547866S R1.pdf

Specifications by DLP Jacket 547-866 through 547-871, R-1 Page 1 of 10 REQ: 4-24099 through 4-24104

BID OPENING: Bids shall be opened virtually at 11:00 AM, Eastern Time (ET), on October 24, 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 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 (547-866S R1) and bid opening date (October 24, 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.

ISSUE DATE: October 22, 2024.

ANY QUESTIONS BEFORE AWARD CONCERNING THESE SPECIFICATIONS, CALL DENISE

PRZYBYLOWICZ AT (214) 767-0451, EXT. 7. NO COLLECT CALLS.

SPECIFICATIONS

U.S. Government Publishing Office (GPO)

Southcentral Regional Office

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 saddle-stitched pamphlets by the dates specified.

TITLE: 80-24-01 Federal Benefit Book

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

QUANTITY: 499,752 total copies.

Jacket 547-866, req 4-24099/022940: 5,102 copies (includes 4,500 copies printed with ISBN information) Jacket 547-867, req 4-24100/022941: 37,200 copies Jacket 547-868, req 4-24101/023049: 356,450 copies Jacket 547-869, req 4-24102/023066: 63,200 copies Jacket 547-870, req 4-24103/023067: 36,800 copies Jacket 547-871, req 4-24104/022962: 1,000 copies

TRIM SIZE: 5-1/4 x 8-1/4”

PAGES: 116 pages plus separate cover mailto:bids@gpo.gov mailto:bids@gpo.gov

Jacket 547-866 through 547-871 R1 Page 2 of 10

PRINTING: Cover and text pages print head-to-head, face and back in black. Covers 1, 2 and 4 copy is type, line matter, illustration, and grayscale photo. Cover 3 is blank. Cover 4 contains a return address and is set up as mailing page, printing head to side with Cover 3. NOTE: There may be six (6) blank pages in the provided file that will be in the back of the book. These are factored into the total page/cover count. Five (5) text pages and Cover 3.

NOTE: All copies for all jackets print common with the exception of the 4,500 GPO Sales copies on Jacket 547- 866 that have a plate change for Cover 4.

Contractor will print GPO sales instructions and an ISBN number and bar code on Cover 4, furnished as a separate file, on 4,500 copies marked for GPO Sales on Jacket 547-866. See Exhibit A.

For Sale Line instructions:

The 13-digit ISBN Number should be placed under the "For Sale By..." line, at the bottom of the back side of the first printed page in the book.

ISBN Barcode instructions:

The ISBN barcode must be printed in black ink at the bottom-right corner or bottom-center of Cover 4. The ISBN number must be printed in Human-Readable interpretation and bar coded using 3 of 9 (code 39) Bar Code System, non-contact reading in accordance with ISO-2108:2005.

ISBN Book and EAN Bar Code Markings: The specifications on the Book and EAN bar code symbology required on publications using the International Standard Book Number System are in accordance with the requirements established in the UPC Symbol Specifications Manual, January 1986. Position the bar code according to the furnished instructions.

BINDING: Saddle stitch in 2 places on the 8-1/4” side. Trim 3 sides. Score and fold cover parallel to the grain.

GOVERNMENT TO FURNISH:

- An Adobe Acrobat PDF file containing covers and text pages, a PDF for bar code, a VA packing slip and VA carton label, MS Excel Spreadsheets for distribution addresses, and Purchase Order.

Electronic Media: Files supplied - Adobe PDFs created using Adobe InDesign CC, all fonts are embedded, all bleeds are included, and graphics are linked.

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.

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., except 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

Jacket 547-866 through 547-871 R1 Page 3 of 10 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.

- Upon completion of this order, the contractor must furnish final production native application files (digital deliverable) and one "press quality" PDF file with the furnished media. Storage media must be MAC/PC compatible.

The digital deliverables must be an exact representation of the final product and shall be returned on the same type of storage media as was originally furnished. The Government will not accept, as digital deliverables, PostScript files, Adobe Acrobat Portable Document Format (PDF) files, or any proprietary file formats other than those supplied, unless specified by the Government.

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.

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 March 2019.

COVER: JCP L50, White Matte Cover, Basis Weight 65 lb., 20 by 26 inches, 500 sheets.

TEXT: JCP A60, White Uncoated Text, Basis Weight: 50 lb., 25 by 38 inches, 500 sheets.

INK: Black.

MARGINS: Adequate margins.

PROOFS: Contractor to email an Adobe Acrobat PDF proof to Customer on or before October 29, 2024. Email proof to Penny.Woods2@va.gov, dprzybylowicz@gpo.gov, and jhunt@gpo.gov.

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 and image position.

Contractor must call 214-767-0451, x7 to confirm receipt of proof, which will be evaluated within ONE (1) workday upon receipt.

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, therefore.

NOTE: The day the email is sent is not the first workday.

PACKING/LABELING: Standard pack is 100 pamphlets per box as destination quantities dictate. Pack suitably in cartons using supplied VA packing slip. Shipping containers must not exceed 30 lbs. when fully packed. Use only new corrugated or solid fiberboard containers with minimum bursting strength of 275 psi.

Must mark all VA cartons with VA labels as noted from file provided. Each label must accurately state what is included in each package/carton. Contractor may duplicate common information when printing labels and then customize for each specific carton.

Noncompliance with the packing and marking instruction will be cause for the Government to take corrective action in accordance with GPO Pub. 310.2, Contract Terms, revised January 2018.

mailto:Penny.Woods2@va.gov mailto:dprzybylowicz@gpo.gov mailto:dprzybylowicz@gpo.gov

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PALLETIZING: All motor freight shipments require pallets. Palletize in accordance with GPO Pub. 310.2, Contract Terms, revised January 2018.

SCHEDULE:

• Purchase Order and Government furnished material will be available for pick up from the U.S. Government Publishing Office, Southcentral Regional Office, on or before October 28, 2024.

• Deliver all soft proofs (PDF) on or before October 29, 2024.

• Ship all copies listed on Page 4 on or before November 29, 2024.

• Deliver all copies listed on Page 5 on or before December 1, 2024.

See Distribution for entire shipping and delivery schedule.

DISTRIBUTION: Contractor must notify the ordering agency on the same day that the product ships/delivers via e- mail sent to Penny.Woods2@va.gov, dbuckey@gpo.gov and jhunt@gpo.gov. The subject line of this message shall be "Distribution Notice for Jacket 547-866S: REQ: 4-24099 or jacket number/requisition for the delivery represented".

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.

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

Also, refer to Articles 5 and 6, Supplemental Specifications, GPO Contract Terms, Publication 310.2, revised January 2018.

SHIP THE FOLLOWING F.O.B. CONTRACTOR’S CITY on or before November 29, 2024:

Jacket 547-867 88 destinations including Puerto Rico.

------------------------------37,200 copies per distribution list

Jacket 547-868 74 destinations, including the Philippines, Germany and Puerto Rico.

-------------------------------356,450 copies per distribution list

Jacket 547-869 543 destinations, including Alaska, Hawaii, the Philippines and Puerto Rico.

-----------------------------63,200 copies per distribution list

MAILING REQUIREMENTS FOR ALL F.O.B CONTRACTOR’S CITY (JACKETS 547-867, 547-868 &547- 869): All mailing shall be made at the Standard Pre-Sort Rate using contractor reimbursable postage.

The contractor must pass entire address file against a USPS Code Accuracy Support System (CASS) certified software address hygiene program. Contractor's software must also be Presort Accuracy Validation and Evaluation (PAVE) certified. Contractor is responsible to meeting USPS move requirements by passing file against the National Change of Address Link (NCOA Link) file using a USPS Full-Service Provider.

The contractor’s mail processing software must correct addresses with the most current information from USPS databases. To provide the highest level of readability for the post office, the software must standardize abbreviations and fonts and add ZIP+4 codes and POSTNET barcodes. Contractor's software must be CASS certified through NCOA at least three times per year. The contractor must also utilize the Fast Forward program of the USPS to ensure the maximum possibility of all addressees receiving the letter sent to them.

All possible methods to determine if the mailing addresses are accurate must be utilized. Any addresses that are determined to be undeliverable must be pulled from the file. A report of address corrections and undeliverables must be completed and sent to Penny.Woods2@va.gov.

mailto:Penny.Woods2@va.gov,%20dbuckey@gpo.gov mailto:jhunt@gpo.gov.

mailto:Penny.Woods2@va.gov.

Jacket 547-866 through 547-871 R1 Page 5 of 10

All copies mailed must conform to the appropriate regulations in the U.S. Postal Service manuals for "Domestic Mail" or "International Mail", as applicable.

Certificate of Conformance: When using Permit Imprint Mail, the contractor must complete GPO Form 712 - Certificate of Conformance (Rev. 2-91), supplied by GPO and the appropriate mailing statement or statements, supplied by USPS.

DELIVER THE FOLLOWING F.O.B. DESTINATION on or before December 1, 2024:

Jacket 547-866 U.S. Department of Veterans Affairs Attn: Bronwyn Emmet, Terri Evans or Cherie Parker (202-740-6419) or (202-873-5178) 810 Vermont Ave., NW Washington, DC 20420 -------------------------------600 copies

USGPO - Laurel Publications Distribution Center c/o - Receiving - SALES- 051-000-00285-7 Attn: laurelpdc2@gpo.gov (202-512-2010 x33401) 8660 Cherry Lane, Ste #32 Laurel, MD 20707-4950 ------------------------------4,500 copies with ISBN barcode (Mark GPO Sales 051-000-00285-7 on all cartons)

U.S. Government Publishing Office Federal Depository Library Program Mail Stop: FDLP 44 H St., NW, Loading Dock Washington, DC 20401 Item No. _0988_ -----------------------------1 copy

Library of Congress U.S. Serials and Government Documents Section U.S. Anglo Division 101 Independence Avenue, SE, Stop 4276 Washington, DC 20540-4276 Marked: Depository File Copies -----------------------------1 copy

Jacket 547-870 U.S. Department of Veterans Affairs Attn: Warehouse (708)786-7763 SDC/EDOS – Forms and Pubs, Bldg. 37, Door 14 1st Avenue One Block North of 22nd St.

Hines, IL 60141 -------------------------------36,800 copies including 200 blue label copies

Jacket 547-871 Government Publishing Office Plant Operations Attn: Bob Forster (202-512-0207) C/O: VA 547-871 (Rayburn House copies) 44 H. Street, NW Washington, DC 20401 ---------------------------------1,000 copies mailto:laurelpdc2@gpo.gov

Jacket 547-866 through 547-871 R1 Page 6 of 10

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 Number of Ordered Sublots

500 - 3,200 50 3,201 - 10,000 80 10,001 - 35,000 125 35,001 and over 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 with the 37,900 copies going to the Hines, IL address under Jacket 546-606.

A copy of the 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 delaying the invoice.

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.

All GPO publications referenced in these specifications are available on the internet via the GPO website, https://contractorconnection.gpo.gov.

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 Specified Standard P-7 Type Quality and Uniformity Electronic File P-8 Halftone Match (single and double impressions) File Output

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

Jacket 547-866 through 547-871 R1 Page 7 of 10

OFFERS: Offers must include the cost of all materials and operations for each item listed in accordance with these specifications. In addition to a quantity for the price called for in these specifications, a price must also be submitted for each 1,000 printed copies at the same time as the initial order. The price for additional quantities must be exclusive of all basic or preliminary costs.

NOTE: Bidders are to fill out, sign/initial, and return pages 9 - 10.

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.

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 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 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.

NOTE: Contractors are expected to submit invoices within 30 days of job shipping/delivery.

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.

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

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COMPLIANCE REPORTING: Contractor must notify the ordering agency on the same day that the product ships/delivers via e-mail to Penny Woods (penny.woods@va.gov) and (compliance@gpo.gov). The subject line of this message shall be "Distribution Notice for Jacket XXX-XXX, Req. X-XXXXX". Use the appropriate jacket number and requisition number that applies to each delivery. 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.

mailto:compliance@gpo.gov

Jacket 547-866 through 547-871 R1 Page 9 of 10

CONTRACTOR NAME: _____________________________________________________________________

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

The city(ies) indicated above will be used for evaluation of transportation charges when shipment f.o.b. contractor’s city is specified. If no shipping point is indicated above, it will be deemed that the bidder has selected the city and state shown below in the address block, and the bid will be evaluated, and the contract awarded on that basis. If shipment is not made from evaluation point, the contractor will be responsible for any additional shipping costs incurred.

Jacket: 547-866 (5,102 copies) Bid Price $ ________________

Jacket: 547-867 (37,200 copies) Bid Price $ ________________

Jacket: 547-868 (356,450 copies) Bid Price $ ________________

Jacket: 547-869 (63,200 copies) Bid Price $ ________________

Jacket: 547-870 (36,800 copies) Bid Price $ ________________

Jacket: 547-871 (1,000 copies) Bid Price $ ________________

Additional rate per 1,000 books: $

(Initials)

(COMPLETE AND SUBMIT THIS PAGE WITH YOUR BID)

Jacket 547-866 through 547-871 R1 Page 10 of 10

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 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, including 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, 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)

(COMPLETE AND SUBMIT THIS PAGE WITH YOUR BID)

EXHIBIT A