618556.pdf

Jacket 618-556 (5-00054)

Specifications by BC

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

General Terms, Conditions, and Specifications For the procurement of

National Detainee Handbooks 2024- 16 Languages As requested from U.S. Government Publishing Office (GPO) by the

Department of Homeland Security (Immigration and Custom Enforcement)

BID OPENING: Bids shall be opened virtually at 11:00 AM, Eastern Time (ET), on February 5, 2025, 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 Bruce Canzanella,

843.934.5516 or bcanzanella@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 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.

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.

618-556 (5-00054)

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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.

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.

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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 six colors and aqueous coating in a single pass. Bidders who must subcontract this operation will be declared non-responsible.

PRODUCT: ICE National Detainee Handbooks 2024- 16 languages.

QUANTITY: 365,978, consisting of 78,141 English, 103,716 Spanish, 16,325 French, 16,325 Portuguese, 13,245 Arabic, 18,105 Bengali, 12,205 Simplified Chinese, 13,015 Hindu, 13,315 Punjabi, 18,145 Romanian, 11,301 Russian, 12,625, Turkish, 11,455 Vietnamese, 10,295, Pulaar, 11,185, K’iche, 13,330 and Wolof, 9,575..

TITLE: National Detainee Handbooks 2024- 16 languages.

PAGES: 68 text pages plus 4 cover pages= 72 each volume= 1,152

TRIM: Flat size 11 x 17” folded to 8.5 x 11”

SCHEDULE:

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.

Inside delivery (to arrive at destination) by March 17, 2025 by 2 p.m. local time.

F.O.B. Destination. Pricing submitted must include all freight charges.

DESCRIPTION:

16 different language separate-covered saddle-stitched booklets. Covers 1, 2, and 4 print four color process, full bleed.(contractor to build bleeds). 68 text pages per volume print four color process. Text pages do not bleed.

Flood-coat covers 1 and 4 with gloss aqueous. Shrink wrap in packages of 25 booklets. Deliver by traceable means to all 44 locations in the distribution attachment.

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" September,2019.

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

TEXT: Uncoated Text, Basis Size 25 x 38" 70 lbs. per 500 sheets, equal to JCP Code A60.

COVER: Matte-Coated Cover, Basis Size 20 X 26" 80 lbs. per 500 sheets, equal to JCP Code* L50.

COLOR OF INK: 4/C Process Color plus aqueous flood coat.

MARGING: Follow margins in pdf file. Adequate gripper on text. Covers 1, 2, and 4 requires full bleed to be built.

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PROOF: 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. Email proofs to:

ICEPrintingMgmt@ice.dhs.gov AND dewey.g.hicksjr@associates.ice.dhs.gov AND bcanzanella@gpo.gov.

Contractor must call Mr. Hicks at 202.689.9933 to confirm receipt. Contractor must not print prior to receipt of an "OK to Print".

BINDING: Saddle-wire stitch in two places in the fold on the left 11” side and trim three sides. Each product must contain complete 4-page signature after trimming. Single leaves connected with a lip (i.e., binding stub) to left or right side of stitches will not be allowed.

PACKING: *** Do NOT mix languages in the same carton *** Shrink wrap in packages of 25.

Pack suitable quantities in shipping containers with a minimum bursting strength of 275 psi., 25 pounds/carton 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.

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.

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

GOVERNMENT TO FURNISH: A final hi-resolution electronic file will be posted to the selected suppliers FTP site. All images and type will be in position. Final composed color proofs and backed up digital asset proofs should be generated as outlined below. Digital Asset should be folded and area for wafer seal indicated.

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: Prior to image processing, the contractor shall perform a basic check (preflight) of the furnished media and publishing files to assure correct output of the required reproduction image. Any errors, media damage, or data corruption that might interfere with proper file image processing must be reported to the GPO contract administrator immediately.

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.

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.

Prior to making revisions, the contractor shall copy the furnished files and make all changes to the copy.

Upon completion of the order, the contractor must furnish final production native application files (digital deliverables) with the furnished material. The digital deliverables must be an exact representation of the final printed product and shall be returned on suitable storage media or e-mailed upon request. 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. NOTE: Government will accept Adobe Acrobat Portable Document Format (PDF) files as digital deliverables when furnished by the

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Government.

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

White labels with black image of bold, 1/4" height entries.

Inner packages require labels.

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

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

Purchase Order and furnished material will be emailed no later than February 10, 2025.

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. The contractor must not print prior to receipt of an "OK to print."

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 Each Language 200 sets

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 print 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: Immediately after the order has shipped, the contractor must EMAIL tracking numbers to: ICEPrintingMgmt@ice.dhs.gov AND dewey.g.hicksjr@associates.ice.dhs.gov AND bcanzanella@gpo.gov AND compliance@gpo.gov when product ships. Ensure all boxes contain title & box# of total shipment.

The subject line of this message shall be "Distribution Notice for Jacket 618-556, Req. 5-00054". 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.

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DISTRIBUTION: All shipments to be sent 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

BE MADE BY 2PM LOCAL TIME TO THE 44 LOCATIONS ON THE ATTACHED SPREADSHEET.

All the shipments that need to go by truck (including to the Waldorf, MD Warehouse) must be shipped with liftgate service, and a delivery appointment will be necessary. Trucking company must call the contact at each location for the delivery appointment.

Note: There are 300 booklets shipping to Guam, and 150 to Saipan, which will need to ship via Priority Mail with Delivery Confirmation.

RECEIPT FOR DELIVERY: As applicable, the contractor must furnish their own receipts for deliveries. These receipts must include the GPO jacket number; total quantity delivered, number of cartons, and quantity per carton;

date delivery made; and signature of the Government agent accepting delivery. The original copies of these receipts must accompany the contractor's voucher for payment.

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

Product Quality Levels:

(a) Printing Attributes -- Level III

(b) Finishing Attributes -- Level III

(c) Exceptions: None

Inspection Levels (from ANSI/ASQC Z1.4):

(a) Non-destructive Tests - General Inspection Level 1.

(b) Destructive Tests - Special Inspection Level S-2.

Specified Standards: The specified standards for the attributes requiring them shall be:

Attribute Specified Standard/ Alternate Standard P-7. Type Quality and Uniformity Electronic Media P-10. Process Color Match Electronic Media

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Bidders must fill out this page and return it.

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, 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)