500-068 RFB.pdf

Page 1 of 8 500-068 (7-00101) Specifications by: RW Reviewed by: TN

U.S. Government Publishing Office Government Publishing & Print Procurement General Terms, Conditions, and Specifications

For the procurement of Vet Center Outreach Material

As requested from U.S. Government Publishing Office (GPO) by the U.S. Department of Veterans Affairs

BID OPENING: Bids shall be opened virtually at 1:00 PM, Eastern Time (ET), on October 21, 2026, 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.

For information regarding the solicitation requirements prior to award, please contact Russ Ward 757-490-7940 Ext.

7 or wward@gpo.gov .

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.

Bidders are to fill out, sign/initial, as applicable, Page 8.

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

1. Illegibility of bid.

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

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

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

Any questions before or after award concerning these specifications call Russ Ward at (757) 490-4940, Ext. 7.

No collect calls. Email: wward@gpo.gov.

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 1,000 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.

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

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

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Reviewed by: TN

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.

NOTE: Prior to award the apparent low vendor must be able to show ability to produce the product in question and may be asked to supply samples of similar items.

PAYMENT: PLEASE SUBMIT BILLING PACKAGES WITHIN 15 DAYS OF DELIVERY.

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

MODIFICATIONS: If any additional costs are incurred during the production of this job due to Government action (i.e. AAs), contractor is REQUIRED to submit written request to the Printing Specialist for written approval BEFORE proceeding.

Only a warranted GPO Contracting Officer acting within their appointed limits, has the authority to issue modifications or otherwise change the terms and conditions of this contract. If an individual other than the GPO Contracting Officer attempts to make changes to the terms and conditions of this contract, you shall not proceed with the change and shall immediately notify the GPO Contracting Officer. Proceeding with any work not authorized by the GPO Contracting Officer will be at the Contractor’s own risk.

SUBCONTRACTING: The predominant production function is Printing. This function may NOT be subcontracted for the Six (6) unique paper printed materials (Posters, Pocket Folders, Brochures (2 versions), Cards (2 Versions) all paper printed materials must be completed onsite by the awarded contractor. Contractors who subcontract with this function will be declared not responsible.

If needed the Two (2) Banner products may be subcontracted.

GOVERNMENT IN-PLANT INSPECTIONS: The Government reserves the right to have Government representative(s) inspect any operation under this contract at the start of its production and at any time during production. In addition to the inspections indicated, the Government reserves the right to inspect all stages of production.

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CONTRACTOR TO FURNISH: All materials and operations, other than those listed under "Government to Furnish," necessary to produce the product in accordance with these specifications.

GOVERNMENT TO FURNISH: PDF file posted to printers FTP site upon award.

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 wward@gpo.gov .

The contractor shall create or alter 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.

PRODUCT: 6 unique products to include Posters, Pocket Folders, Brochures (2 versions), Cards (2 Versions), & Banners.

TITLE: Vet Center Outreach Material

QUANTITY: 447,539 total pieces, see description of quantity of each product.

PAGES: See Description for each product.

TRIM: See Description for each product.

DESCRIPTION: Six (6) unique products all paper printed materials (Posters, Pocket Folders, Brochures (2 versions), Cards (2 Versions)) must be completed onsite by the awarded contractor. Two (2) Banner products may be subcontracted to if needed.

Posters:

18" x 24" JCP Code L70, Coated One-Side Cover (C1S), 10pt.

4CP + Bleed One Side Only Quantity: 1,445.

May be delivered in tubes / rolled.

Vet Center Pocket Folder:

Flat: 19.5" x 16" folded to 9" x 12" folders, with two 4-inch inside pockets. Die cut 4 diagonal slits on left inside pocket suitable for holding standard size business cards. Push glue line to inside edge to prevent papers from catching on the glue knockouts.

JCP Code L12, No. 2 Gloss-Coated Cover or equivalent, Basis Size 20 X 26" 130# 4CP with Gloss Aqueous Coating One Side Only flat.

Shrink wrap: 25 per pack Quantity: 41,100.

Vet Center Brochures (English version & Spanish version):

24" x 8" – Score and fold to 8" x 8" Trifolds 2 pages – Head-to-Head JCP L50, White, Matte-Coated Cover 80# 4CP + Bleed Shrink wrap: 25 per pack Quantity: English 207,000; Spanish 44,000 = 251,000 Total

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Reviewed by: TN

Referral Cards:

3.5" x 10" 2 pages -- Head-to-Head JCP Code* L10, Gloss-Coated Cover, Basis Size 20 X 26" 100# 4CP + Bleed Perforate along dotted line shown on the artwork.

Shrink wrap: 50 per pack Quantity: English 118,000; Spanish 35,500 = 153,500.

Retractable Banners with display hardware Prints face only with type/rule matter, images, screens, solids, and agency logo in 4-color process; Image size is approximately 35 x 83" with full bleeds. Heavy ink coverage. Must use Matte UV ink. Print on white 15 oz. super smooth blockout vinyl banner material.

Blade Lite Premium retractable banner Aluminum Anodized coated base (silver), with Leveling Foot, telescoping pole (3 pieces), and padded carry bag with shoulder strap. Banners must be installed in display hardware.

Individual carton box Quantity: 206 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 five calendar years from the date the check is tendered as final payment. All other provisions remain the same.

Tabletop Retractable Banners with display hardware Prints face only with type/rule matter, images, screens, solids, and agency logo in 4-color process; Image size is approximately 12 x 17" with full bleeds. Heavy ink coverage. Must use Matte UV ink. Print on white 15 oz. super smooth blockout vinyl banner material.

Blade Lite Premium retractable banner Aluminum Anodized coated base (silver), with Leveling Foot, telescoping pole (3 pieces), and padded carry bag with shoulder strap. Banners must be installed in display hardware.

Individual carton box Quantity: 288 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 five calendar years from the date the check is tendered as final payment. All other provisions remain the same.

STOCK/PAPER: See Description for each product.

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 All paper used in each copy must be of a uniform shade and all paper must have the grain parallel to the fold.

COLOR OF INK: See Description for each product.

MARGINS: See Description for each product.

BINDING: See Description for each product.

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Reviewed by: TN

PROOFING:

PDF Proof for all items 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. Include REMINDER that agency can keep proof One (1) workdays. Date of receipt is NOT considered first workday.

Contractor must call Tun Hla at 202-615-7388 to confirm receipt. Email PDF to: tun.hla@va.gov & wward@gpo.gov .

Digital Content Proofs: Posters, Pocket Folders, Brochures (both versions), Referral Cards (both versions).

One set of digital color content proofs for Posters, Pocket Folders, Brochures (both versions), Referral Cards (both versions).

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

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

Proofs to be provided on the requested final stock. Proofs will be held up to 3 days.

Furnished proof label (GPO Form 892) must be filled in by the contractor and used on all proof packages.

Prior to Production Proofs: Retractable Banners and Tabletop Retractable Banners.

Prior to Production sample to be printed on actual material, inserted into banner stand with soft carrying case to review print, material quality and functionality. Each completed sample will be tested for usage on the specified equipment and/or for construction. 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 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 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.

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PACKING and SHIPPING:

Contractor to pack in cartons with suitable and equal amounts in each carton, not to exceed 45 lbs.

Cartons must be 275 psi busting strength. Inner packages require labels.

Pack all items so they cannot be damaged in transit.

Pallets of 40” x 48” assembled flush with 4 stringers Pallets must be 4-way (partial) with full entry on 48” width Cartons must be fastened securely to pallets Height of full pallet must not exceed 55” Cartons must be packed solidly; not to exceed 45lbs.

LABELING AND MARKING: Each package or carton must be labeled. Each pallet must be labeled. The label MUST indicate full title, quantity, Jacket number, and total number of boxes shipped, i.e. 1 of 10. White labels with black image of bold, 1/4" height entries.

Label and mark in accordance with GPO Contract Terms (GPO Pub. 310.2).

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.

All inner packages must be labeled, not marked, with label entries in bold characters at least 5 mm (3/16") high.

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

Quantity Ordered Number of Sublots 41,100 Pocket Folders 200 207,000 Brochures (English) 200 44,000 Brochures (Spanish) 200 118,000 Referral Cards (English) 200 35,500 Referral Cards (Spanish) 200

These randomly selected copies must be packed separately and identified by a special label, GPO Form 2678 Departmental Random Copies (Blue Label), which must be printed on blue paper and affixed to each affected container. This form can be downloaded from GPO.gov. The container and its contents shall be recorded separately on all shipping documents and sent in accordance with the distribution list.

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

A copy of the signed Certificate of Selection of Random Copies must accompany the invoice sent to U.S. Government Publishing Office, Financial Management Service, for payment. Failure to furnish the certificate may result in delay in processing the invoice.

NOTIFICATION OF SHIPMENT: Contractor must notify the ordering agency on the same day that the product ships/delivers via e-mail sent to tun.hla@va.gov , wward@gpo.gov, compliance@gpo.gov The subject line of this message shall be Distribution Notice for Jacket 500-068, Vet Center Outreach Material, Req # 7-00101. The notice must provide all applicable tracking numbers, and shipping method. Contractor must be able to provide copies of all delivery and shipping receipts upon agency request.

DISTRIBUTION:

Proofs: Ship by traceable means all content and prior to production samples to:

Lowell Vet Center Attn: Tiffany Lever 10 George Street Lowell, MA 01852-2241 Contractor is to advise agency if proofs are needed to be returned.

Contractor is to provide return shipping labels for any proof that is required to be returned.

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Delivery of final products:

Ship by traceable means. All expenses incidental to picking up and returning materials and samples must be borne by the contractor.

F.O.B. DESTINATION – CONTRACTOR PAYS THE FREIGHT TO DELIVER. INSIDE DELIVERY MUST.

Deliver to 277 addresses in quantities per attached distribution list.

Each address to receive various quantity of products Upon shipping, vendor must return the distribution list with the tracking numbers added.

ALL Shipping costs MUST be included in the total bid price.

SCHEDULE: Adherence to this schedule must be maintained. See "Notice of Compliance with Schedules”, in GPO Pub. 310.2.

Purchase Order and high-resolution files posted to printers FTP site upon award will be ready for pickup no later than October 23, 2026.

Unscheduled material such as shipping documents, receipts or instructions, delivery lists, labels, etc., will be furnished with the order or shortly thereafter. In the event such information is not received in due time, the contractor will not be relieved of any responsibility in meeting the shipping schedule because of failure to request such information.

Delivery (to arrive at destination) by December 11, 2026, by 2pm local time.

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

Product Quality Levels:

Product Quality Levels:

(a) Printing (form related) Attributes--Level 3

(b) Finishing (item related) Attributes -- Level 3

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 Proof P-8. Halftone Match (Single and Double Impression) Government Furnished File P-9. Solid and Screen Tint Color Government Furnished File P-10. Process Color Match Government Furnished File

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Bidders must fill out this page and return it.

Bids offered F.O.B. Destination

BID PRICE: $ ADDITIONAL RATE: $ PER M

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 completed copy of all applicable pages that include the Jacket Number, Bid Price, Additional Rate, Discounts, Amendments, Bid Acceptance Period, and Bidder’s Name and Signature. 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.

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

(Street Address)

(City – State – Zip Code)

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

(Person to be Contacted) (Telephone Number) (Email)

THIS SECTION FOR GPO USE ONLY

Certified by: Date: Contracting Officer: Date:

(Initials) (Initials)

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