429103.pdf

Specifications by DEE Jacket 429-103 Page 1 of 7 Department of Homeland Security Reviewed by SG Requisition 24-02910

BID OPENING: Bids shall be opened virtually at 11 am Eastern Time (ET), on August 23, 2024 at the U.S. Government Publishing Office. All parties interested in attending the bid opening shall email bids@gpo.gov one (1) hour prior to the bid opening date and time to request a Microsoft Teams live stream link. This must be a separate email from the bid submission. The link will be emailed prior to the bid opening.

BID SUBMISSION: Bidders must email bids to bids@gpo.gov for this solicitation. No other method of bid submission will be accepted at this time. The jacket number and bid opening date must be specified in the subject line of the emailed bid submission. Bids received after the bid opening date and time will not be considered for award.

Note: The GPO 910 “BID” Form is no longer required; bidders are to fill out, sign/initial, as applicable, and return page 7.

For information regarding the solicitation requirements prior to award please email Dalton E. Everett at deeverett@gpo.gov. For contract administration after award, contact APS DC at 202-512-0078.

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. 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. The bidder’s email provider may have different size limitations for sending email; however, bidders 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/qatap-rev-09-19.pdf.

PRODUCT: Window Envelopes w/Security Tint

TITLE: 10# Envelopes

TOTAL QUANTITY: 10,000,000 Window Envelopes w/Security Tint 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

Page 2 of 7 Jacket 429-103

TRIM SIZE: 4-1/8 x 9-1/2" (After Construction)

PAGES: Face and Back (before construction)

GOVERNMENT TO FURNISH (GFM): Via email after award;

One (1) Purchase Order One (1) PDF file for production (Mac based, Adobe InDesign 18.0) GPO Form 892c (R. 12/17) Proofs GPO Form 2678 (departmental random copies-blue label).

GPO Form 917 (Certificate of Selection).

Contractor can download the "Labeling and Marking Specifications" form (GPO Form 905, R. 7-15) from gpo.gov, fill in appropriate blanks, and attach to shipping containers.

Prior to image processing, the contractor shall perform a basic check (preflight) of the furnished media and publishing files to assure correct output of the required reproduction image. Any errors, media damage, or data corruption that might interfere with proper file image processing must be reported to the contract administrator.

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

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

ELECTRONIC PREPRESS: Prior to image processing, the contractor shall perform a basic check (preflight) of the furnished media and publishing files to assure correct output of the required reproduction image. Any errors, media damage, or data corruption that might interfere with proper file image processing must be reported to the contract administrator.

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

PROOFS: E-MAIL PROOFS (indicate margins): CONTRACTOR MUST NOT PRINT PRIOR TO RECEIVING AN "OK TO PRINT". One set of E-Mailed Electronic Page Proofs. Contractor to submit one Press Quality PDF soft proof to include flap position, 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.

E-Mailed proofs (marked with Jacket/Req. Number plus return name and E-Mail address) directly to the Agency at thomas.grant@fema.dhs.gov. Contractor must call GPO Contract Compliance Section at (202) 512-0520 immediately upon E-Mailing proofs and immediately upon receiving the returned proofs (or OK E-Mail) back from the Department. Proofs will be withheld not more than (3) workdays from receipt at the Department to receipt in the contractor's plant. NOTE: Envelope must show dimensions of envelope and window as well as gummed flap (open and closed), seams, and throat. NOTE PDF Proof Copy TO BE PROVIDED with size and dimensions marked on the proof for verification.

AFTER EMAIL PROOF APPROVAL:

Page 3 of 7 Jacket 429-103

PRIOR TO PRODUCTION SAMPLES: Prior to the commencement of production of the contract production quantity, the contractor shall submit 500 prior to production samples via traceable means to:

2200 Production Drive Indianapolis IN 46241, Attention: Nicole Munden.

All samples will be tested for conformance of materials. Each sample must be constructed as specified using the form, materials, equipment, and methods of production, which will be used in producing the final product. The container and accompanying documentation shall be marked PREPRODUCTION SAMPLES and shall include the GPO jacket, purchase order, and program numbers.

The samples must be submitted in sufficient time to allow Government testing of the sample and production and shipment in accordance with the shipping schedule.

The Government will approve, conditionally approve or disapprove the samples with in (5) workdays of the receipt thereof. Approval or conditional approval shall not relieve the contractor from complying with the specifications and all other terms and conditions of the contract. A conditional approval shall state any further action required by the contractor. A notice of disapproval shall state the reasons therefor.

If the samples are disapproved by the Government, the Government, at its option, may require the contractor to submit additional samples for inspection and test, in the time and under the terms and conditions specified in the notice of rejection. Such additional samples shall be furnished and necessary changes made at no additional cost to the Government and with no extension in the shipping schedule. The Government will require the time specified above to inspect and test any additional samples required.

In the event the samples are disapproved by the Government, the contractor shall be deemed to have failed to make delivery within the meaning of the default clause in which event this contract shall be subject to termination for default, provided however, that the failure of the Government to terminate the contract for default in such event shall not relieve the contractor of the responsibility to deliver the contract quantities in accordance with the shipping schedule.

In the event the Government fails to approve, conditionally approve or disapprove the samples within the time specified, the Contracting Officer shall automatically extend the shipping schedule in accordance with Contract Clause 12, Notice of Compliance with Schedules, of GPO Contract Terms (GPO Publication 310.2, effective December 1, 1987 (Rev. 01-18)).

Manufacture of the final product prior to approval of the samples submitted is at the contractor's risk.

Samples will not be returned to the contractor. The cost of all samples shall be included in the contract price for the production quantity.

All samples shall be manufactured at the facilities in which the contract production quantities are to manufactured.

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-and-standards-files-for-vendors/vol_13.pdf

JCP Code* V20, Writing Envelope; White Basis Size 17 X 22" Basis Weight 28 lbs.

PRINTING: DIGITAL PRINTING NOT ACCEPTABLE.

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

Page 4 of 7 Jacket 429-103

SUBCONTRACTING: Contract Clause 6, "Subcontracts," of GPO Contract Terms (GPO Publication 310.2, effective December 1, 1987 (Rev. 1-18), is modified to permit subcontracting of the presswork for envelope manufacturers and construction of envelopes for printing firms.

Printing: Prints face only (after construction) with type/rule matter (return address/indicia) and an agency logo on front in Pantone 2955 Blue ink with heads towards top fold on the opposite side of the seams.

Security Feature: Print or tint envelope on the inside (back before construction) in Blue or Black ink, lining not acceptable. Contractor may use his own design but must guarantee that the product will ensure complete opacity and prevent show through of any material contained therein.

INK:

Pantone 2995 Blue.

BINDING:

Construction: Open side, side seams, 1/4" double scored and fully gummed flap. Flap measures 1-7/8" from fold to tallest point. Throat measures 1" from fold to deepest point. Window: 1-1/2 x 4-1/2" located 3/8" from left edge and 5/8" from bottom edge. Cover with a suitable transparent material securely glued to the inside. NOTE: THE FLAP MUST BE FULL GUM ON ALL OF THE FLAP.

MARGINS:

Adequate gripper.

Follow electronic file.

PACKING:

Pack in cartons. Skids must be 41-1/2" in height (minimum) to 50" in height (maximum). Bulk pack sufficiently to prevent damage in transit. Pack containers not to exceed 45 pounds when fully packed. Do not double stack. NOTE: Agency preference is 41-1/2" skid height.

NOTE: MARK ALL CARTONS WITH THE FOLLOWING INFORMATION:

JOB TITLE: #10 Window Envelopes

FORM NO.: FEMA E-28-B

REQUISITION: 4-02910

JACKET NO.: 429-103

QUANTITY: __________

NUMBER OF BOXES: EX. Box 1 of 4, Box 2 of 4...

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

Product Quality Levels:

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

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

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

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

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

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

Attribute Specified Standard P-7. Type Quality and Uniformity Approved Priors/Furnished Electronic File P-9. Solid or Screen Tints Color Match Pantone Matching System

Page 5 of 7 Jacket 429-103

DISTRIBUTION: Contractor must notify the ordering agency 48 hours prior to shipping so agency can appropriately schedule personnel for receipt of envelopes. Email must be sent to Carnelia.Jackson@fema.dhs.gov, thomas.grant@fema.dhs.gov, and cc: deeverett@gpo.gov. The subject line of this message shall be "Upcoming Shipment for Jacket 429-103, Requisition 4-02910."

Contractor must also notify the ordering agency on the same day that the product ships/delivers via e-mail sent to thomas.grant@fema.dhs.gov. The subject line of this message shall be "Distribution Notice for Jacket 429-103, Requisition 4-02910". The notice must provide all applicable tracking numbers, shipping method, and Title. Contractor must be able to provide copies of all delivery, mailing, and shipping receipts upon agency request.

Shipping & Receiving hours 8 am - 3 pm Monday- Friday. By Appointment Only. Carriers MUST email requesting appointments at:

rpineda@piperlogistics.com hillside@piperlogistics.com

Contact Tom Clark (317-396-1023 ext. 290 or 812-614-7399 (if unanswered email will be required to above piper emails)

Deliver F.O.B. destination a partial of 500,000 copies by 09/27/2024.

*Contractor may deliver more than 500,000 by 9/27/24 (500,000 is the minimum). If delivering more, cartons must be full boxes and in quantities of 10,000.

Deliver 10,000,000 envelopes (includes 200 Departmental Random "Blue Label" Copies) via traceable means directly to: Tom Clark, Doxim, C/0 Piper Logistics, 2222 Hillside Avenue Indianapolis, In 46218.

Note: For the "Blue Label" Copies -- A copy of the Government furnished certificate (GPO Form 917) must accompany the voucher sent to GPO, Financial Management Service, for payment. Failure to furnish the certificate may result in delay in processing the voucher. NOTE: Form is also available at https://www.gpo.gov/pdfs/vendors/sfas/Form917.pdf.

All expenses incidental to returning materials, submitting/returning proofs, and furnishing samples must be borne by the contractor.

SCHEDULE: The Purchase Order and GFM will be available via e-mail or contractor’s FTP site after award no later than August 29, 2024.

F.O.B. destination, Contractor must deliver complete by 10/30/24.

See ‘DISTRIBUTION’ herein.

Contractors are to report information regarding each order for compliance reporting purposes and include date of delivery (or shipment if applicable) for proofs and delivery schedules in accordance with the contract requirements by contacting Shared Support Services Compliance Section via e-mail to compliance@gpo.gov or by calling (202) 512-0520 or faxing (202) 512-1364. Personnel receiving the e-mail or call will be unable to respond to questions of a technical nature or transfer any inquiries.

OFFERS: Offers must include the cost of all materials and operations for the total quantity ordered in accordance with these specifications. In addition, a price must be submitted for each additional 1000 copies.

The price for additional quantities must be based on a continuing run, exclusive of all basic or preliminary charges and will not be a factor for determination of award.

mailto:Carnelia.Jackson@fema.dhs.gov mailto:thomas.grant@fema.dhs.gov mailto:deeverett@gpo.gov mailto:hillside@piperlogistics.com https://www.gpo.gov/pdfs/vendors/sfas/Form917.pdf mailto:compliance@gpo.gov

Page 6 of 7 Jacket 429-103

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 pre-award 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.

PAYMENT: Submitting invoices for payment via the GPO fax gateway (if no samples are required) utilizing the GPO barcode coversheet program application is the most efficient method of invoicing.

Instruction for using this method can be found at the following web address:

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

Invoices may also be mailed to: U.S. Government Publishing Office, Office of Financial Management, Attn: Comptroller, Stop: FMCE, Washington, DC 20401.

For more information about the billing process refer to the General Information of the Office of Finance web page located at https://www.gpo.gov/how-to-work-with-us/vendors/how-to-get-paid.

http://winapps.access.gpo.gov/fms/vouchers/barcode/instructions.html https://www.gpo.gov/how-to-work-with-us/vendors/how-to-get-paid

Page 7 of 7 Jacket 429-103

JACKET NUMBER BID PRICE: ADDITIONAL/M

Jacket 429-103: $_________________ Additional Rate: $________________

DISCOUNTS: Discounts are offered for payment as follows: ____________ Percent, _________calendar days. See Article 12 “Discounts” of Solicitation 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 agree, if this bid is accepted within____________ calendar days (60 calendar days unless a different period is inserted by the bidder) from the date for receipt of bids, to furnish the specified items at the price set opposite each item, delivered at the designated points(s), in exact accordance with specifications.

NOTE: Failure to provide a 60-day bid acceptance period may result in expiration of the bid prior to award.

BIDDER’S NAME AND SIGNATURE: Unless specific written exception is taken, the bidder, by signing and submitting a bid, agrees with and accepts responsibility for all certifications and representations as required by the solicitation and GPO Contract Terms - Publication 310.2. When responding by fax, fill out and return one copy.

Bidder

(Contractor Name) (GPO Contractor’s Code)

(Street Address)

(City – State – Zip Code)

By

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

(Signature) (Date)

(Telephone Number) (Email Address)

Contracting Officer Review: __________ Date: __________ Certifier: __________ Date: ____________ (Initials) (Initial)