547435.pdf

Specifications by TB Jacket 547-435 Reviewed by JB Department of Veterans Affairs (8320-01) Req. 4-24082

BID OPENING: Bids shall be opened virtually at 11:00 am, Eastern Time (ET), on July 2, 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 program 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.

ISSUE DATE: June 21, 2024

ANY QUESTIONS BEFORE AWARD CONCERNING THESE SPECIFICATIONS, CALL (214) 767-0451, EXT. 8

(TOM BACON).

SPECIFICATIONS

U.S. Government Publishing Office (GPO) Southcentral Region

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 (Rev. 09-19)).

PRODUCT: This specification is for proofing, printing, binding, packing and shipping of Printed Mats.

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 (1) calendar year from the date the check is tendered as final payment. All other provisions remain the same.

THE PREDOMINANT PRODUCTION FUNCTION FOR THIS PRODUCT IS PRINTING. THE

CONTRACTOR WHO IS AWARDED THIS CONTRACT MUST PERFORM THE FULL COLOR

PRINTING OF THESE MATS.

PREAWARD: Contractors under consideration for award will be required to send two product samples of Mats to be used for product approval before award. Approval/disapproval of samples will be made prior to award. Samples may be either printed or unprinted, but must be made with the same materials to be used in this procurement. Contractor to furnish one Preaward sample to each of the two addresses below receiving the Prior to Production samples. If not approved, the contractor will be declared non-responsible. Sample must arrive within 3 business days of being requested by GPO. IF SAMPLES ARE TO BE RETURNED, RETURN SHIPPING LABELS MUST BE PROVIDED.

TITLE: VCL Gun Cleaning Mat

QUALITY LEVEL: III Quality Assurance Through Attributes (GPO Pub 310.1, effective May 1979 (Rev. 09-19) applies.

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FIXED PRICE-INDEFINITE QUANTITY CONTRACT:

This is a fixed-price contract. The bidder 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 $1,744,375.00.

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

DETERMINATION OF AWARD: Award shall be made to the responsible bidder submitting a bid, whose bid specifies the most copies to be delivered to the Government for an all-inclusive, fixed-price total of $1,744,375.00.

Bidders 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 1,000 Printed Mats.

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.

PAGES: Face only

TRIM SIZE: 17 X 11”

DESCRIPTION: Printed Mats print via full color digital printing or dye sublimation consisting of high resolution color photos, solids, type, reverse type matter and line art, with uncommon bleeds on all edges. Reverse type must be clean and not filled in. See Page 8 for a visual.

Prints on a high quality, soft polyester fabric surface with a non-skid, Neoprene backer with a total thickness of 1/8” to 3/16”. Round all corners.

GOVERNMENT TO FURNISH: Adobe Acrobat PDF file, with fonts embedded and color mode CMYK, will be furnished at time of award.

ADDITIONAL INFORMATION:

- Contractor must have the ability to edit PDF files (when furnished by the Government).

- Contractor is not to request that electronic files provided be converted to a different format. If contractor wishes to convert files to a different format, the final output must be of the same or higher quality and at no additional cost to the Government.

- The contractor is cautioned that furnished fonts are the property of the Government and/or its originator. All furnished fonts are to be eliminated from the contractor's archive immediately after completion of the contract.

- Identification markings such as register marks, commercial identification marks of any kind, etc., GPO imprint, form number and revision date, carried in the electronic files, must not print on the finished product.

- 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 your contract administrator.

- The contractor shall create/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.

- When PostScript Files are not furnished - prior to making revisions, the contractor shall copy the furnished files and make all changes to the copy.

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.

High quality soft polyester fabric surface with a non-skid, Neoprene backer. Total thickness of 1/8” to 3/16”.

Jackets 547-435 Page 3 of 9

INK: Full Color Digital Printing or Dye Sublimation (Contractor’s option)

MARGINS: Uncommon bleeds on all edges.

PROOFS: Adobe Acrobat PDF and prior to production samples required.

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. Contractor must call Tom Bacon at 214-767-0451 x8 to confirm receipt.

Email proofs on or before July 22, 2024.

The proofs will be checked for quality and compliance with these specifications, approved or approved with comments and the contractor will be notified within TWO (2) workdays after receipt. If, in the opinion of the GPO and/or Department, the proofs are not a true representation of the furnished copy or contain noticeable defects they will be rejected must be corrected and reproofed at no additional expense to the Government. The schedule stated elsewhere in these specifications CANNOT be extended to allow for such reproofing.

Email proofs to Matthew.Sigurdson@va.gov and tbacon@gpo.gov. GPO jacket number 547-435 must appear on all correspondence.

After the PDF proof is approved, contractor will furnish TEN (10) prior to production samples as follows:

Prior to the commencement of production of the contract production quantity, the contractor must provide TEN (10) prior-to-production samples no later than August 1, 2024. Each prior-to-production sample must be constructed as specified using the form, ink, equipment, and methods of production which will be used in producing the finished product. Fabric and mat material used for samples must be of the size, kind and quality the contractor will furnish for the full production quantity.

The Government will approve, conditionally approve, or disapprove the samples within TWO (2) 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.

mailto:Matthew.Sigurdson@va.gov

Jackets 547-435 Page 4 of 9

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

If any contractor's errors are serious enough in the opinion of the GPO to require revised proofs, the revised proofs are to be provided at no expense to the Government. No extra time can be allowed for this reproofing; such operations must be accomplished within the original production schedule allotted in the specifications.

Contractor is responsible for all costs incurred in the delivery and pickup of proofs. It is the responsibility of the CONTRACTOR to make the necessary pickup arrangements when notified that the reviewed proofs are available. If an overnight delivery carrier (i.e. UPS or Fed Ex) is to be used, the contractor MUST include a fully completed return airbill (prepaid by the contractor) with the delivered proofs.

NOTE: The date of receipt by the Government is NOT considered the first workday.

Prior to production samples must be delivered to the two locations below. Contractor must send tracking info upon shipping of samples to Matthew.Sigurdson@va.gov and tbacon@gpo.gov.

Corey Terhune 376 East St Canandaigua, NY 14424 (585-233-0441) ------- 5 prior to production samples.

Witney Phoenix James 18037 Marsh Pine Rd Dumfries, VA 22026 (703-565-4869) ------- 5 prior to production samples.

CONTRACTOR MUST NOT PRINT PRIOR TO RECEIVING AN "OK TO PRINT" FOR THE PRIOR TO

PRODUCTION SAMPLES.

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.

BINDING: Round all corners.

SCHEDULE:

• Purchase Order and Government furnished material will be emailed to the contractor on or before July 17, 2024.

• Submit TWO (2) Pre-award samples on or before July 8, 2024.

• Deliver all soft proofs (PDF) on or before July 22, 2024.

• Deliver prior to production samples or before August 1, 2024.

• Deliver 25% of the Printed Mats on or before September 3, 2024.

• Deliver balance of the Printed Mats on or before October 8, 2024.

NOTE: Contractor must notify the ordering agency on the same day that the product ships/delivers via e-mail to Matthew.Sigurdson@va.gov and compliance@gpo.gov. The subject line of this message shall be "Distribution Notice for Jacket 547-435, Req 4-24082/022495". The notice must provide all applicable tracking numbers, shipping method, and title.

PACKING/LABELING: Shrink wrap in units of 50. Contractor MUST use supplied packing/shipping label. Errors on packing label to be corrected at vendor’s expense. Pack in suitable standard cartons not to exceed 30 pounds.

See Page 9 for images of supplied shipping label.

mailto:tbacon@gpo.gov mailto:compliance@gpo.gov

Jackets 547-435 Page 5 of 9

Palletizing: Contractor will be required to furnish pallets for bulk shipments in shipping containers when the containers fill 2 layers or more on the pallet. Except for size, pallets must conform with Federal Specifications NN-P- 71c, dated September 10, 1973 and any amendments thereto, as follows:

Type III (4-way (partial), flush, assembled, nonreversible). Size L 1 020 x W 1 220 mm (L 40 x W 48"), Full entry must be on the 1 220 mm (48") width. Group II (medium density wood) or Group III (high density wood), at contractor's option.

Fasten with straps over edge protectors when the containers fill more than 1 layer on the pallet. Pallets shall be suitably packed so as to insure acceptance and safe delivery by common carriers to the point of delivery. Maximum height (including pallet) 1 190 mm (47"). Pack flush to corners, no overhang permitted at any edge. Voids must be to the interior of the pallet. Pack with care. Loaded pallets may be stored 2 high at destination.

All containers on pallets must be secured to prevent containers from shifting when pallets are hoisted to a high shelving area.

DISTRIBUTION: F.O.B. destination.

U.S. Department of Veterans Affairs SDC/EDOS - Forms and Pubs Bldg. 37, Door 14 1st Avenue One Block North of 22nd St.

Hines, IL 60141 (708)786-7763

Depot receives freight on pallets between the hours of 7:00 - 14:00 Central Standard Time.

*** Notice of Tracking Number REQUIRED upon shipping. ***

COMPLIANCE REPORTING: Contractor must notify the ordering agency on the same day that the product ships/delivers via e-mail to Matthew.Sigurdson@va.gov and compliance@gpo.gov. The subject line of this message shall be "Distribution Notice for Jacket 547-435, Req 4-24082/022495. 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.

QUALITY ASSURANCE THROUGH ATTRIBUTES: The bidder agrees that any contract resulting from bidder’s offer under these specifications shall be subject to the terms and conditions of GPO Pub. 310.1 “Quality Assurance Through Attributes – Contract Terms” in effect on the date of issuance of the invitation for bid. GPO Pub 310.1 is available at https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/qatap-rev-09-19.pdf

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

(c) 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 Specified Standard Alternate Standard* P-7 Type Quality and Uniformity Approved Prior to Production Samples Electronic Media P-10. Process Color Match Approved Prior to Production Samples File Output

*In the event that the Specified Standard is waived, the Alternate Standard will serve as its replacement.

NOTE: Prior to award, contractor may be required to provide information related to specific equipment that will be used for production.

mailto:compliance@gpo.gov

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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 printed copies at the same time as the original order. The price of the additional quantities must be based on a continuing run, exclusive of all basic or preliminary charges (but will include shipping), and will NOT be a factor for determination of award.

BID SUBMISSION: Bidders MUST submit email bids to bids@gpo.gov for this solicitation. No other method of bid submission will be accepted at this time.

The Jacket number (547-435) and bid opening date (July 2, 2024) must be specified in the subject line of the emailed bid submission. Bids received after the bid opening time/date specified above will not be considered for award.

NOTE: Bidders are to fill out, sign/initial, and return page 7.

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.

PRE-AWARD SURVEY: In order to determine the responsibility of the prime contractor or any subcontractor, the Government reserves the right to conduct an on-site preaward 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 supplier(s) of fabric mats

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 receiving payment. 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/agency/billing-and-payment.

mailto:bids@gpo.gov http://winapps.access.gpo.gov/fms/vouchers/barcode/instructions.html https://www.gpo.gov/how-to-work-with-us/agency/billing-and-payment

Jackets 547-435 Page 7 of 9

CONTRACTOR:

SHIPMENT(S): Shipments will be made from: City , State

SCHEDULE OF PRICES: Quantity ___________________________ Price $1,744,375.00

A cost must be submitted for each additional 1,000 Printed Mats.

Additional 1,000 Printed Mats $_______________

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).

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.

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

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 Page 7, which includes “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.

(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: Contracting Officer:

(Initials and Date) (Initials and Date)

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