432923.pdf

Specifications by CD Jacket 432-923 Page 1 of 11 Department of Veteran Affairs Reviewed by JY Requisition 5-25100/025323

BID OPENING: Bids shall be opened virtually at 11am, Eastern Time (ET), on August 29, 2025 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 specified above will not be considered for award.

For information regarding the solicitation requirements prior to award please email Chris Duncan at cduncan@gpo.gov. For contract administration after award, contact APS DC at 202-512-0743.

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)).

PREDOMINANT PRODUCTION FUNCTION: The predominant production function is offset printing and mailing. This function may NOT be subcontracted. Contractors who subcontract these function will be declared not responsible.

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

SECURITY WARNING: It is the contractor's responsibility to properly safeguard personally identifiable information (PII) from loss, theft, or inadvertent disclosure and to immediately notify the Government of any loss of personally identifiable information. PII is information which can be used to distinguish or trace an individual's identity, such as their name, social security number, biometric records, etc., alone, or when combined with other personal or identifying information which is linked or linkable to a specific individual, such as date and place of birth, mother's maiden name, etc. (Ref.: OMB Memorandum 07-16.) Other specific examples of PII include, but are not limited to:

a. Personal identification number, such as passport number, driver's license number, taxpayer identification number, or financial account or credit card number; b. Address information, such as street address or personal email address;

c. Personal characteristics, including photographic image (especially of face or other distinguishing characteristic), fingerprints, handwriting, or other biometric image or template data (e.g., retina scans, voice signature, facial geometry).

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 11 Jacket 432-923

NOTE: Security control plan MUST be submitted within one hour after the review and confirm call or email. If contractor failed to submit SCP within one hour after the review and confirm call/email, GPO will disqualify his/her bid.

SECURITY CONTROL PLAN: Contractor MUST submit within 1 hour of the “Review and confirm” call/email.

The contractor shall maintain in operation, an effective security system where items by these specifications are manufactured and/or stored (awaiting distribution or disposal) to assure against theft and/or the product ordered falling into unauthorized hands. Contractor is cautioned that no Government provided information shall be used for non-government business. Specifically, no Government information shall be used for the benefit of a third party. The Government retains the right to conduct on-site security reviews at any time during the term of the contract.

The plan shall contain at a minimum:

(1) How Government files (data) will be secured to prevent disclosure to a third party prior to and after termination of contract;

(2) Explain how all accountable materials will be handled throughout all phases of production

(3) How the disposal of waste materials will be handled;

(4) How all applicable Government-mandated security/privacy/rules and regulations as cited in this contract shall be adhered to by the contractor and/or subcontractor(s).

This proposed plan is subject to review and approval by the government and award will not be made prior to approval of same.

PRODUCT: Mailer Items consist of cover letters; outer mailing Envelopes (OME); BRM Inner Envelopes; stuffer sheets, survey booklets, and postcards.

TITLE: NCA Customer Satisfaction Surveys 2026

Total Quantity: Approx. 279,462 total pieces consisting of two (2) independent Cohorts, each with four (4) waves of mailings.

-FIRST MAILING (COHORT 1) includes mailings for 3 recipient types in 2 versions (English and Spanish).

-SECOND MAILING (COHORT 2) includes mailings for 4 recipient types in 2 versions (English and Spanish).

Survey Recipient Type Number of Pieces Mailed (2 Cohorts/4 waves)

NoK_2026_National Cemeteries (Nat.Cem) 146,625 NoK_2026_State and Tribal (StTrib) Veterans Cemeteries 64,273 NoK_2026_Memorial Products Service (MPS) Survey 23,287 Funeral Directors (FunDir)_2026_Satisfaction Survey 45,277

APPROXIMATE TOTAL NUMBER OF MAILINGS 279,462

Envelope Quantities:

- Outbound Mail Envelope: approx. 143,838 (Total for both Cohorts-Wave/Mailing 1 & 3)

- Inbound Business Reply Envelope: approx. 143,838 (Total for both Cohorts-Wave/Mailing 1 & 3)

NOTE: Exact quantities will be known when mailing lists become available. If the exact quantities are less/more than the above, a contract modification will be issued for the reduction/increase after award using the contractor's additional rates (excluding make-ready cost). Although it is anticipated that the quantities will be less - bids must be based on the full quantity listed.

Additional Rates (Per M) for each item: See Attachment for breakdown of each item/mailing wave.

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All the requirements of these specifications apply equally to all items/versions unless otherwise indicated.

Note: The quantities do not include spoilage from the manufacturing process or required for mail house. Contractor is expected to adjust quantities as needed to meet delivery.

NO SHORTAGES ALLOWED; No shortages will be allowed; therefore, the contractor is cautioned that they will be required to make up any shortages at no additional costs to the Government. Contractor must replace all spoiled/damaged items.

TRIM SIZE:

Survey Cover Letter: 8.5 x 11” folded to 8.5 x 5.5” Survey Booklet: 8.5 x 11” Stuffer Sheet: 8.5 x 11” folded to 8.5 x 5.5” Reminder Postcard: 5 x 7” Thank You Postcard: 5 x 7” Outbound Mail window-envelope: 6 x 9.5” Inbound Business Reply envelope: 5-7/8” x 8-7/8”

PAGES:

Survey Cover Letter: Face only.

Survey Booklets:

--MPS questionnaire: 12 pages self-cover --NC: 12 pages self-cover --STVC: 12 pages self-cover --FD: 12 pages self-cover Stuffer Sheet: Face only.

Reminder Postcard: Face and back.

Thank You Postcard: Face and back.

Outbound Mail window-envelope: Face only Inbound Business Reply envelope: Face only

PRINTING AND BINDING:

Survey Cover Letter: Prints face only in black ink, no bleeds. Fold from 8.5 x 11” in half to 8.5 x 5.5” with face out ensuring address is completely visible through envelope window.

--Variable data: Approx. 6 lines of variable data at the address section and 1 line of variable data at the body of letter.

Survey Booklet: Prints black ink, head to head, no bleeds. Copy is type, rules, solids, reverses, and screens. No bleeds. Saddle wire stitch uniformly in two places at left on 11” dimension, trim flush 3 sides. Score and fold in half to 8.5 x 5.5”. Add blanks as necessary.

--Variable data: A unique MasterID is provided in the Wave 1 Mailing Lists for each survey recipient. The MasterID must be applied in two places on each survey booklet cover sheet (MasterID is placed above Marking Instructions and under BARCODE at bottom of cover page). Each additional survey booklet page must have the MasterID applied in the location at bottom right or left as shown on the survey proof provided.

Stuffer Sheet: (For Funeral Director Surveys only) Prints face only in black only with type/rule matter, no bleeds.

Reminder Postcard & Thank You Postcard: Prints face and back with type/rule matter, agency seal and variable-data in 3 locations on face and 1 location on the back, in black only, no bleeds.

Page 4 of 11 Jacket 432-923

Outbound Mail window-envelope: Prints on the face only (after construction) with type/rule matter (return address/indicia with agency permit no.) and agency logo in black ink only with heads towards top fold on the opposite side of the seams.

Construction: Open side, side seams, and gummed flap, flap depth must meet USPS requirements. Flap must be coated with suitable glue that will securely seal the envelope without adhering to contents, not permit resealing of the envelope, and permit easy opening by the recipient. Envelopes shall be sufficiently high cut to prevent the flap adhesive from coming in contact with the envelope’s contents. The sealed seam shall not adhere to the inside of the envelope. Envelopes shall be free from cuts, folds, tears, machine marks, foreign matter, dirt, ink smears, and adhesive stains.

Window Size: Approximately 4-1/2 x 1-1/4" in size, with rounded corners, 7/8" from left edge, 3-1/4" from bottom edge. Location of window to be adjusted by contractor to ensure it fits the show-thru personalization. Cover window with a suitable transparent material securely glued to the inside.

Inbound Business Reply envelope: Prints on the face only (after construction) with type/rule matter (return address/indicia with agency permit no.), barcodes and agency logo in black ink only, with heads towards top fold on the opposite side of the seams.

Construction: Same as Outbound Mail Envelope but no window, see above.

MARGINS:

Adequate gripper all items.

Follow electronic files.

MAILING REQUIREMENTS:

BRM envelope permit will be confirmed by vendor for accuracy and availability. All shipping to be done via traceable means. NCA requires USPS Full Service Intelligent Mail with Secure Destruction or equivalent if USPS is not used.

GPO Vendor will perform postal sort and NCOA scan prior to each Wave mailing and report back findings to the NCA, Tribility, VA Publications, and GPO.

NCA requests vendor utilize USPS Full-Service Intelligent Mail (FSIM) with visibility and tracking. NCA will require minimum biweekly reporting from the selected vendor on USPS-furnished FSIM mail counts and delivery information, broken out by Cohort and Wave. This information will be provided to Tribility, NCA’s survey vendor, for ultimate delivery to NCA.

NCOA Processing: In accordance with United States Postal Service (USPS) regulations, contractor is required to run distribution files on each order through the National Change of Address (NCOA) service database to verify addresses are NCOA certified. All related costs to perform this operation must be included in submitted bid pricing.

No additional reimbursement will be authorized.

The vendor will be supplied Data files. These files must undergo standard Code 1 mail streaming and NCOA cleaning to remove any undeliverable addresses before printing of the names and addresses on the surveys begins. The Post Office requires all mailing lists to be run through NCOA processing in order to give presort and bulk rate discounts.

Once a mailing list is received by the vendor, an output file must be created containing each mailing participant. The contents of the output file must be approved/verified by VA before proceeding to Code 1 mail streaming and NCOA cleaning. To do this the output file must be transmitted electronically to the VA so they can verify that the vendor has received the full contents of the address file.

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An output file containing the rejected names and addresses must be provided to VA along with the reject code or some explanation for reason of rejection. The output containing the names and addresses of those records retained after NCOA cleaning (i.e. cleared for mailing) must be provided to VA in the layout described above.

Mail f.o.b. contractor's city each individual survey mailer or postcard to domestic addresses nationwide.

The contractor is responsible for all costs incurred in transporting all items to the U.S. Postal Service facility.

Outer mailing envelope (OME)(outside carrier) will use the VA mail anywhere permit no. 1090 for all except international addresses for postage - first class pre-sort mail rate via reimbursable shipping with GPO approval.

Contractor will be reimbursed for postage for international addresses by submitting a properly completed Postal Service form (or equivalent) with the voucher for billing.

The contractor is required to obtain the maximum postage discount allowed by the USPS in accordance with appropriate USPS rules and regulations, including the USPS Domestic Mail Manual, and Postal Bulletins, in effect at the time of the mailing.

The contractor is cautioned that mailing permit imprint may be used only for the purpose of mailing material produced under this contract.

Vendor must submit all postal receipts to the VA after dropping items at the post office and must include the VA print order number CN 022726 in the "Customer Reference ID" field.

All copies mailed must conform to the appropriate regulations in the US Postal Service manuals for Domestic Mail.

Certificate of Conformance: When using Permit Imprint Mail the contractor must complete GPO Form 712 - Certificate of Conformance (Rev. 10-15), and the appropriate mailing statement or statements supplied by USPS. A fillable GPO Form 712 Certificate of Conformance can be found at https://www.gpo.gov/how-to-work-with-us/vendors/forms-and-standards.

BREAKDOWN FOR MAILINGS: Collate Cover Letter, Survey and inbound BRM envelope into outbound mail envelope.

***NOTE: Funeral Director (FunDir) products ONLY apply to the Second Mailing (Cohort 2)***

Wave 1 – Surveys (4 recipient types, 2 versions Spanish/English for a total of 8)

1. Cover letter (English and Spanish) Wave 1_NOK_2026_Nat.Cem_CvrLtr_Eng Wave 1_NOK_2026_Nat.Cem_CvrLtr_Spn Wave 1_NOK_2026_StTrib_CvrLtr_Eng Wave 1_NOK_2026_StTrib_CvrLtr_Spn Wave 1_NOK_2026_MPS_CvrLtr_Eng Wave 1_NOK_2026_MPS_CvrLtr_Spn Wave 1_FunDir_2026_CvrLtr_Eng Wave 1_FunDir_2026_CvrLtr_Spn

2. Survey instrument (mark-sense/scantron form) NOK_2026_Nat.Cem_Survey_Eng NOK_2026_Nat.Cem_Survey_Spn NOK_2026_StTrib_Survey_Eng NOK_2026_StTrib_Survey_Spn NOK_2026_MPS_Survey_Eng NOK_2026_MPS_Survey_Spn FunDir_2026_Survey_Eng FunDir_2026_Survey_Spn

3. Outbound Mail Env_2026

4. Inbound BusRply Env_2026

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5. Self-Select Stuffer Sheet (Funeral Directors Only) FunDir_2026_StfrSht_Pg1_Eng FunDir_2026_StfrSht_Pg2_Eng FunDir_2026_StfrSht_Pg1_Spn FunDir_2026_StfrSht_Pg2_Spn

Wave 2 – Reminder Postcards (4 recipient types, 2 versions Spanish/English for a total of 8)

1. Reminder Postcard (English and Spanish) Wave2_NOK_2026_Nat.Cem_ReminderPC_Eng Wave2_NOK_2026_Nat.Cem_ReminderPC_Spn Wave2_NOK_2026_StTrib_ReminderPC_Eng Wave2_NOK_2026_StTrib_ReminderPC_Spn Wave2_NOK_2026_MPS_ReminderPC_Eng Wave2_NOK_2026_MPS_ReminderPC_Spn Wave2_FunDir_2026_ReminderPC_Eng Wave2_FunDir_2026_ReminderPC_Spn

Wave 3 – Surveys (4 recipient types, 2 versions Spanish/English for a total of 8)

1. Cover letter (English and Spanish) Wave 3_NOK_2026_Nat.Cem_CvrLtr_Eng Wave 3_NOK_2026_Nat.Cem_CvrLtr_Spn Wave 3_NOK_2026_StTrib_CvrLtr_Eng Wave 3_NOK_2026_StTrib_CvrLtr_Spn Wave 3_NOK_2026_MPS_CvrLtr_Eng Wave 3_NOK_2026_MPS_CvrLtr_Spn Wave 3_FunDir_2026_CvrLtr_Eng Wave 3_FunDir_2026_CvrLtr_Spn

2. Survey instrument (mark-sense/scantron form) NOK_2026_Nat.Cem_Survey_Eng NOK_2026_Nat.Cem_Survey_Spn NOK_2026_StTrib_Survey_Eng NOK_2026_StTrib_Survey_Spn NOK_2026_MPS_Survey_Eng NOK_2026_MPS_Survey_Spn FunDir_2026_Survey_Eng FunDir_2026_Survey_Spn

3. Outbound Mail Env_2026

4. Inbound BusRply Env_2026

5. Self-Select Stuffer Sheet (Funeral Directors Only)

FunDir_2026_StfrSht_Pg1_Eng FunDir_2026_StfrSht_Pg2_Eng FunDir_2026_StfrSht_Pg1_Spn FunDir_2026_StfrSht_Pg2_Spn

Wave 4 – Thank You and Reminder Postcards (4 recipient types, 2 versions Spanish/English for a total of 8)

1. Thank You Postcard (English and Spanish) Wave4_NOK_2026_Nat.Cem_ThankYouPC_Eng Wave4_NOK_2026_Nat.Cem_ThankYouPC_Spn Wave4_NOK_2026_StTrib_ThankYouPC_Eng Wave4_NOK_2026_StTrib_ThankYouPC_Spn Wave4_NOK_2026_MPS_ThankYouPC_Eng Wave4_NOK_2026_MPS_ThankYouPC_Spn

Page 7 of 11 Jacket 432-923

Wave4_FunDir_2026_ThankYouPC_Eng Wave4_FunDir_2026_ThankYouPC_Spn

***NOTE- The files for Outbound Mail Env., Inbound BusRply env., surveys, AND stuffer sheets are used for both Wave/Mailing 1 and Wave/Mailing 3 ****

GOVERNMENT TO FURNISH (GFM): Receive via email.

One (1) Purchase order.

Final files will be available per attachment.

Artwork: PDF and World files will be emailed.

Distribution List: Separate Microsoft Excel address data files via Secure File Transfer Protocol. The files will be clearly named to indicate which file is associated with which survey.

NOTE: If changes are made to the files furnished, during the proofing stage, at the agency's request, or per the specifications, the contractor must create a revised file with all changes incorporated therein for return to the FEMA agency after completion of the order.

BASIC CHECK OF FURNISHED MEDIA AND FILES: Prior to image processing, the contractor is responsible for performing a basic check (preflight) of the furnished publishing files to assure accurate output of the required reproduction image. Any errors, media damage or data corruption that might interfere with proper file imaging must be reported to the contract administrator in sufficient time to comply with the shipping schedule.

In addition, the contractor is responsible for creating or altering any necessary trapping, setting proper screen angles and screen frequency, and defining file output selection for the imaging devise being utilized. All furnished files must be imaged as necessary to meet assigned quality level.

RIGHTS ON DATA: The fonts provided (see GOVERNMENT TO FURNISH) are the property of the ordering agency and are provided for use on this contract only. Using the furnished fonts on any job other than the one for which the fonts were submitted violates copyright law. All fonts should be eliminated from contractor's archive immediately after completion of the production run.

IDENTIFICATION MARKS: Identification markings such as register marks, ring folios, rubber stamped jacket numbers, commercial identification marks of any kind, etc., including GPO imprint, form number, and revision date, carried on copy, electronic files, or film, 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 product(s) in accordance with these specifications.

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 (for content only) using the same Raster Image Processor (RIP) that will be used to produce the final printed product.

PDF proof will be evaluated for text flow, image position, and color breaks. Proof will not be used for color match.

E-Mailed proofs (marked with Jacket/Req. Number plus return name and E-Mail address) directly to the Agency at Brian.Mano@va.gov, John.Ampela2@va.gov, StephenC@ConsultVistra.com, LaToraH@ConsultVistr.gov and cduncan@gpo.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 (2) workdays from receipt at the Department to receipt in the contractor's plant.

-AFTER PDF APPROVAL-

mailto:Brian.Mano@va.gov mailto:John.Ampela2@va.gov mailto:StephenC@ConsultVistra.com mailto:LaToraH@ConsultVistr.gov

Page 8 of 11 Jacket 432-923

PRIOR TO PRODUCTION SAMPLES:

Prior to the commencement of production of the contract production quantity, the contractor shall submit fifteen (15) samples each mailing piece under Wave/Mailing 1 only to: MSG, 6801 Northpark Blvd. Ste. A, Charlotte, NC 28216, Attn: Mechelle Timmons and Ana Figueroa. Samples will be tested for conformance of materials and for construction.

Sample must be constructed as specified using the form, materials, equipment, and methods of production, which will be used in producing the final product. All samples shall be manufactured at the facilities in which the contract production quantities are to be manufactured.

Samples will be inspected and tested and must comply with the specifications in all respects. The container and accompanying documentation shall be marked PREPRODUCTION SAMPLES and shall include the GPO jacket, and purchase order. The samples must be submitted in sufficient time to allow Government testing of the samples and production and shipment in accordance with the shipping schedule.

The Government will approve, conditionally approve, or disapprove the samples within (3) 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 additional 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 sample submitted is at the contractor's risk. Samples will not be returned to the contractor. All costs, including the costs 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 be manufactured.

Contractor must also notify the ordering agency/GPO with tracking information on the same day that the proof ships/delivers via e-mail sent to Brian.Mano@va.gov and cduncan@gpo.gov. The subject line of this message shall be "PROOF Notice for Jacket #432-923, Req 5-25100/025323.

Prior to production samples will not be returned to contractor.

Contractor must call GPO Contract Compliance Section at 202-512-0520, or e-mail information to compliance@gpo.gov immediately upon sending/delivering proofs and immediately upon notification that the proofs are available for pickup at the department. Proofs will be withheld not more than (3) workdays from receipt in the department to when they are made available for pickup at the department. CONTRACTOR MUST RECEIVE PDF

PROOF APPROVAL BEFORE PROCEEDING TO PRIOR TO PRODUCTION SAMPLE, CONTRACTOR MUST

NOT PRINT PRIOR TO RECEIVING AN "OK TO PRINT" ON PRIOR TO PRODUCTION SAMPLE.

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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

Survey Cover Letter: JCP Code* G10, White, Bond, Basis Size 17 X 22”, Basis Weight 24 lb.

Survey Booklet: JCP Code* A60, Uncoated Text, White, Basis Size 25 X 38", 60 lbs.

Stuffer Sheet: JCP Code* G10, White, Bond, Basis Size 17 X 22”, Basis Weight 24 lb Reminder Postcard: JCP Code* L23, White, Uncoated Cover, Basis Size 20 X 26" 120 lb.

Thank You Postcard: JCP Code* L23, White, Uncoated Cover, Basis Size 20 X 26" 120 lb.

Outbound Mail window-envelope: JCP Code* V15, White Kraft Envelope, Basis Size 17 X 22", 32 lb.

Inbound Business Reply envelope: JCP Code* V20, Writing Envelope; White, Basis Size 17 X 22", 24 lb.

SCHEDULE TIME CRITICAL: Materials MUST be printed and placed in the mail on the date specified by schedule below.

This is a time-critical order. For the purpose of this contract, the provision in GPO Contract Terms Pub. 310.2 (Rev.

6-01) for schedule extensions does not apply. No automatic extensions of schedules will be made. All interested contractors must commit to the original schedule. Shipments must be made by a carrier that will guarantee delivery at destination within the specified schedule. Carrier's "targets" in lieu of "guaranteed" deliveries will not be acceptable.

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 additional 1,000 copies each. The price for additional quantities must be based on a continuing run, exclusive of all basic or preliminary charges, (i.e., running rate not including makeready) and will not be a factor for determination of award.

Mail Schedule:

Cohort 1-NOK-English and Spanish (Covers Next of Kin mailings for internments) Wave 1 Mail Date: 10/3/25 Wave 2 Mail Date: 10/31/25 Wave 3 Mail Date: 11/21/25 Wave 4 Mail Date: 12/5/25

Cohort 2-NOK-English and Spanish, FunDir-English and Spanish (Covers Next of Kin mailings for internments and FD Surveys for business activity executed by funeral homes) Wave 1 Mail Date: 1/9/26 Wave 2 Mail Date: 2/6/25 Wave 3 Mail Date: 2/27/26 Wave 4 Mail Date: 3/13/26

Contractor is 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.

DISTRIBUTION:

Contractor must notify the ordering agency on the same day that the product ships/delivers via e-mail sent to Brian.Mano@va..gov and cduncan@gpo.gov. The subject line of this message shall be Distribution Notice for Jacket 432-923, Requisition 5-25100/025323. 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.

https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/vol_13.pdf mailto:compliance@gpo.gov mailto:Brian.Mano@va..gov mailto:cduncan@gpo.gov

Page 10 of 11 Jacket 432-923

Mail f.o.b. Contractor’s City (using agency’s mailing permit) except for Priors and sample copies which must be delivered f.o.b. destination at contractor’s expense.

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

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 and Screen Tint Color Match Approved Priors/Pantone Match System P-10. Process Color Match Approved Priors/Furnished Electronic Files

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 11 of 11 Jacket 432-923

JACKET NUMBER BID PRICE: ADDITIONAL/M

Jacket 432-923: $_________________ Additional Rate: $________________

BID PRICE AFTER DISCOUNT: $______________

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 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 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)

THIS SECTION FOR GPO USE ONLY

Certified by: __________ Date: __________ Contracting Officer: __________ Date: __________ (Initials) (Initials)