FY 24 Retention Wave 3 Direct Mail Campaign (May-December)
| Agency: | U.S. Government Publishing Office |
|---|---|
| State: | Federal |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD14567169917340101 |
| Posted Date: | Apr 23, 2024 |
| Due Date: | Apr 25, 2024 |
| Source: | Members Only |
Program/Jacket Number: 428589
Title: FY 24 Retention Wave 3 Direct Mail Campaign (May-December)
Bid Opening Date: April 25, 2024
Contract Type: One-Time Bid
Scope: Specifications cover the production of two letters requiring eight rolling mail drops printing in 4-color process, with a fold, bind/glue, perforation along three outside edges. Mailing required (on agency permit). Agency's SF-1 is marked PII. Quality Level III.
Quantity: 891,000
Ship/Deliver Date: December 20, 2024
GPO Team: Washington, DC
Files:
428-589
Attachment Preview
Specifications by CD
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Reviewed by SG
Jacket 428-589
US Department of Agriculture
Requisition 4-02700
BID OPENING: Bids shall be opened virtually at 11am, Eastern Time (ET), on
April 25, 2024 at the U.S. Government Publishing Office. All parties interested in attending the bid
opening shall email bids@gpo.gov one (1) hour prior to the bid opening date and time to request a
Microsoft Teams live stream link. This must be a separate email from the bid submission. The link will be
emailed prior to the bid opening.
BID SUBMISSION: Bidders must email bids to bids@gpo.gov for this solicitation. No other method of bid
submission will be accepted at this time. The 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.
Note: The GPO 910 “BID” Form is no longer required; bidders are to fill out, sign/initial, as applicable,
and return page 9.
For information regarding the solicitation requirements prior to award please email Chris Duncan at
cduncan@gpo.gov. For contract administration after award, contact APS DC at 202-512-0743.
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. Emails over 75 MB may not be received by GPO due to size limitations for receiving emails.
2. The vendor’s email provider may have different size limitations for sending e-mail, however
vendors are advised not to exceed GPO’s stated limit. The bidder’s email provider may have
different size limitations for sending email; however, bidders are advised not to exceed GPO’s
stated limit.
3. Illegibility of bid.
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 e-mailed bid prior to bid opening.
GPO will use the prevailing time (specified as the local time zone) and the exact time that the e-
mail is received by GPO’s email server as the official time stamp for bid receipt at the specified
location.
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 QATAP (GPO Publication 310.1) – https://www.gpo.gov/docs/default-source/forms-and-standards-
files-for-vendors/qatap-rev-09-19.pdf.
PRODUCT: Perforated Mailers
TITLE: FY 24 Retention Wave 3 Direct Mail Campaign (May-December)
Total Quantity: 891,000 mailers.
The 891,000 will be split into two versions: NFIP Direct and WYO audiences, see page 7 for quantity
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breakdown and mailing dates schedule.
All the requirements of these specifications apply equally to all items/versions unless otherwise indicated.
NOTE: Each letter must also have an address and a unique customer ID printed on it. The Excel files will
include names, addresses, and unique IDs for each month's mailers.
Note: The quantities do not include spoilage from the manufacturing process or required for mailhouse.
Contractor is expected to adjust quantities as needed to meet delivery.
NO SHORTAGES ALLOWED; No shortages will be allowed; therefore the contractor is cautioned that
they will be required to make up any shortages at no additional costs to the Government. Contractor must
replace all spoiled/damaged items.
Contractor to provide an estimated postage cost for type of mail required. This cost will not be a factor in
award.
SECURITY WARNING: It is the contractor's responsibility to properly safeguard personally identifiable
information (PII) from loss, theft, or inadvertent disclosure and to immediately notify the Government of
any loss of personally identifiable information.
PII is "information which can be used to distinguish or trace an individual's identity, such as their name,
social security number, biometric records, etc., alone, or when combined with other personal or
identifying information which is linked or linkable to a specific individual, such as date and place of birth,
mother's maiden name, etc. (Ref.: OMB Memorandum 07-16.) Other specific examples of PII include, but
are not limited to:
(a) Personal identification number, such as passport number, driver's license number, taxpayer
identification number, or financial account or credit card number;
(b) Address information, such as street address or personal email address; and,
(c) Personal characteristics, including photographic image (especially of face or other distinguishing
characteristic), fingerprints, handwriting, or other biometric image or template data (e.g., retina scans,
voice signature, facial geometry).
NOTE: Prior to award; contractor will be required to submit to GPO, a security plan within 2 hrs. after the
"Review and Confirm" call.
SECURITY CONTROL PLAN: The contractor shall operate and maintain an effective security system
whereby materials used to perform the contract are manufactured and/or stored (e.g. while awaiting
distribution or disposal) so as to ensure against theft and/or the unauthorized possession of the materials.
Contractor is cautioned that Government provided information shall not be used for non-government
business. Specifically, Government information shall not be used for the benefit of a third party. The
Government retains the right to conduct on-site security reviews at any time during this contract.
1. The plan shall contain at a minimum how government files (data) will be secured to prevent disclosure
to a third party prior to and after termination of contract;
2. Explain how all accountable materials will be handled throughout all phases of production;
3. How the disposal of waste materials will be handled; and,
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4. How all applicable Government-mandated security/privacy/rules and regulations as cited in this
contract shall be adhered to by the contractor.
PRIVACY ACT NOTIFICATION: This procurement action requires the contractor to do one or more of
the following: design, develop, or operate a system of records on individuals to accomplish an agency
function in accordance with the Privacy Act of 1974, Public Law 93-579, December 31, 1974 (5 U.S.C.
552a) and applicable agency regulations. Violation of the Act may involve the imposition of criminal
penalties.
-------------------------------------PRIVACY ACT-------------------------------
(a) The contractor agrees:
(1) to comply with the Privacy Act of l974 and the rules and regulations issued pursuant to the Act in the
design, development, or operation of any system of records on individuals in order to accomplish an
agency function when the contract specifically identifies (i) the system or systems of records and (ii) the
work to be performed by the contractor in terms of any one or combination of the following: (A) design,
(B) development, or (C) operation;
(2) to include the solicitation notification contained in this contract in every solicitation and resulting
subcontract and in every subcontract awarded without a solicitation when the statement of work in the
proposed subcontract requires the design, development, or operation of a system of records on individuals
to accomplish an agency function; and
(3) to include this clause, including this paragraph (3), in all subcontracts awarded pursuant to this
contract which require the design, development, or operation of such a system of records.
(b) In the event of violations of the Act, a civil action may be brought against the agency involved where
the violation concerns the design, development, or operation of a system of records on individuals to
accomplish an agency function, and criminal penalties may be imposed upon the officers or employees of
the agency where the violation concerns the operation of a system of records on individuals to accomplish
an agency function. For purposes of the Act when the contract is for the operation of a system of records
on individuals to accomplish an agency function, the contractor and any employee of the contractor is
considered to be an employee of the agency.
(c) The terms used in this clause have the following meanings:
(1) "Operation of a system of records" means performance of any of the activities associated with
maintaining the system of records including the collection, use, and dissemination of records.
(2) "Record" means any item, collection or grouping of information about an individual that is maintained
by an agency, including, but not limited to, his education, financial transactions, medical history, and
criminal or employment history and that contains his name, or the identifying number, symbol, or other
identifying particular assigned to the individual, such as a finger or voice print or a photograph.
(3) "System of records" on individuals means a group of any records under the control of any agency from
which information is retrieved by the name of the individual or by some identifying number, symbol, or
other identifying particular assigned to the individual.
TRIM SIZE: 9 x 12-1/2” flat; 9 x 6-1/4” folded and constructed.
PAGES: Face and back before construction.
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PRINTING:
DIGITAL PRINTING IS ACCEPTABLE FOR VARIABLE DATA ONLY.
At contractor’s option, the product may be produced via conventional offset or digital printing provided
Quality Level III standards are maintained. Final output must be a minimum of 150- line screen and at a
minimum resolution of 1200 x 1200 dpi x 1 bit or 600 x 600 dpi x 4-bit depth technology. Digital device
must have a RIP that provides an option for high quality color matching such as Device Links Technology
and/or ICC Profiles. NOTE: Contractor must produce the entire job either conventional offset or digital
printing; split production methods are not acceptable without prior approval.
Two Versions:
NFIP Direct and WYO (Slight text change between versions.)
Print face and back (head to head - before construction) with tints/solids, text/rule matter,
images/illustrations, QR Code and fine detailed departmental logo in 4-color process with heavy coverage
background plus some reversing out on both sides; with bleeds. NOTE: The perforated lines are not for
bleeds/cuts, they are meant to be there for the customer to tear away.
GOVERNMENT TO FURNISH (GFM): Receive via email.
One (1) Purchase order.
NOTE: If you have any questions or concerns regarding the print files or printing instructions, please contact
Ariel Taub at 347-698-3917 or ariel.taub@associates.fema.dhs.gov and cc: thomas.grant@fema.dhs.gov
and cduncan@gpo.gov. For Jacket 428-589, please reference “NFIP FY24 National Retention Wave 3
Direct Mail” print order.
Unique Customer ID:
Mail pieces will include a Unique Customer ID to correspond to the mail month, year, wave number. For
example, the mailer MAY24W3W_XXXXX would correspond to May 2024, Wave 3, WYO, with an auto-
generated number. Alternatively, MAY24W3N_XXXXX would correspond to May 2024, Wave 3, NFIP
Direct with an auto-generated number.
Files:
Zip File 1 with the following:
Address File (Excel): The address file includes the following information fields that must be printed on the
materials: First and last name, Address, city, state, zip, Unique ID for each month's mailers (The unique ID
number should be printed on the gray box below the address.). NOTE: The Excel file will be password
protected
Zip File 2: Print-Ready Digital Copy (Adobe)
- The digital folder will include a copy of the following pieces: Perforated Letter: Renew today
- The digital copy files are not password protected.
Contractor can download the "Labeling and Marking Specifications" form (GPO Form 905, R. 7-15) from
gpo.gov, fill in appropriate blanks, and attach to shipping containers.
Prior to image processing, the contractor is responsible for performing a basic check (preflight) of the
furnished publishing files to assure accurate output of the required reproduction image. Any errors, media
damage or data corruption that might interfere with proper file imaging must be reported to the contract
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administrator in sufficient time to comply with the shipping schedule.
In addition, the contractor is responsible for creating or altering any necessary trapping, setting proper
screen angles and screen frequency, and defining file output selection for the imaging devise being utilized.
All furnished files must be imaged as necessary to meet assigned quality level.
MAILING FOR BOTH ITEMS, FIRST MAILING 5/23/24, ROLLING MAIL DROPS THRU FINAL
MAILING ON 12/20/24.
NOTE: New creative files may be sent to the selected printer in May. Due to the timeframe of this request,
slight version distribution changes may occur and/or minor revisions to the creative files made be made.
PRINTER MUST CONFIRM FINAL VERSION DISTRIBUTION AND CREATIVE WITH AGENCY
PRIOR TO THE BEGINNING OF PRINTING.
ALL PROCEEDING MONTHS MUST BE PRINTED ON A MONTHLY BASIS IN THE EVENT OF
FUTURE CONTENT UPDATES.
Addresses will be delivered in 2 separate Excel files per month that correspond to the 8-month mailing
schedule and 2 versions intended for separate audiences. Each address will receive one perforated letter
mailer. Initial mail quantities will be submitted for count and bidding purposes only. Actual retention data
files will be pulled each month. Each month, the mailhouse processes the data through Cass, NCOA, and
formats data. Each month, the mailhouse inkjets and mails the data at once.
NOTE: Address File + Mailing Instructions (Excel)
For each piece, the address file includes the following information fields that must be printed on the
materials on one side only: First and last name, Address, city, state, zip, and Unique ID. The unique ID
number should be printed on the gray box below the address. The Excel file will be password protected
(password to be provided after award).
Contractor is responsible for passing the address file through (CASS) certification and through the National
Change of Address (NCOA) service database to verify addresses are NCOA-certified, as required using a
Licensed USPS Full Service Provider. All related costs to perform this operation must be included in the
bid.
Contractor will process provided addresses via NCOA/CASS to adjust final list for standard issues such as
bad addresses, plus remove
A- Truncated addresses (the FEMA input system truncates addresses that are too long)
B- Commercial addresses (i.e., PO boxes).
NOTE: Contractor to notify customer/agency if the addresses are to be corrected and if they will need to be
emailed back.
NOTE: Mailers are to be at the presorted bulk/standard rate using AGENCY'S account, permit no. G-114.
Client will be using USPS Informed Delivery (Mailer ID 902929622), which requires contractor to upload
mailing lists to the USPS platform in the form of IMb serial number ranges for each batch of mail sent on
a monthly or weekly basis. The contractor will need to regularly provide the IMb serial number ranges for
each batch of mail sent. Contractor to return to client the final address list after CASS system processing.
Materials must be printed and placed in the mail on the date specified by the schedule below. The materials
must be mailed on a rolling basis over an eight-month period, at the bulk/standard rate using AGENCY'S
PERMIT No. G-114. First mailing on 5/23/24, thru final mailing on 12/20/24. Proof of delivery must be
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