1733S.pdf

Program 1733-S (12/11) Page 1 of 21 Specifications by: GDC Reviewed by: KJC

U.S. GOVERNMENT PRINTING OFFICE

Dallas, Texas

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS

For the Procurement of

Billing Statements, Envelopes and Mailing Services as requisitioned from the U.S. Government Printing Office (GPO) by the

Department of Veterans Affairs

Single Award

The term of this contract is for the period beginning January 1, 2011 and ending December 31, 2011, plus up to four optional 12-month extension periods that may be added in accordance with the "Option to Extend the Contract Term" clause in this contract.

BID OPENING: Bids shall be publicly opened at 2 p.m., prevailing Dallas, Texas time on November 29, 2010.

BIDDERS, PLEASE NOTE: These specifications have been extensively revised; therefore, all bidders are cautioned to familiarize themselves with all provisions of these specifications before bidding. Pay particular to the changes incorporated in frequency and quantity of orders contained in Section 2, the determination of award contained in Section 3, and the Schedule of Prices contained in Section 4.

Questions of a technical nature concerning this contract should be directed to Glen D. Carlson, telephone (214) 767-0451, ext. 17. (No collect calls.)

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SECTION 1. — GENERAL TERMS AND CONDITIONS

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. 6-01)) and GPO Contract Terms, Quality Assurance Through Attributes Program for Printing and Binding (GPO Publication 310.1, effective May 1979 (revised April 1996)).

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

Product Quality Levels:

(a) Printing (page related) Attributes — Level IV.

(b) Finishing (item related) Attributes — Level IV.

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 Page Reproducible

P-9. Solid and Screen Tint Color Match Pantone Matching System Number

FACSIMILE BIDS: Facsimile bids are permitted.

(a) Definition. "Facsimile bid," as used in this solicitation, means a bid, modification of a bid, or withdrawal of a bid that is transmitted to and received by the Government via electronic equipment that communicates and reproduces both printed and handwritten material.

(b) Bidders may submit facsimile bids as responses to this solicitation. These responses must arrive at the place and by the time specified in the solicitation.

(c) Facsimile bids that fail to furnish required representations or information or that reject any of the terms, conditions, and provisions of the solicitation will be excluded from consideration.

(d) Facsimile bids must contain the required signatures.

(e) The Government reserves the right to make award solely on the facsimile bid. However, bidders agree to promptly submit the complete original signed bid.

(f) Submit facsimile bid to FAX No. 214-767-4101, one bid per facsimile.

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FACSIMILE BIDS (contd.):

(g) If the bidder chooses to transmit a facsimile bid, the Government will not be responsible for any failure attributable to the transmission or receipt of the facsimile bid including, but not limited to, the following:

(1) Receipt of garbled or incomplete bid.

(2) Availability or condition of the receiving facsimile equipment.

(3) Incompatibility between the sending and receiving equipment.

(4) Delay in transmission or receipt of bid.

(5) Failure of the bidder to properly identify the bid.

(6) Illegibility of bid.

(7) Security of bid data.

OPTION TO EXTEND THE CONTRACT TERM: The Government has the option to extend the term of this contract for a period of 12 months by written notice to the contractor not later than 60 days before the contract expires. If the Government exercises this option, the extended contract shall be considered to include this clause, except, the total duration of the contract may not exceed five years as a result of, and including, any extension(s) added under this clause. Further extension may be negotiated under the "Extension of Contract Term" clause. See also "Economic Price Adjustment" for periodic pricing revision.

EXTENSION OF CONTRACT TERM: At the request of the Government, the term of any contract resulting from this solicitation may be extended for such period of time as may be mutually agreeable to the GPO and the contractor.

ECONOMIC PRICE ADJUSTMENT: The prices set forth in this contract shall be adjusted in accordance with the provisions of this clause, provided that, in no event will prices be revised to exceed the maximum permissible under any law existing as of the date of the contract or as may be hereafter promulgated.

Price adjustment period: For the purpose of this clause, the program years shall comply with the Contract Term clause. There shall be no price adjustment for orders placed during the first program year of this contract.

Price adjustment: The prices shall be adjusted on the basis of the "Consumer Price Index For All Urban Consumers - Commodities Less Food, Seasonally Adjusted," published monthly in the CPI Detailed Report by the Department of Labor, Bureau of Labor Statistics, in the following manner:

(1) The contract price of orders placed during the adjusted period (excluding reimbursable postage or transportation costs) shall be adjusted by the percentage increase or decrease in. the average, seasonally adjusted Consumer Price Index For All Urban Consumers -Commodities Less Food (seasonally adjusted) as follows: An index shall be calculated by averaging the 12 seasonally adjusted months ending 3 months prior to the expiration of the first period of the contract. This average is then compared with the average index for the 12-month period ending 3 months prior to the beginning of the contract, called the base index. The percentage increase or decrease by comparing these two indexes shall be applied to the contractor's invoices for orders placed during the price adjustment period.

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ECONOMIC PRICE ADJUSTMENT (contd.):

(2) The Government will notify the contractor in writing of the percentage increase or decrease to be applied to any invoices to be submitted for orders subject to price adjustment in accordance with this clause. Such percentage will be determined from the published index as set forth above. The contractor shall apply the percentage increase or decrease against the total price of the invoice less reimbursable postage or transportation costs. Any applicable discounts will be calculated on the basis of the invoice price as adjusted.

If the Government exercises an option, the extended contract shall be considered to include this economic price adjustment clause.

NOTE: The Economic Price Adjustment (EPA) is NOT cumulative. The EPA is applied to the original contract price not to the original contract price plus any other EPAs applied.

ASSIGNMENT OF JACKETS, PURCHASE AND PRINT ORDERS: A GPO jacket number will be assigned and a purchase order issued to the contractor to cover work performed. The purchase order will be supplemented by an individual "print order" for each job placed with the contractor. The print order, when issued, will indicate the quantity to be produced and any other information pertinent to the particular order.

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 to review evidence of technical, production, managerial, financial, and similar abilities to perform, prior to the award of a contract.

ORDERING: Items to be furnished under the contract shall be ordered by the issuance of print orders by the Government. Orders may be issued under the contract from January 1, 2011 through December 31, 2011 plus for such additional period(s) as the contract is extended. All print orders issued hereunder are subject to the terms and conditions of the contract. The contract shall control in the event of conflict with any print order. A print order shall be "issued" for purposes of the contract, when it is either deposited in the U.S. Postal Service mail or otherwise furnished to the contractor in conformance with the schedule.

REQUIREMENTS: This is a requirements contract for the items and for the period specified herein.

Shipment/delivery of items or performance of work shall be made only as authorized by orders issued in accordance with the clause entitled "Ordering". The quantities of items specified herein are estimates only, and are not purchased hereby. Except as may be otherwise provided in this contract, if the Government's requirements for the items set forth herein do not result in orders in the amounts or quantities described as "estimated", it shall not constitute the basis for an equitable price adjustment under this contract.

Except as otherwise provided in this contract, the Government shall order from the contractor all the items set forth which are required to be purchased by the Government activity identified on page I.

The Government shall not be required to purchase from the contractor, requirements in excess of the limit on total orders under this contract, if any.

Orders issued during the effective period of this contract and not completed within that time shall be completed by the contractor within the time specified in the order, and the rights and obligations of the contractor and the Government respecting those orders shall be governed by the terms of this contract to the same extent as if completed during the effective period of this contract.

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REQUIREMENTS (contd.):

If shipment/delivery of any quantity of an item covered by the contract is required by reason of urgency prior to the earliest date that shipment/delivery may be specified under this contract, and if the contractor will not accept an order providing for the accelerated shipment/delivery, the Government may procure this requirement from another source.

The Government may issue orders which provide for shipment/delivery to or performance at multiple destinations.

Subject to any limitations elsewhere in this contract, the contractor shall furnish to the Government all items set forth herein which are called for by print orders issued in accordance with the "Ordering" clause of this contract.

PAYMENT: Submit all vouchers to: Comptroller, Stop FMCE, Office of Financial Management, U.S.

Government Printing Office, Washington, D.C. 20401. Vouchers may be faxed to 202-512-0992 or 202-512- 0993. To expedite payment from GPO, use the bar code cover sheet. Refer to the following web page for instructions: http://winapps.access.gpo.gov/fms/vouchers/barcode . If the bar code cover sheet is used, fax the voucher and the bar code cover sheet to 202-512-1851 in lieu of the fax numbers listed above.

http://winapps.access.gpo.gov/fms/vouchers/barcode

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SECTION 2. – SPECIFICATIONS

SCOPE: These specifications cover the production of billing statements, inserts and envelopes plus mailing services requiring such operations as printing, binding, packing, and distribution.

TITLE: Letters, Envelopes and Mailing Services.

FREQUENCY AND QUANTITY OF ORDERS: Approximately 300 orders per year (25 orders per month).

(a) Envelopes: Approximately 35,000 to 200,000 or more per order with an average of 70,000 per order.

(b) Billing statements: Approximately 35,000 to 200,000 or more per order with an average of 70,000 sets of billing statements per order. Approximately 80% of billing statements are one leaf printed head to head.

The remaining 20% may consist of up to seven leaves (first leaf printed head to head and the remaining six leaves printed face only). The print order will specify.

(c) Inserts: Most orders will require the contractor to print an insert containing static data from Department-supplied electronic media. The inserts will print face only or face and back in black only or in black plus additional colors. On rare occasions, the inserts may contain variable data. Inserts are one leaf.

TRIM SIZE:

(a) Outgoing Envelope: No. 10, 4-1/8 x 9-1/2" with custom windows for both return and delivery addresses.

(b) Return Envelope: No. 9, 3-7/8 x 8-7/8" with custom window for delivery address.

(c) Billing Statement: 8-1/2 x 11".

(d) Inserts: 8-1/2 x 11".

GOVERNMENT TO FURNISH: Camera copy consisting of textual matter and line art to be reproduced same size for the envelopes and the letter(s) and the Veterans Administration (VA) logo. Print Orders.

ELECTRONIC MEDIA (Software/Electronic Documents): Electronic statements are created on the Xerox Printing System using Xerox Elixir DesignPro Tools v1r5 software. The source code that is created by Elixir DesignPro Tools is uploaded to the VA mainframe where the Xerox Host Forms Descriptor Language (HFDL) compiles it. In addition to the form, other files are required on the printer. On the mainframe, the source code for the Xerox Job Descriptor Library (JDL) is copied. The JDL is compiled by the printer system software. The JDL contains the commands that format the pages and control placement of variable data on the form.

The data is compressed using PKZIP software and then sent to the contractor via electronic data transfer using a Virtual Private Network (VPN) tunnel over the Internet using a NIST FIPS 140-2 compliant cryptographic module capable of interchanging data with the Austin Automation Center's (AAC) VPN device.

The VPN is the assumed mode for data transmission. If the VPN is unavailable, the data may be written to an initialized 3480 cartridge tape using the following header format/data code/operating system:

IBMIEDCDIC/MVS. The cartridge is then sent to the contractor. The contractor must have a 3480-compatible tape drive capable of reading 3480 cartridges.

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GOVERNMENT TO FURNISH (contd.):

These files can be restored to a target printer that has capabilities similar to those of the Xerox 4635 that the VA site uses. All fonts and logos that are on the form as well as the fonts used to print the variable data must be available on the printer.

NOTE: The VA will run the letters on the tapes through address checking and zip code sorting software for pre-sorting. The VA will also provide the appropriate postal paperwork for each mailing of the statements.

Identification markings such as register marks, ring folios, rubber stamped jacket numbers, commercial identification marks of any kind, etc., except GPO imprint, form number, and revision date, carried on copy or film, must not print on finished product.

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.

SUBCONTRACTING: The contractor must be able to develop, produce and distribute the billing statements without subcontracting any portion of this process. This requirement refers to the production and mailing of the billing statements only. The contractor may subcontract the production of the envelopes required.

INFORMATION SYSTEM: The contractor must provide a computer network (also known as an "information system") to process, store, and transmit data that is in compliance with all applicable policies governing the transmission and use of the data transmitted by the AAC, including the Privacy Act, the Health Insurance Portability and Accountability Act (HIPAA), and applicable Department of Veterans Affairs policies and procedures. The contractor shall ensure their information system is configured and managed to meet the minimum recommendations described in NIST Special Publication (SP) 800-53 (Recommended Security Controls for Federal Information Systems) for a moderate-impact information system. Annex 2 from NIST SP 800-53 is attached to these specifications. Information security personnel from the Department of Veterans Affairs will use this document as a tool to review the awarded contractor's compliance with the requirements above. Further information is available at http://www.nist.gov. Only compensating controls that have been approved by the AAC in writing may be used in lieu of the recommended controls in NIST SP 800-53. The contractor shall coordinate with the AAC to establish a secure VPN tunnel over the internet using a NIST FIPS 140-2 compliant cryptographic module capable of interchanging data with the AAC's VPN device. The contractor will be required to sign an Interconnection Security Agreement with the AAC before the connection may be established. Additionally, the contractor shall support and assist AAC staff andlor auditors in periodically assessing their information system's compliance with these requirements or in conducting investigations into security incidents.

Federal information systems (40 USC 11331) are information systems used or operated by an executive agency, by a contractor of an executive agency, or by another organization on behalf of an executive agency.

Information systems may include servers, workstations, operating systems, databases, and applications, as well as any information/data stored, processed, or transmitted by the system. Federal information systems may contain information that is subject to the Privacy Act, the HIPAA, or other regulations. Every federal information system at the AAC processes information that is categorized as "sensitive but unclassified" (SBU).

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INFORMATION SYSTEM (contd.):

All contractor and subcontractor personnel must read and abide by the security requirements in place at the contractor's facility. Failure to comply with these security requirements may result in revocation of physical and/or electronic access privileges and/or termination of the contract for default. Failure to complete the work in a timely manner, or by any required completion date, caused by delays in requesting security clearances, or due to revocation of access privileges resulting solely from the actions of the contractor or their personnel, is not sufficient reason to warrant an extension in contract time or cost.

NETWORK AND TECHNICAL SECURITY CONTROLS:

The sensitivity level of data that is transmitted to the contractor's site has been categorized under FIPS Publication 199 (FIPS 199) as moderate. The contractor will be responsible for transmitting the data in a manner consistent will all applicable federal laws and regulations regarding data with the listed security categorization level.

The minimum required security controls that must be in place and show a demonstrated use are outlined in NIST Special Publication 800-53 (NIST 800-53) for each of the security categorizations. Although NIST 800- 53 indicates these controls are "guidelines," they are required for this contract. A list of these controls is attached to these specifications.

In addition, the data being transmitted must meet the guidelines for the encryption of sensitive federal information found in FIPS Publication 140-2 (FIPS 140-2). The contractor shall provide the necessary encryption device and configure it to communicate in FIPS 140-2 mode with the VA's encryption device.

CONFIDENTIALITY OF DATA: Any information systems involved with this contract are classified as systems of records subject to the Privacy Act of 1974 (Public Law 93-579), and some information systems may further be subject to the HIPAA. The contractor may, in the course of design, development, or conversion of data from existing systems, observe or handle information subject to the Privacy Act, the HIPAA, or other Federal regulations. Duplication or disclosure of data and other information to which the contractor will or may have access because of this contract is prohibited by law. It is understood that throughout performance of the contract, the contractor will or may have access to confidential data that is either the sole property of the VA, or is the sole property of other than the contracting parties. The contractor hereby agrees to maintain the confidentiality, integrity, and availability of all such data to which access may be gained throughout contract performance, whether title thereto vests in VA or otherwise. The contractor hereby agrees not to disclose said data, any interpretations thereof, or data derivative there to unauthorized parties in contravention of the provisions, without the written approval of the Contracting Officer, or the party in which title thereto is wholly vested. Also, FAR 52.224-1, Privacy Act Notification, and FAR 52.224-2, Privacy Act, apply to this contract and all orders issued against the contract, if applicable.

INTERCONNECTION SECURITY AGREEMENT (ISA): ISAs are written agreements between the information system owners that stipulate why and how information is to be shared, and how each party will provide adequate security of the information when it is under their control. One portion of the ISA describes the technical details of the data transmission link, including the devices used to encrypt the data. ISAs become an integral piece of the certification and accreditation documentation for each federal information system. The contractor is required to sign an ISA with the AAC before the connection may be established.

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RIGHTS IN GOVERNMENT FURNISHED DATA AND MATERIALS: The VA shall retain all rights and privileges, including those of patent and copy, to all Government-furnished data. The contractor shall neither retain nor reproduce for private or commercial use any data or other materials furnished under this contract. The contractor agrees not to assert any rights at common law or in equity or establish any claim to statutory copyright in such data. These rights are not exclusive and are in addition to any other rights and remedies to which the Government is otherwise entitled elsewhere in this contract.

LIMITED USE OF DATA AND INFORMATION: The presentation of any report of analytical material based on information obtained from this contract will be subject to review by the VA before dissemination, publication or distribution. Presentation includes, but is not limited to, papers, articles, professional publications, speeches, testimony, or interviews with public print or broadcast media. The VA will review the materials for accuracy, content, and manner of presentation with an eye toward the protection of the privacy of individuals.

Performance of this contract may require that the contractor access and use data and information proprietary to the VA or another Government agency or Government contractor. Should the release of proprietary information such as that described above become necessary, the contractor's personnel and any subcontractor's personnel shall execute disclosure statements indicating their awareness of the receipt of such proprietary information and the proper care and handling of same. The contractor and the contractor's personnel may not divulge or release data or information developed or obtained in performance of this contract without the written approval of the Contracting Officer. The contractor will not use, disclose, or reproduce proprietary information or data other than as required in the performance of this contract. This does not preclude the use of any data independently acquired by the contractor without such limitations or prohibit in agreement (at no cost to the VA) between the contractor and the data owner, which provides for greater rights to the contractor.

PRIVACY ACT AND HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT: The contractor will adhere to all Privacy Act regulations applicable to these statements as included in this solicitation. In addition to standard Privacy Act compliance, the contractor will be familiar with and abide by the security requirements contained in the HIPAA as well as other requirements contained in the HIPAA.

Contractor personnel who obtain access to hardware or media which may manipulate or store any sensitive information protected under Title 5, USC, Section 552a, The Privacy Act, 38USC4132, 3301 or 3305, as defined by the VA, must not access information unless absolutely necessary to perform their contractual duties.

Disclosure of any sensitive data obtained during performance of the particular contractual duty is prohibited.

Violation of these statutory provisions may involve imposition of criminal penalties.

CONTRACTOR PERSONNEL SECURITY:

Contract personnel performing work under this contract shall satisfy all requirements for appropriate security eligibility in dealing with access to sensitive information and information systems belonging to or being used on behalf of the VA. To satisfy the requirements of the VA, a Minimum Background Investigation shall be completed by the AAC prior to performing work under this contract. The level of access and the individual's capability to perform work under this contract will be the determining factor in deciding if a higher investigative requirement is needed. The contractor shall ensure that those requirements are fully satisfied within 30 days of initiation of such investigations.

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CONTRACTOR PERSONNEL SECURITY (contd.):

The VA Security Investigation Center (SIC) provides Department-wide policy on the assignment of appropriate position sensitivity designations associated with positions involving national security and public trust responsibilities, and on the level of background investigations required for applicants and for incumbents of those positions. The contractor shall work with the Contracting Officer's Technical Representative (COTR) in determining the position sensitivity level for the required services. All costs associated with obtaining clearances for contractor provided personnel shall be the responsibility of the contractor. Further, the contractor shall be responsible for the actions of all individuals provided to work for the VA under this contract. In the event that damages arise from work performed by contractor personnel under the auspices of this contract, the contractor will be responsible for all resources necessary to remedy the incident.

In conjunction with contract award and prior to contract performance, the COTR shall obtain from the contractor the following information in order to request the appropriate investigative action: list of names of contractor personnel doing work on this contract, Social Security Number (SSN) of contractor personnel, and home addresses of contractor's personnel.

PRODUCTION FACILITY:

The contractor's facility must be a United States Postal Service (USPS) Detached Mailing Unit or Postal Substation to provide assurance of the contractor's expertise in mailing high volumes of critical documents and to expedite delivery of the billing statements via the USPS mail stream. Coding Accuracy Support System (CASS) certifications shall be present within the facility of manufacture. The CASS certifications shall be at all applicable USPS presort levels.

All processes entailed in the development, production and distribution of the billing statements must be housed within one facility. Production must begin and end within the same facility to enhance billing statement production efficiency, security and control. This requirement refers to the billing statements process once the printing, inserting and mailing are underway. The contractor may, however, have additional facilities strategically distributed throughout the United States.

PHYSICAL SECURITY CONTROLS FOR CONTRACTOR'S FACILITY:

The facility shall have an active security program, including, but not limited to access control, intrusion detection with 24-hour per day monitoring, surveillance cameras, physical intrusion barriers, and an access auditing method.

All visitors to the contractor's facility shall be required to present a valid Government-issued photo identification (such as a state issued driver's license) and be logged in and out of the facility.

At least one surveillance camera shall be installed to monitor the area where federal information is processed.

For analog video recording, images shall be recorded at not greater than 120-hour mode, videotapes shall be changed out promptly (within 5 minutes) upon reaching the end of the tape (not recorded over), and videotapes shall be retained for six months or upon completion or termination of the contract. If digital video recording is used, images shall be recorded at a frame rate of at least 4 images per second and retained for a period of at least 6 months or until the completion or termination of the contract. The contractor shall make such video recordings available for review on-site by AAC security personnel when requested.

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PHYSICAL SECURITY CONTROLS FOR CONTRACTOR'S FACILITY (contd.):

All fire/security/environmental-monitoring systems shall be provided with a uninterruptible power supply (UPS) backup power source and be periodically checked for proper operation by trained technicians. The UPS shall provide power to these systems for a minimum of 24 hours.

The contractor may not move the AAC's materials to another location without specific authorization by an authorized AAC person, except in an emergency, in which case the contractor shall notify the AAC of the alternate location within 4 hours.

All personnel who will have physical or electronic access to federal information systems shall obtain the applicable VA security clearance before being granted access (or after submitting the necessary information to initiate a background investigation, when permitted).

To ensure individual accountability, physical access cards shall not be shared, loaned or given to any other person. Persons authorized to access the area where federal information is processed shall not allow another person to enter the area during the time they have the door open (also known as "tailgating"), except for authorized and escorted visitors. The contractor shall escort visitors authorized by the contractor to enter the area where AAC's information is processed with an access badge and each visitor's name shall be logged on a separate log sheet. The person escorting the visitor(s) shall maintain constant observation of the visitor(s) to ensure they do not access the AAC's information. The physical access control system shall generate reports listing each person who entered the area during any specified time period. The contractor shall provide these reports to AAC security personnel when requested.

FEDERAL LAWS, POLICIES, REGULATIONS, AND GUIDANCE RELATED TO FEDERAL DATA

MANAGEMENT: The contractor shall comply with all applicable laws, policies, regulations, and guidance, including, but not limited to those listed below:

(a) Privacy Act.

(b) Health Insurance Portability and Accountability Act (HIPAA).

(c) Federal Information Security Management Act.

(d) National Defense Authorization Act.

(e) OMB Circulars (related to federal data management).

(f) NIST Federal Information Processing Standards (FIPS).

(g) NIST Special Publications (800 series).

(h) Trade Secrets Act (18 U.S. Code 1905)

(i) Unauthorized Access Act (18 U.S. Code 2701 and 2710)

PRE-AWARD INSPECTION OF SECURITY CONTROLS: Prior to award, the AAC reserves the right to perform an on-site inspection of the contractor's security controls to ensure that they are in compliance with all of the items listed in this document. To facilitate this inspection, the Contractor shall supply the following items at least 3 business days prior to the scheduled site visit:

(a) All policies, regulations, standard operating procedures, and so forth related to physical, personnel, and technical/network security controls.

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PRE-AWARD INSPECTION OF SECURITY CONTROLS (contd.):

(b) Building/site drawings and diagrams depicting, at a minimum, fences, walls, parking areas, physical security controls (cameras, door locks, motion sensors, and so forth) and rooms. The drawing shall label all controls related to the physical security of the AAC data (that is, if there is a section of the facility that is altogether unrelated to the services contracted for, it is not necessary to label the controls in that area).

(c) Network diagram depicting the major components and security controls in place. This should include network segments, servers, external connections, routers, firewalls, intrusion detection devices, and so forth. It should specify operating systems (by name and version) for routers, VPN appliances, servers, and workstations.

NON-PUBLICITY: It is a specific condition of this contract that the contractor, or any subcontractors performing work on this project, shall not take any photographs on or of the contractor's facility or personnel therein, nor use or allow to be used any aspect of this contract for publicity or advertising purposes without specific written approval of the AAC's Chief of Security Services.

BUSINESS CONTINUITY PLANS: The contractor will maintain either separately or within their business continuity program a plan of action that will allow for continued provision of services to the AAC within 72 hours of an event that disrupts or destroys the ability of the service provider to operate at the primary location used to provide services. In addition the plan of action should demonstrate how materials and information provided to the vendor by the VA will be protected and recovered such that continued services will be provided within the timeframe specified.

FILMS: The contractor must make all films as required. Films may be opaqued on either the emulsion or non-emulsion side.

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. 11" dated July 1999.

(a) Outgoing Envelope: White Kraft, Basis Weight: 24 lb., Bursting Strength: 38 psi.

(b) Return Envelope: White Wove, Basis Weight: 24 lb., Bursting Strength: 38 psi.

(c) Billing Statement: White OCR, Basis Weight: 24 lb., 30% Recycled, Long Grain.

(d) Inserts: White or Colored Offset Book, Basis Weight: 50 or 60 lb., equal to JCP Code A60 or JCP Code A63 or White Index, Basis Weight: 110 lb., equal to JCP Code K10.

PRINTING:

(a) Outgoing envelope prints face and back in Pantone 280 Blue.

(b) Return envelope prints face and back in black ink.

(c) Billing statement prints face and back in black ink.

(d) Inserts print face only or face and back in black ink or black ink plus additional colors.

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INK: If lithographic ink is used in the performance of this contract, the ink shall contain not less than the following percentages of vegetable oil: (a) news ink, 40 percent; (b) sheet-fed and forms ink, 20 percent; and (c) heat-set ink, 10 percent. High quality color process printing on high-speed heat-set presses is excepted when slow drying time significantly increases production costs.

MARGINS: Maintain margins as indicated on copy.

BINDING: Z-fold billing statements from 8-1/2 x l 1 to 8-1/2 x 3-2/3" so that the addressee's address is visible in the envelope window. Multiple leaf statements are nest folded together.

Insert the folded billing statement and a return envelope and any inserts into the outgoing envelope and seal the outgoing envelope. Approximately 80% of billing statements are one leaf. The remaining 20% may consist of up to seven leaves. All leaves of each statement must be collated and inserted into the same envelope. The return address and the delivery address must be visible in each appropriate window.

The majority of orders will have one insert. On occasion, there may be up to two additional inserts required by the customer. The inserts may be furnished by the Department or may be printed by the contractor from Department-supplied electronic media. The hard-copy inserts provided by the Department may be various sizes (1/3-page, full page (folded) or folded brochure). Inserts printed by the contractor at the same time as the billing statements will be Z-folded from 8-1/2 x 11” to 8-1/2 x 3-2/3” and nested with the billing statements. Inserts already printed by the contractor and then inserted with the billing statement and the return envelope are C-folded from 8-1/2 x 11” to 8-1/2 x 3-2/3”. There will not be a mixture of sizes in any one mail out. In general, the additional inserts will not cause the mailing to exceed one ounce per statement. Occasionally, the mailing will exceed one ounce per statement.

Micro-perforate across the entire 8-1/2" dimension of the first leaf of each billing statement to form a tear-off return stub. The perforation is located 3" from the bottom of the form. Edges must be clean after removal of the return stub. The inserts will not contain a micro-perforation.

Any billing statements that are damaged or otherwise rendered unfit for insertion into envelopes during the printing or inserting process must be shredded to no larger than a 5/16" strip and then disposed of by the contractor.

CONSTRUCTION:

Outgoing envelope: No. 10, 4-1/8 x 9-1/2", open side, high cut, diagonal seam, with a tapered, gummed flap measuring 1-3/4" at the widest point. The envelope will have two windows: a return address window and a delivery address window. The return address window is 1/2 x 3-1/4" with slightly rounded corners and is located 5/8" from the left edge of the envelope and 2-5/8" from the bottom of the envelope. The delivery address window is 1-3/8 x 4" with slightly rounded corners and is located 5/8" from the left edge of the envelope and 13/16" from the bottom of the envelope. Both windows will be covered with polystyrene transparent window material glued to the inside.

Return envelope: No. 9, 3-7/8 x 8-7/8", open side, high cut, diagonal seam, with a tapered, gummed flap measuring 1-3/4" at the widest point. The envelope will have a single delivery address window. The window is 1-1/4 x 3-1/4" with slightly rounded corners and is located 4-7/8" from the left edge of the envelope and 3/4" from the bottom of the envelope. The window will be covered with polystyrene transparent window material glued to the inside.

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CONSTRUCTION (contd.):

Both the outgoing and return envelopes must have a security tint printed in black ink on the inside of the envelopes that will ensure complete opacity and prevent show through of any material.

NUMBERING: Each record received must be assigned a unique, sequential number for accounting purposes and to allow the contractor to reproduce any documents destroyed in processing. This number must be printed on each page of each billing statement at a designated location on the form.

BARCODING: The contractor is required to add a variable barcode (3 of 9 format) to the face of each leaf of each billing statement. The barcode will allow the VA to query by barcode the names, addresses and times that different pieces were inserted and will allow a redundant check on the contents of each package.

QUALITY CONTROLS: The contractor must implement quality control systems for all billing statements produced under this contract to reduce the number of double stuffs (two different statements in the same envelope) to the maximum extent possible.

INSPECTION SAMPLES: When indicated on the print order or otherwise requested, two samples shall be sent for inspection to the U.S. Government Printing Office, Regional Printing Procurement Office, 1100 Commerce St., Room 731, Dallas, TX 75242-1027, Attn: Inspection Samples.

These samples cannot be deducted from the total quantity ordered. The package or envelope containing the samples shall be identified by the GPO jacket number, program number, print order number, title, and include a facsimile of the print order on which they were ordered. The contractor will comply with the shipping schedule regardless of this requirement and will be notified of the test results only if there are deficiencies.

DISTRIBUTION: Mail f.o.b contractor's city all billing statements using a Postal Permit provided by the Department of Veterans Affairs. All billing statements will be mailed Presorted First Class Mail, Postage and Fees Paid.

Each print order shipment shall have quantity documentation generated by the department's CodeOne and Mailstream software programs. The Postal Service Form 3600-R will have the number of letters, trays and total cost, along with the breakdown of the letters provided to the contractor. The department will also include Postal Service Form 3553, CASS certificate.

When the contractor delivers these individual print order shipments to the post office, the department requires that a copy of Postal Service Form 3600-R be returned to the VA Austin Automation Center, 1615 Woodward Street, Austin, TX 78741, Attn: Mr. Vern Davis (voice: 512-326-6488, fax: 512-326-6087) or Ms. Helena Trynoski (voice: 512-326-6888, fax: 512-326-6087). This form must show the Postal Service round stamp of acceptance.

NOTE: Shipments that are not the exact count as the quantity on the print order shall be investigated by the contractor to determine the cause for this variance, and the contractor must advise the department before the mailing can be released to the Postal Service for distribution. Refer to the above address and point of contact.

The contractor is cautioned that the "Postage and Fees Paid" indicia provided may only be used for the purpose of mailing material produced under this contract. All copies mailed must conform to the appropriate regulations in the U.S. Postal Service manuals for "Domestic Mail" or "International Mail" as applicable.

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DISTRIBUTION (contd.):

Upon completion of each order, the furnished 3480 cartridge tape (if any) must be returned to the VA Austin Automation Center, Attn: Section 396, 1615 Woodward Street, Austin, TX 78741. The contractor will retain the balance of the furnished material for possible use on future orders. All expenses incidental to returning materials must be borne by the contractor.

REPORTS: By the second workday of each month, the contractor will provide the department with a summary report of expected postal charges identified by mail date. The contractor must maintain the detail information for the summary report for a maximum of 12 months after the summary report is generated. In addition, the contractor will provide the department with a daily report of statement counts and the date mailed.

SCHEDULE: Adherence to this schedule must be maintained. The contractor must not start production of any job prior to receipt of the individual print order (GPO Form 2511).

Complete production and distribution must be completed within 48 hours after notification of the availability of the print order and furnished material.

Note: The production schedule stated above will require the contractor to perform on Saturdays, Sundays and Federal holidays. For example, production and distribution of billing statements transmitted at 5:00 p.m. on Thursday afternoon must be completed no later than 5:00 p.m. on Saturday. The contractor is authorized to apply a surcharge to the total price for any print orders placed by the Department that requires performance on any workday other than a workday as defined by GPO Publication 310.2.

The ship/deliver date indicated on the print order is the date mailed products ordered “f.o.b. contractor’s city” must be delivered to a United States Post Office.

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SECTION 3. — DETERMINATION OF AWARD

The Government will determine the lowest bid by applying the prices offered. in the "Schedule of Prices" to the following units of production which are the estimated requirements to produce orders for 12 months under this contract. These units do not constitute, nor are they to be construed as, a guarantee of the volume of work which may be ordered during a like period of time.

The following item designations correspond to those listed in the "Schedule of Prices".

I. (1) (2)

(a) 300 21000

(b) 60 12600

(c) 300 21000

(d) 300 21000

(e) 147 10290

(f) 72 5040

(g) 72 5040

(h) 3 210

(i) 3 210

(j) 3 210

II. (a) 34230

(b) 20370

(c) 62370

(d) 54600

(e) 33600

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SECTION 4. – SCHEDULE OF PRICES

Offers are to be f.o.b. contractor's city.

Prices must include the cost of all required materials and operations for each item listed in accordance with these specifications.

Bidder must make an entry in each of the spaces provided. Bids submitted with any obliteration, revision, or alteration of the order and manner of submitting bids may be declared nonresponsive.

An entry of NC (No Charge) shall be entered if bidder intends to furnish individual items at no charge to the Government. Bids submitted with NB (No Bid) or blank spaces for an item may be declared nonresponsive.

The Contracting Officer reserves the right to reject any offer that contains prices for individual items of production (whether or not such items are included in the Determination of Award) that are inconsistent or unrealistic in regard to other prices in the same offer or to GPO prices for the same operation if such action would be in the best interest of the Government.

All vouchers submitted to the GPO shall be based on the most economical method of production. Fractional parts of 1,000 will prorated at the per 1,000 rate.

I. COMPLETE PRODUCT: Prices offered shall include the cost of all required materials (including paper) and operations necessary for the complete production and distribution of the product listed in accordance with these specifications.

Makeready Running Per and/or Setup 1,000 Copies

(1) (2)

(a) Printing billing statements face and back in black (to include micro-perforation)…………….…per leaf….……$________ $________

(b) Printing billing statements face only in black………....per leaf……….$________ $________

(c) Printing outgoing envelope face and back in Pantone 280….per envelope………………………………………...$________ $________

(d) Printing return envelope face and back in black ink…per envelope…...$________ $________

(e) Printing static inserts, face only or face and back, White Offset Book……………………………...per color, per page….$________ $________

(f) Printing static inserts, face only or face and back, Colored Offset Book……………..……………..per color, per page….$________ $________

(Initials)

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I. COMPLETE PRODUCT (contd.):

(g) Printing static inserts, face only or face and back, White Index……………..……….……………..per color, per page….$________ $________

(h) Printing variable data inserts, face only or face and back, White Offset Book……………………………...per color, per page….$________ $________

(i) Printing variable data inserts, face only or face and back, Colored Offset Book……………..……………..per color, per page….$________ $________

(j) Printing variable inserts, face only or face and back, White Index……………..……….……………..per color, per page….$________ $________

II. ADDITIONAL OPERATIONS

(a) Z-folding from 8-1/2 x 11” to 8-1/2 x 3-2/3”…………..per 1,000 leaves……………..$________

(b) C-folding from 8-1/2 x 11” to 8-1/2 x 3-2/3”…………..per 1,000 leaves……………..$________

(c) Inserting………………………………………………...per 1,000 inserts……………..$________

(d) Numbering each page of the billing statement……………per 1,000 pages……………..$________

(e) Barcoding the face of each leaf of each billing statement….per 1,000 leaves…………..$________

% surcharge for work performed on a Saturday, Sunday or Federal holiday…………………………..________

(Initials)

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INSTRUCTIONS FOR BID SUBMISSION: Fill out "Section 4.- Schedule of Prices," initialing or signing each page in the space(s) provided. Submit two copies (original and one exact duplicate) of the "Schedule of Prices" with two parts (1 and 2) or copies of the GPO Form 910, "Bid" form. Do not enter bid prices on GPO Form 910; prices entered in the "Schedule of Prices" will prevail.

Bidder____________________________________________________________________________________

(City - State)

By_______________________________________________________________________________________ (Signature and title of person authorized to sign this bid)

(Person to be contacted) (Telephone Number)

LOCATION OF POST OFFICE: All mailing will be made from the__________________________________

Post Office located at Street Address___________________________________________________________

City___________________________________________________ State________ Zip Code______________

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