441-255_Solicitation.pdf

Specifications by PL Jacket 441-255 Page 1 of 8 Veteran Affairs Reviewed by SG Requisition 6-00212/26

BID OPENING: Bids shall be opened virtually at 11 am Eastern Time (ET), on 10/27/26, 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 8.

For information regarding the solicitation requirements prior to award please email Pamela Longshore at plongshore@gpo.gov. For contract administration after award, contact Pamela Longshore at 202-512- 0098.

ADDITIONAL EMAILED 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. 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.

This function may NOT be subcontracted. Contractors who subcontract this 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.

QUANTITY: FIXED PRICE - INDEFINITE QUANTITY CONTRACT FOR COIL/SPIRAL BOUND

BOOKS.

mailto:bids@gpo.gov mailto:plongshore@gpo.gov 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 8 Jacket 441-255

QUOTATIONS: This is a fixed-price contract. The offeror submitting a response shall bid the maximum quantity, inclusive of all costs (including non-reimbursable mail or freight, if applicable), that shall be delivered to the Government per the specification requirements for a total of $222,200.00.

Quotations shall include the cost of all materials and operations for the total quantity ordered. Quotations shall be prepared in conformance with the Schedule of Prices.

DETERMINATION OF AWARD: Award shall be made to the responsible offeror submitting a bid, whose bid specifies the most copies to be delivered to the Government for an all-inclusive, fixed-price total of $222,200.00. Offerors submitting responses to this solicitation shall submit a total quantity - for the fixed price. In the event of a tie quantity, award shall be determined by the lowest, total per-unit price after application of prompt payment discount and Buy American Act factoring (if applicable). In the event there is still a tie, the contract will be awarded in accordance with the GPO Printing Procurement Regulations, Chapter XII. Additionally, the bid shall include separate unit pricing for each additional 1000 copies.

SCHEDULE OF PRICES:

QUANTITY Price

Total copies: __________ = $222,200.00.

A cost must be submitted for each additional per 1000 copies.

Additional per 1000 copies $____

If author's alterations are made during the proofing stage, the total quantity may be decreased in accordance with the contractor's submitted additional rate to offset the cost of the author's alterations.

SUBMISSION OF QUOTES: Potential offerors shall email bid to bids@gpo.gov with the fixed price of $222,200.00 plus the quantity that their company will produce for the fixed price. Additionally, a cost must be submitted for each additional 1000 copies.

PRODUCT: Spiral Bound Workbook

TITLE: MOVE! Workbook fy26

QUANTITY: TBD Spiral Bound books.

TRIM SIZE:

Constructed size: 8-1/2 x 11” - collate Cover and Text, Spiral bind on 11” side.

Cover: 8-1/2 x 11” Text: 8-1/2 x 11”

PAGES: 244 Pages plus a separate 2 piece cover.

GOVERNMENT TO FURNISH: via email and GPO File Sharing after award.

One (1) Purchase Order One (1) PDF file for production.

One (1) PDF file of packing Label.

Contractor to download from GPO.gov:

GPO Form 892C (R. 12/17) Proofs.

mailto:bids@gpo.gov

Page 3 of 8 Jacket 441-255

GPO Form 917 (Certificate of Selection).

GPO Form 2678 (Departmental Random Copies-Blue Labels).

Contractor to 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.

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 (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 eric.allen@va.gov, and cc: plongshore@gpo.gov. Contractor must call GPO Contract Compliance Section at (202) 512-0520 immediately upon E-Mailing proof and immediately upon receiving the returned proof (or OK E-Mail) back from the Department. Proof will be withheld not more than (2) workdays from receipt at the Department to receipt in the contractor's plant.

AFTER EMAIL PROOFS APPROVAL

One (1) set of digital color content proofs for entire bound workbook. Direct to plate must be used to produce the final product with a minimum of 2400 x 2400 dpi. Proof must be created using the same Raster Image Processor (RIP) that will be used to produce the product. Proofs shall be collated with all elements in proper position (not pasted up), imaged face and back, trimmed and folded to the finished size of the product.

PLUS

One (1) set of inkjet proofs that are G7 profiled and use pigment-based inks. A proofing RIP that provides an option for high quality color matching (such as Device Links Technology and/or ICC Profiles Technology), and meets or exceeds industry tolerance to ISO 12647-7 Standard for Graphic Technology (as of 3/19/09, and future amendments) must be utilized plus GRACoL 2006 Coated #1 specifications (CGATS TR006) must be achieved. Output must be a minimum of 720 x 720 dpi on a GRACoL or SWOP certified proofing media. Proofs must contain the following color control strip to be evaluated for accuracy: IDEAlliance ISO 12647-7 Control Strip 2009 or 2013(i1).

mailto:eric.allen@va.gov mailto:plongshore@gpo.gov

Page 4 of 8 Jacket 441-255

Proofs must contain color control bars (such as Brunner, GATF, GRETAG, or RIT) for each color of ink on the sheet. Control bars must be placed parallel to the press’s ink rollers and must show areas consisting of minimum 1/8 x 1/8 solid color patches; tint patches of 25, 50 and 75%; dot gain scale; and gray balance patches for process color (if applicable). These areas must be repeated consecutively across the sheet.

The make and model number of the proofing system utilized shall be furnished with the proofs. These proofs must contain all elements, be in press configuration, and indicate margins. Proofs will be used for color match on press. Direct to plate must be used to produce the final product with a minimum of 2400 x 2400 dpi.

Deliver one (1) of each proof via traceable means to: Covington, IN 47932 (Full residential address to be provided upon award). 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 eric.allen@va.gov, and cc:

plongshore@gpo.gov. The subject line of this message shall be "PROOF Notice for Jacket# 441-255, Req# 6-00212/26". Proof will be withheld not more than (2) workdays from receipt in the department.

CONTRACTOR MUST NOT PRINT PRIOR TO RECEIVING AND "OK TO PRINT".

**AFTER THE PROOFS ARE APPROVED, CONTRACTOR CAN PRODUCE EVERYTHING BUT

FINAL BINDING.

PRIOR TO BIND SAMPLES: Prior to binding of the total production quantity, the contractor must submit one fully completed advance sample copy for final approval. The contractor is cautioned that in the event of rejection or alteration of the advance sample, the GPO will consider production costs only up to and including printing. If the contractor continues production beyond copying without the approval of the Agency, they do so at their own risk. Send one (1) sample via traceable means to: Covington, IN 47932 (Full residential address to be provided upon award). Contractor must call GPO Contract Compliance Section at (202) 512-0520 immediately upon sending/delivering proofs and immediately upon notification that the proofs are available for pickup at the department. Sample will be withheld not more than 2 workdays from receipt in the department to when they are made available for pickup at the department. CONTRACTOR MUST NOT BIND FULL ORDER PRIOR TO RECEIVING AN "OK TO BIND ". After the sample is approved, the sample will not be returned and an approved to bind will be given and production may start.

All samples shall be manufactured at the facilities in which the contract production quantities are to be 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-standards-pdf-files/vol_13.PDF.

COVER:

JCP Code* L11, White No. 1 Gloss Coated Cover, Basis Size 20 X 26", Basis Weight, 80 lb.

TEXT:

JCP Code* A260, White Silk / Dull-Coated Text, Basis Size 25 X 38", Basis Weight, 70 lb.

DIGITAL PRINTING IS NOT ACCEPTABLE

mailto:eric.allen@va.gov mailto:plongshore@gpo.gov https://www.gpo.gov/docs/default-source/forms-standards-pdf-files/vol_13.PDF https://www.gpo.gov/docs/default-source/forms-standards-pdf-files/vol_13.PDF

Page 5 of 8 Jacket 441-255

Covers 1, 3 & 4 and 244 text pages print head-to-head in four color process, with type/rule matter, logos, illustrations, photos, solids, screens and some type reversing out to appear white. Uncommon bleeds throughout. Cover 2 is blank.

After printing, flood coat Covers 1 & 4 with a clear, non-yellowing satin aqueous coating.

WARRANTY: Contract Clause 15, "Warranty", of GPO Contract Terms (GPO Publication 310.2, effective December 1, 1987 (Rev. 01-18)) is amended for the solicitation to the effect that the warranty period is EXTENDED from 120 days to one calendar year from the date the check is tendered as final payment. All other provisions remain the same.

BINDING: Collate covers and all text pages. Punch covers and text suitably along left 11" dimension and bind with black plastic spiral binding (equal to plastikoil) of suitable size and capacity. Spiral bind with 5/8” setback for the binding. Publication must lie flat when open. Must ensure that no type matter will be cut off by the coil binding.

PACKING / LABELING:

Noncompliance with the packing and marking instructions will be cause for the Government to take corrective action in accordance with GPO Pub. 310.2. Label in accordance with GPO Contract Terms.

Contractor MUST use supplied VA packing/shipping labels.

Cartons not to exceed 30 pounds each when full.

No loose items in cartons are permitted. Include sufficient inner packaging in submitted price. Ensure sufficient inner packaging to ensure no damage occurs during shipping.

At the Government’s option, any items damaged during production or shipping may be required to be re-fulfilled in an expedited manner, including expedited handling, expedited production, and expedited shipping. Or, contractor may be required to waive the cost of any items received in damaged condition.

Mark/label each shipping container with the Requisition No., Jacket number, and title, corresponding to contents.

PALLETIZING: Contractor will be required to furnish pallets, for bulk shipments, in shipping containers, when the containers fill two or more layers on the pallet. Palletize in accordance with GPO Pub. 310.2.

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:

Page 6 of 8 Jacket 441-255

ATTRIBUTE SPECIFIED STANDARD

P-7. Type Quality and Uniformity Approved Priors / Furnished Electronic Files P-10. Process Color Match Approved Priors / Furnished Electronic Files

DISTRIBUTION: Deliver F.O.B. Destination

Contractor must notify the ordering agency on the same day that the product ships/delivers via e-mail sent to eric.allen@va.gov, and cc: plongshore@gpo.gov. The subject line of this message shall be "Distribution Notice for Jacket 441-255, Requisition 6-00212/26”. The notice must provide all applicable tracking numbers, shipping methods, and Title. Contractor must be able to provide copies of all deliveries, mailing, and shipping receipts upon agency request.

Deliver TBD Workbooks (includes 200 Departmental Random "Blue Label" Copies) via traceable means to: Department of Veterans Affairs, SDC/EDOS - Forms and Pubs, Bldg. 37, Door 14, 1st Avenue one Block N. of Cermak, Hines, IL 60141, Delivery Phone: 708-786-7763.

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/docs/default-source/forms-and-standards-files-for-vendors/form917.pdf?sfvrsn=2

SCHEDULE: Purchase order and GFM will be available no later than 10/30/26 via email.

Delivery to arrive by December 1, 2026.

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.

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.

mailto:eric.allen@va.gov mailto:plongshore@gpo.gov https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/form917.pdf?sfvrsn=2

Page 7 of 8 Jacket 441-255

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 8 of 8 Jacket 441-255

JACKET NUMBER: 441-255

BID PRICE: ADDITIONAL/M

Total copies: _____________ $_______________ $______________

DISCOUNTS: Discounts are offered for payment as follows: ________Percent, ________calendar days.

See Article 12 “Discount” of solicitation Provision in GPO Contract Terms (Publication 310.2).

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

BID ACCEPTANCE PERIOD: In compliance with the above, the undersigned agree, if this bid is accepted within calendar days (60 calendar days unless a different period is inserted by the bidder) from the date for receipt of bids, to furnish the specified items at the price set opposite each item, delivered at the designated points(s), in exact accordance with specifications. NOTE: Failure to provide a 60 day bid acceptance period may result in expiration of the bid prior to award.

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

Contracting Officer Review: ___________Date: ___________ Certifier: _________Date: ___________ (Initials) (Initials)

Deliver TBD Workbooks (includes 200 Departmental Random "Blue Label" Copies) via traceable means to: Department of Veterans Affairs, SDC/EDOS - Forms and Pubs, Bldg. 37, Door 14, 1st Avenue one Block N. of Cermak, Hines, IL 60141, Delivery Phone: 708-...