618-395 - 618-402 Specifications.pdf

618-395 thru 618-402 (5-25014)

Specifications by TN

Reviewed by WL Page 1 of 7

U.S. Government Publishing Office (GPO)

Midatlantic Region General Terms, Conditions, and Specifications

For the procurement of VA Welcome Kits

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

BID OPENING: Bids shall be opened virtually at 11:00 AM, Eastern Time (ET), on November 27, 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.

For information regarding the solicitation requirements prior to award, please contact Theresa Nagel 757-490- 7940 Ext. 3 or tnagel@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 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.

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 (pgs. 9) 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.

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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 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

PREAWARD SURVEY: In order to determine the responsibility of the prime contractor, 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)

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: 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

Vendors are expected to submit invoices within 15 days of job shipping/delivery.

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MODS: 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. Must be printed on a press capable of printing Four colors (four printing units) in a single pass. Bidders who must subcontract this operation will be declared non-responsible.

PRODUCT: Each Kit to have 4 items - One Pocket-Folder, a 20-plus cover page booklet, 20 Fact Sheet inserts and a single page shipping instruction to be placed only inside the shipping cartons.

QUANTITY: JKT 618-395: QTY 40,000 Kits, JKT 618-396: QTY 1,000 Kits, JKT 618-397: QTY 500 Kits, JKT 618-398: QTY 300 Kits, JKT 618-399: QTY 1,000 Kits, JKT 618-400: QTY 200 Kits, JKT 618-401: QTY 1,000 Kits, 618-402 QTY 1,650 kits.

Total Kits: 45,650 kits.

TITLE: VA Welcome Kits

PAGES: Pocket Folders; 4 Pages (head to head), 20 Facts Sheets, Welcome Guide: 20 pages plus 4 page cover (head to head), Shipping Instruction Sheet print One side only.

TRIM: Pocket Folders; 19 -1/2 x 16” Flat, folds to 9 x 12” with two 4” horizontal pockets, 20 Facts Sheets:

8-1/2 x 11”, Welcome Guide: 8-1/2 x 11”, Shipping Instruction Sheet 8-1/2 x 11”.

DESCRIPTION: POCKET FOLDER: Prints flat: 19-1/2 x 16", the finished folded size: 9 x 12" PRINTS face only (before finishing) with full bleed (must be built) in 4 color process on White 120# Gloss Cover, include a non-yellowing flood gloss varnish. SCORE & FOLD to 9 x 12" with two 4" cut pocket secured on outer edges with 3/4 x 4" concealed glue tabs. Copy is same for all Jackets.

FACTSHEETS: 8-1/2 x 11", 20 unique sheets. All bleed top and bottom. First two (2) sheet prints 4 color process, one side only, 18 other sheets print 4 color process, head to head. All sheets print on 60# White Uncoated Text.

COLLATE and INSERT in that exact order in Right pocket. The required order of the sheets will be provided at the time of award.

WELCOME GUIDE: 8-1/2 x 11". 20 pages + 4-page cover. Cover and text print head to head in 4 color process with full bleed. Ensure footer and cross-overs line up throughout.

SCORE, COLLATE, & saddle STITCH in two evenly spaced locations on left 11" side.

INSERT one copy in left pocket of each folder. Outer covers to print on 100# White Silk / Dull cover with flood silk varnish on Covers 1 & 4. Text pages print on White 60# Uncoated Text.

SHIPPING INSTRUCTIONS SHEET: 8-1/2 x 11", Black Ink Only, One Side Only. All sheets print on 60# White Uncoated Text. To be placed inside each shipping carton NOT inside each kit.

NOTE: Shipping is f.o.b. Destination, all costs need to be included in the bid price of each individual Jacket.

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GOVERNMENT TO FURNISH: PDF print files, or link to the files, and MS Excel distribution file to be emailed or FTP. NOTE: both Excel spreadsheets must have the tracking numbers added to each location and returned to Penny Woods of VA and Theresa Nagel of GPO within two days of shipping.

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.

ELECTRONIC PREPRESS: File is setup as 4 color process 8-1/2 x 11”.

Prior to image processing, the contractor shall perform an extensive 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 GPO.

The contractor shall create 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 required by the Government, the contractor shall make minor revisions to the electronic files. It is anticipated that the Government will make all major revisions.

Upon completion, the contractor must furnish final production native application files with the furnished material.

The digital deliverables must be an exact representation of the final printed 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, or any proprietary file formats other than those supplied, unless specified by the Government.

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.

Contractor must call Penny Woods at 202-674-0791 to confirm receipt. Email proofs to: penny.woods2@va.gov and tnagel@gpo.gov .

PRINTING: Pocket Folder, Inserts, and VA Welcome Guide print in 4 color process. Pocket folders to add flood coat with clear, non-yellowing flood gloss varnish coating. Shipping Instructions Sheet print black only.

Welcome Guide to have flood silk varnish on Covers 1 & 4.

STOCK/PAPER: The specifications of all paper furnished must be in accordance with those listed herein or listed for the corresponding JCP Code numbers in the "Government Paper Specification Standards No. 13" dated September 2019. https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/vol_13.pdf

JCP Code* L12, No. 2 Gloss-Coated Cover, White Basis Size 20 X 26", 120# – Kit Folders JCP Code* A60, Uncoated Text, White, Basis Size 25 X 38", 60# - Fact Sheets and Welcome Guide Text pages JCP Code* L61, No. 1 Silk / Dull-Coated Cover, White, Basis Size 20 X 26", 100# - Welcome Guide Cover

INK: 4 Color Process, Black + FSV

MARGINS: Full Bleed all parts except Shipping Instruction Sheet.

BINDING: Pocket folder: SCORE & FOLD to 9 x 12" with two 4" deep cut pocket secured on outer edges with 3/4 x 4" concealed glue tabs. Fact sheets and Shipping Instructions: Single Sheets. Welcome Guide: Saddle stich in two places along the left 11” side.

PACKING: Boxes MUST not exceed 40 pounds.

Pack suitable quantities in shipping containers with a minimum bursting strength of 275 psi.

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All shipments which fill less than a shipping container must be packaged with materials of sufficient strength and durability and in such a manner which will guarantee that the product will not be damaged, and the package will not open nor split during delivery/mailing process.

Each shipping container to include ONE Shipping Instruction Sheet. Do not put inside of kit.

THE CONTRACTOR IS ADVISED TO MAKE CERTAIN THAT THE CONTAINER AND THE

PALLET REQUIREMENTS ARE EXACTLY AS INDICATED. NO SUBSITITUTIONS WILL BE

ACCEPTED FOR EITHER OF THESE.

When multiple pallets are required to package the same product, the containers must be identified as to number of containers (e.g., 1 of 3, 2 of 3, and 3 of 3).

LABELING AND MARKING (Package and/or Container label): Each package or carton must be labeled. The label MUST indicate full title, quantity, Jacket number, and total number of boxes shipped, i.e. 6 of 10.

SCHEDULE: Purchase Order and furnished material will be emailed no later than December 3, 2024.

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.

Submit proofs as soon as possible in order to comply with the shipping schedule. Proofs will be withheld two (2) workdays from receipt until approval of proofs. Date of receipt is not considered first day. The contractor must not print prior to receipt of an "OK to print."

Inside delivery to 8 locations must be made by January 6, 2025 by 2pm local time

DEPARTMENTAL RANDOM COPIES (BLUE LABEL): Order must be divided into 200 equal sublots. 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 execute a statement furnished by GPO certifying that copies were selected as directed. The random copies constitute a part of the total quantity ordered, and no additional charge will be allowed.

These randomly selected copies must be packed separately and identified by a special government-furnished blue label, affixed to each affected container. The container and its contents shall be recorded separately on all shipping documents and sent to VA Dallas, TX (see distribution).

NOTIFICATION OF SHIPMENT: Immediately after the order has shipped, the contractor must email tracking# to penny.woods2@va.gov compliance@gpo.gov & tnagel@gpo.gov on same day product ships. Ensure all boxes contain title, job#, and box# of total shipment.

NOTE: Excel spreadsheet must have the tracking numbers added to each location and returned to Penny Woods of VA and Theresa Nagel of GPO within two days of shipping.

DISTRIBUTION: Shipping costs need to be included in the bid price for each jacket.

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

BE MADE BY 2PM LOCAL TIME TO ALL DESTINATIONS.

Final delivery must be made by January 6, 2025.

*** THE DRIVER WILL NEED TO REMAIN UNTIL UNLOADED

*** Schedule delivery at least 24 hours in advance (M-F) Vendor MUST call ahead to ensure someone will be available to receive at each location.

See attached for distribution list.

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JKT 618-395: QTY 40,000 Kits, Dallas, TX 75216 JKT 618-396: QTY 1,000 Kits, Anchorage, AK 99504 JKT 618-397: QTY 500 Kits, Portland, OR 97204 JKT 618-398: QTY 300 Kits, Jackson, MS 39216 JKT 618-399: QTY 1,000 Kits, Roanoke, VA 24011 JKT 618-400: QTY 200 Kits, Nashville, TN 37203 JKT 618-401: QTY 1,000 Kits, Columbus, OH 43219 JKT 618-402: QTY 1,650 Kits, Bronx, NY 10468

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

Product Quality Levels:

(a) Printing Attributes -- Level II.

(b) Finishing Attributes -- Level II.

Inspection Levels (from ANSI/ASQC 21.4):

(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 Supplied PDFs P-8. Halftone Match (Single and Double Impression) Supplied PDFs P-10. Process Color Match Supplied PDFs

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

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Bidders must fill out p.7 and return with bid.

618-395 BID PRICE $_________________________ ADDITIONAL RATE $___________PER 100

618-396 BID PRICE $_________________________ ADDITIONAL RATE $___________PER 100

618-397 BID PRICE $_________________________ ADDITIONAL RATE $___________PER 100

618-398 BID PRICE $_________________________ ADDITIONAL RATE $___________PER 100

618-399 BID PRICE $_________________________ ADDITIONAL RATE $___________PER 100

618-400 BID PRICE $_________________________ ADDITIONAL RATE $___________PER 100

618-401 BID PRICE $_________________________ ADDITIONAL RATE $___________PER 100

618-402 BID PRICE $_________________________ ADDITIONAL RATE $___________PER 100

TOTAL BID Price $_______________________________

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)

COMPLETE THIS PAGE AND SUBMIT AS YOUR BID

THIS SECTION FOR GPO USE ONLY

Certified by:__________ Date:___________ Contracting Officer:__________ Date:___________

(Initials) (Initials)