Depository Library Program (BAC (C+I) 1523-01), Mail Stop:

FDLP, 44 H St., NW, Loading Dock, Washington, DC 20401. Marked Depository Copies, Item no. 0964807.

Ship 10 copies to: Library of Congress (BAC (By-Law) 1525-01), U.S. Serials and Government Documents Section, U.S.

Anglo Division, 101 Independence Avenue, SE, Stop 4276, Washington, DC 20540-4276. Marked: Depository File Copies.

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

NOTE: If there is a discrepancy between the suggested transportation mode indicator in the furnished distribution files and the contract specifications, contractor must immediately notify Terri Skyrm and Becky Swan at Theresa.L.Skyrm@irs.gov and Rebecca.R.Swan@irs.gov for resolution prior to labeling and shipping.

If contractor ships or mails incorrectly, contractor will borne all additional costs incurred by the Government.

All expenses incidental to picking up GPO government furnished materials (if required) and furnishing 5 production samples to Silver Spring, Maryland, must be borne by the contractor.

5.1 DOMESTIC MAIL (DM): Mailings must be made at Parcel Select DNDC/DSCF Presort and Parcel Select postage rates as applicable.

The DM transportation mode applies when:

• An address contains a P.O. Box and a street address is NOT present within the same line in the distribution file.

• An address is an APO, FPO, or U.S. Post Office destination.

The contractor must comply with all U.S. Postal Service regulations/requirements governing the preparation of Drop Ship Parcel Select DNDC/DSCF and/or Parcel Select rate mailings which are in effect at the time of the mailing, including the issuance of the required USPS forms (mailing statements), the weighing of shipments (mail manifests), etc.

Mailings which do not qualify for Drop Shipments must be mailed Parcel Select.

Mailings that do not qualify for Parcel Select postage rates must be mailed reimbursable Standard Post. Contractor must create the Standard Post mailing label and the label must contain the same information and format required for the Parcel Select label (excluding the Parcel Select mailing indicia). Contractor must apply the appropriate postage to each mailing. Contractor will be reimbursed for Standard Post postage by submitting a properly completed Postal Service (or equivalent) form with the voucher for billing.

The contractor is cautioned that “Postage and Fees Paid” Parcel Select indicia may only be used for mailing material produced under this contract.

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The contractor MUST meet with local postal authorities before the start of production to make arrangements for verification and DNDC/DSCF Parcel Select manifest approvals. The Domestic Mail Manual and other related USPS publications for Parcel Select mailings must be adhered to by all mailers.

The U.S. Postal Service will require that each DNDC/DSCF rate mailing be deposited at a time and location specified through an appointment procedure. The contractor/mailer will be responsible for scheduling the deposit of all DNDC/DSCF rate mailings at least 5 workdays in advance by contacting the manager, logistics and distribution, or designee, at the designated DNDC/DSCF, etc. The contractor/mailer must comply with the scheduled time.

Mailing Manifests: Contractor must provide mailing manifests on 2-part NCR paper. Part 1 is the USPS copy, and Part 2 is the contractor copy. Contractor must weigh at least 10 full cartons containing copies to determine the accurate weight for each carton size. This procedure is both necessary and critical for providing an accurate manifest to the Postal Service for verification purposes.

USPS Plant-Verified Drop Shipments (if req’d): On or before the date in the schedule, the contractor MUST submit its detailed plant-verified drop shipment plan for direct shipments to the DNDC/DSCFs, etc. The contractor must include all costs for preparing and implementing this plan in the total bid price (a separate charge will not be allowed). The detailed plan must be in the format shown in Exhibit 8 for each shipment. The detailed plan must include the GPO jacket number and must be emailed to: Roy.M.Murdoch@irs.gov, Tamara.M.Franklin@irs.gov, Theresa.L.Skyrm@irs.gov, and Rebecca.R.Swan@irs.gov. The Government will approve or disapprove the drop shipment plan within three (3) workdays after receipt. NOTE: At Government’s option, Internal Revenue bills of lading (IRBLs) may be furnished.

Reimbursement for the actual freight costs for drop shipping will be made from copies of the commercial carrier freight bills that must be submitted with the contractor’s invoice, and each freight bill must show the shipping cost and weight of the shipment.” If the contractor utilizes a freight consolidator, payment will be made with the submission of the contractor’s invoices showing actual charges to the contractor. Reimbursed freight costs will not be subject to any “prompt payment discounts. The contractor must provide the scheduled dates for dropping at the DNDCs/DSCFs. Contractor must include copies of the USPS Form 8125 that have been signed at the recipient destination along with their freight bills and invoices or a Track/Trace report showing the appointment dates and USPS confirmation numbers. Freight charges must not exceed those in the submitted drop shipment plan, except for allowable fuel surcharges. Current allowable fuel surcharges must be included in the drop shipment plan.

The contractor must provide adequate space at the mailing facility for postal employees to perform the necessary verifications. IRS will not apply for plant load authorization or plant verified drop shipment, this will be the contractor's responsibility. It is also the responsibility of the contractor, or their mailer, to ensure that their mailing documentation is completed in a timely manner and submitted to all applicable USPS offices. NOTE: Contractor/Mailer should give at least 72- hour notice for pickup of full truckload shipments.

The postal employee verifying the mail will provide a signed copy of Form 8125 (Plant-Verified Drop Shipment Verification and Clearance (PVDS) document. The CONTRACTOR/MAILER is responsible to ensure that this document travels with the mail and is made available for examination upon the request of the postal service at the destined DNDC/DSCF.

Drop Shipment Schedule (if req’d): Within three (3) workdays of mailing complete, the contractor must email the scheduled dates and volumes for dropping at the DNDC/DSCFs to Theresa.L.Skyrm@irs.gov and Rebecca.R.Swan@irs.gov. Contractor must furnish a completed Drop Shipment Schedule in a similar format as shown in Exhibit 9.

Priority Mail (if required): A carton label will be provided for any cartons which must be shipped priority mail. The contractor must print the necessary quantity of priority mail labels required. Priority mail labels must be affixed to the top of each carton. Hand stamping of priority mail cartons is unacceptable. IRS priority mail must be entered in to the contractor’s local post office for mailing. Contractor will provide manifests for delivered permit mail labels. The contractor must prepare the appropriate postal service forms for turnover to the local postal authorities.

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5.2 SMALL PACKAGE CARRIER (SPC) Contractor’s City Shipments: Contractor must ship via SPC Ground services when the SC transportation mode applies.

The SC (also known as SPC) transportation mode applies when:

• A street address is a non-expedited (ground) shipment weighing less than 750lbs to one destination within the 48 contiguous states, Alaska, Hawaii, or Puerto Rico.

NOTE: When an address contains both a P.O. Box and a street address, and the shipment weighs less than 750lbs but is NOT an APO, FPO, or U.S. Post Office location, contractor must disregard the P.O. Box and utilize the street address. In addition, the SPC label must not contain the P.O. Box.

• International packages (if required) weighing less than 500 lbs to one destination will be sent via small package carrier World Wide Express services.

• Expedited (air) shipments (if required) weighing less than 500 lbs. to one destination within the 48 contiguous states, Alaska, Hawaii or Puerto Rico must be sent via small package carrier 2nd Day air services.

The IRS will notify the contractor when expedited shipments are required. Contractor must not use Next Day or Second Day Air options unless authorized by the IRS.

The IRS will provide an IRS small package account number. The Contractor must notify Terri Skyrm and Becky Swan at Theresa.L.Skyrm@irs.gov and Rebecca.R.Swan@irs.gov at least 10 days prior to the first scheduled ship date to ensure an account number has been established, and/or is valid. If there is any uncertainty concerning the instructions for small package carrier shipments, the contractor must notify Terri Skyrm at least one (1) week prior to the first ship date for clarification.

If multiple small package carriers are to be used, an account number will be assigned for each carrier. Contractor is required to ship IRS copies using the IRS designated carrier(s) and their assigned account number(s), or the contractor will be responsible for any additional shipping costs incurred by the Government.

Contractors are required to use a two-part manifest shipping report for each carrier that includes both a summary page and detailed shipping pages. The summary page is compiled using the information from the detailed shipping pages. The summary page must include the following information: 1) ship date; 2) shipper name; 3) complete address; 4) account number; 5) requisition number; and 6) totals for number of pieces and weight categorized by zone with grand totals for each.

The detailed shipping pages should include the following information for each package listed: 1) Account Number; 2) consignee’s name; 3) complete consignee address; 4) zone; 5) weight; and 6) the matching shipper receipt portion of the traceable label. The original copy of the report should accompany the shipment.

The contractor must notify UPS of the amount to be picked up to allow for the carrier to provide adequate equipment for the pickup.

Email Notification: When an email address is present in the .csv distribution files, the contractor is required to send a sameday email notification of the shipment to the email address listed. All email notifications must include the following:

IRS product short title; scheduled delivery date; recipient’s name and address; number of packages; type of service; weight;

SPC tracking number and a link to the SPC website; and reference numbers (reference field 1 (IRS requisition number and GPO jacket number) and reference field 2 (IRS type of account and account number (i.e. TF123456A). See Exhibit 10.

NOTE: All returned emails should be set to automatically forward to: wi.tdfps.upsundelive@irs.gov.

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Within three (3) workdays of shipping complete, the contractor must email the SPC shipping manifest including a “TRACK IT” link for each destination to Theresa.L.Skyrm@irs.gov and Rebecca.R.Swan@irs.gov.

5.3 MOTOR FREIGHT (MF) Contractor’s City Shipments (if req’d): Contractor must ship via Motor Freight when the total shipping weight to a single destination is 750lbs or more, unless otherwise instructed by the Government. All Motor Freight shipments will be completed by an Internal Revenue Bill of Lading. IRBL(s) will be furnished to the contractor electronically by the IRS Postal & Transport Policy Office. If an IRBL(s) is/are not provided at least seven (7) workdays prior to the first shipment date, the contractor must notify Roy Murdoch @ 309-556-5076 or Roy.M.Murdoch@irs.gov, or Tamara Franklin @ 309-556-5017 or Tamara.M.Franklin@irs.gov immediately to make arrangements to receive IRBLs. The contractor will be required to complete information including but not limited to: total weight of shipment; number of cartons; number of pallets on the IRBL(s) prior to shipment.

The IRBL(s) will have designated carriers identified that provide special negotiated freight rates for IRS shipments.

Contractor must contact the designated carrier listed on the IRBL at least five (5) days prior to first ship date to schedule a date and time for pickup. If the contractor has any difficulty getting the designated carrier to confirm a scheduled pickup, contractor must immediately contact Roy Murdoch or Joseph Anidiobi between the hours of 8:30 AM and 4:00PM eastern standard time.

The contractor must not change the designated carrier(s) without prior written approval from the IRS. In the event the designated carrier(s) cannot be utilized, or if the contractor experiences a problem with the designated carrier, the contractor must immediately contact Roy Murdoch @ 309-556-5076 or Roy.M.Murdoch@irs.gov, or Tamara Franklin @ 309-556- 5017 or Tamara.M.Franklin@irs.gov to obtain alternate carrier(s) authorization. NOTE: If the contractor uses a carrier other than the designated carrier without prior written approval from the IRS, the contractor will be held responsible for any additional shipping costs incurred.

Multiple Truckload Shipments: Whenever possible full truckloads should be utilized (e.g., use a full truckload and a partial truckload rather than two partial truckloads). The contractor will be provided multiple IRBLs for shipments to an individual destination exceeding a truckload. Only one bill of lading should be released for each truckload.

The contractor is accountable to the IRS for all IRBL(s) furnished under this contract. Use of IRBLs for shipments not authorized by the IRS is strictly prohibited.

Within two (2) workdays of shipping complete, the contractor must email IRBLs containing truckers’ signatures and dates copies were picked up from contractor’s plant to Theresa.L.Skyrm@irs.gov and Rebecca.R.Swan@irs.gov.

In addition, contractor must notify IRS of all unused IRBL numbers furnished under this contract. Notification of unused IRBL numbers must be emailed to Theresa.L.Skyrm@irs.gov and Rebecca.R.Swan@irs.gov. Any unused bills of lading must be destroyed by the contractor.

5.4 AIR FREIGHT SHIPMENTS (if required): The contractor will be notified by the IRS if Air Freight Shipments are required. Air bills will be provided by the IRS for shipments weighing 500lbs or more to a single destination. Shipments weighing less than 500lbs must be sent via UPS Air Express – Next or Second Day delivery. The contractor must contact the designated air freight carrier to coordinate all air shipments and, verify acceptance of pallets and maximum pallet weight is within that specific carrier’s allowable weight limit.

Within two (2) workdays of shipping complete, the contractor must email IRBLs containing air freight carrier signatures and/or UPS manifest including a “TRACK IT” link for each destination to Theresa.L.Skyrm@irs.gov and Rebecca.R.Swan@irs.gov.

5.5 DEPARTMENTAL RANDOM “BLUE LABEL” COPIES: The contractor MUST submit 125 departmental random copies at the completion of production to test for compliance against specifications. The contractor must divide their total

Page 15 of 19 Jacket 418-006 quantity into equal sublots and select 1 copy from a different general area of each sublot. 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 and identified by a special Government-furnished Blue label, affixed to each affected container. Shipping of blue labels for multiple items in a single container is strictly prohibited. Additional labels, if needed, are to be reproduced by contractor on Blue stock. The container and its contents shall be recorded separately on all shipping documents and sent to Internal Revenue Service, National Distribution Center, 2525 Revenue Drive, Bloomington, IL 61705-2500. Submit a copy of the SPECIFICATIONS and the signed Government-furnished "Certificate of Selection of Random Copies", along with the Departmental Random Copies.

SECTION 6 – QUALITY ASSURANCE

6.1 QUALITY ASSURANCE LEVELS AND STANDARDS:…