SSA Notice Packages
| Agency: | U.S. Government Publishing Office |
|---|---|
| State: | Federal |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD14567549765395828 |
| Posted Date: | Apr 3, 2024 |
| Due Date: | Apr 19, 2024 |
| Source: | Members Only |
Program/Jacket Number: 0805-S
Title: SSA Notice Packages
Bid Opening Date: April 19, 2024
Contract Type: Term Contract
Scope: These specifications cover the production of mailing packages consisting of personalized English and Bilingual (Spanish/English) personalized notices, English and Spanish booklet inserts, form inserts, Business Reply Mail (BRM) Refund envelopes, Courtesy Reply Mail (CRM) Refund envelopes, and mail-out envelopes, requiring such operations as: the receipt and processing of electronically transmitted data; redevelopment of Advanced Function Presentation (AFP; Fully Composed or Mixed Mode) resources; composition; printing/imaging; binding/construction; gathering/inserting; presorting; and distribution.
GPO Team: Washington, DC
Files:
0805-S
Attachment Preview
Program 805-S
Specifications by ST
Reviewed by MRN
Page 1 of 76
U.S. GOVERNMENT PUBLISHING OFFICE
Washington, DC
GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS
For the Procurement of
SSA Notice Packages
as requisitioned from the U.S. Government Publishing Office (GPO) by the
Social Security Administration (SSA)
Single Award
TERM OF CONTRACT: The base term of this contract is for the period beginning December 1, 2024 and ending
November 30, 2025, plus up to four (4) optional 12-month extension periods that may be added in accordance with the
“OPTION TO EXTEND THE TERM OF THE CONTRACT” clause in SECTION 1 of this contract.
The period from December 1, 2024, until April 30, 2025 will be used by the contractor for testing and
interfacing with SSA’s National File Transfer Management System (FTMS) for electronic transmission of files
from SSA to the production facility. Actual, live production begins on or around May 1, 2025.
BID OPENING: Bids shall be opened virtually at 11:00 a.m., Eastern Time (ET), on April 19, 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.
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 program 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, PLEASE NOTE: This program was formerly Program 545-S. These specifications have been
extensively revised; therefore, all bidders are cautioned to familiarize themselves with all provisions of these
specifications before bidding, with particular attention to:
▪ Removal of ECO Mailer
▪ SECURITY REQUIREMENTS: Clause 2352.224-1
▪ Clause 2352.224-2A
▪ Clause 2352.204-1
▪ Clause 2352.204-2
▪ SECTION 4. – SCHEDULE OF PRICES, BID ACCEPTANCE PERIOD.
Abstracts of contract prices are available at https://www.gpo.gov/how-to-work-with-us/vendors/contract-pricing.
For information of a technical nature, contact Starr Thompson at sthompson@gpo.gov or (202) 512-2114.
SSA Notice Packages
805-S (11/25)
Page 2 of 76
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. 01-18)) and GPO Contract Terms, Quality Assurance Through Attributes Program, for
Printing and Binding (GPO Publication 310.1, effective May 1979, (Rev. 09-19)).
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.
SUBCONTRACTING: The predominant production functions are the laser/ion deposition of data for the printing/imaging
of notices, the inserting of items into mailout envelopes, and the disposal/destruction of waste materials. Any bidder who
cannot perform the predominant production functions will be declared non-responsible. (Inkjet printing is not allowed.)
The contractor shall be responsible for enforcing all contract requirements outsourced to a subcontractor.
If the contractor wishes to add a subcontractor at any time after award, the subcontractor must be approved by the
Government prior to production starting in that facility. If the subcontractor is not approved by the Government, the
contractor must submit a new subcontractor’s information to the Government for approval 15 calendar days prior to
the start of production at that facility.
QUALITY ASSURANCE LEVELS AND STANDARDS: The following levels and standards shall apply to these
specifications:
Product Quality Levels:
(a) Printing (page related) Attributes -- Level III.
(b) Finishing (item related) Attributes -- Level III.
Inspection Levels (from ANSI/ASQC 1.4):
(a) Non-destructive Tests - General Inspection Level I.
(b) Destructive Tests - Special Inspection Level S-2.
(c) Transparent, low-gloss, poly-type window material covering the envelope window must pass a readability test
with a rejection rate of less than ¼% of 1% when run through a United States Postal Service (USPS) OCR
Scanner.
(d) Exception: ANSI X3.17 “Character Set for Optical Character Recognition (OCR A)” shall apply to these specifications.
The revisions of this standard which are effective as of the date of this contract are those which shall apply.
(e) Exception: The Data Matrix 2D barcodes must be in accordance with the requirements of ANSI MH 10.8.3M
unless otherwise specified.
(f) The payment portion below the micro-perforation on the “payment stub,” (Daily notice Mailers 1, 2, 3, and 4)
once detached, will be scanned and must function properly when processed through the current high speed
scanning equipment at SSA. A form is a reject and will be considered a major defect when its OCR print
cannot be correctly deciphered on the first pass through the scanning equipment (See
“PRINTING/IMAGING” for additional information regarding perforated payment stub).
SSA Notice Packages
805-S (11/25)
Page 3 of 76
NOTE: Use of equipment or ink which in any way adversely affects the scannability of the payment stub will not be allowed.
ANSI Standards may be obtained from the American National Standards Institute, 25 West 43rd Street, 4th Floor,
New York, NY 10036.
Specified Standards - The specified standards for the attributes requiring them shall be:
Attribute
Specified Standard
P-7. Type Quality and Uniformity
O.K. Press Sheets
P-9. Pantone Matching System
O.K. Press Sheets
Special Instructions: In the event that inspection of press sheets is waived by the Government, the following listed
alternate standards (in order of precedence) shall become the Specified Standards:
P-7. Type Quality and Uniformity
O.K. Preproduction Test Samples/O.K. Proofs/
Average Type Dimension in Publication/
Electronic Media/Camera Copy/Manuscript Copy
P-9. Solid and Screen Tint Color Match
Pantone Matching System
OPTION TO EXTEND THE TERM OF THE CONTRACT: The Government has the option to extend the term
of this contract for a period of 12 months by written notice to the contractor no later than 30 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 (5) 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 authorized pricing adjustment(s).
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 pricing under this contract shall be adjusted in accordance with this
clause, provided that in no event will any pricing adjustment be made that would exceed the maximum permissible
under any law in effect at the time of the adjustment. There will be no adjustment for orders placed during the first
period specified below. Pricing will thereafter be eligible for adjustment during the second and any succeeding
performance period(s). For each performance period after the first, a percentage figure will be calculated as described
below and that figure will be the economic price adjustment for that entire next period. Pricing adjustments under
this clause are not applicable to reimbursable postage or transportation costs, or to paper, if paper prices are subject
to adjustment by separate clause elsewhere in this contract.
For the purpose of this clause, performance under this contract will be divided into successive periods. The first
period will extend from December 1, 2024 to November 30, 2025, and the second and any succeeding period(s) will
extend for 12 months from the end of the last preceding period, except that the length of the final period may vary.
The first day of the second and any succeeding period(s) will be the effective date of the Economic Price Adjustment
for that period.
Adjustments in accordance with this clause will be based on changes in the seasonally adjusted “Consumer Price
Index For All Urban Consumers - Commodities Less Food” (Index) published monthly in the CPI Detailed Report
by the U.S. Department of Labor, Bureau of Labor Statistics.
SSA Notice Packages
805-S (11/25)
Page 4 of 76
The economic price adjustment will be the percentage difference between Index averages as specified in this
paragraph. An index called the variable index will be calculated by averaging the monthly Indexes from the 12-
month interval ending three (3) months prior to the beginning of the period being considered for adjustment. This
average is then compared to the average of the monthly Indexes for the 12-month interval ending August 31, 2025
called the base index. The percentage change (plus or minus) of the variable index from the base index will be the
economic price adjustment for the period being considered for adjustment.
The Government will notify the contractor by contract modification specifying the percentage increase or decrease to
be applied to invoices for orders placed during the period indicated. The contractor shall apply the percentage
increase or decrease against the total price of the invoice less reimbursable postage or transportation costs and
separately adjusted paper prices. Payment discounts shall be applied after the invoice price is adjusted.
PAPER PRICE ADJUSTMENT: Paper prices charged under this contract will be adjusted in accordance with
“Table 9 - Producer Price Indexes and Percent Changes for Commodity Groupings and Individual Items” in Producer
Price Indexes report, published by the Bureau of Labor Statistics (BLS), as follows:
NOTE: For the purpose of this contract, the Paper Price Adjustment will be based on the date of actual production.
Actual production begins May 1, 2025.
1. BLS code 0913-01 for “Offset and Text” will apply to all paper required under this contract.
2. The applicable index figures for the month of April 2025, will establish the Base Index.
3. There shall be no price adjustment for the first three (3) production months of the contract.
4. Price adjustments may be monthly thereafter, but only if the index varies by an amount (plus or minus)
exceeding 5% by comparing the Base Index to the index for that month which is two months prior to the
month being considered for adjustment.
5. Beginning with order placement in the fourth month, index variances will be calculated in accordance with
the following formula:
X - Base Index
_____________________
Base Index
x 100 = ___ %
Where X = the index for that month which is two months prior to the month being considered for adjustment.
6. The contract adjustment amount, if any, will be the percentage calculated in 5 above less 5%.
7. Adjustments under this clause will be applied to the contractor’s bid price(s) for Item VI., “PAPER” in the
“SCHEDULE OF PRICES” and will be effective on the first day of any month for which prices are to be adjusted.
The Contracting Officer will give written notice to the contractor of any adjustments to be applied to invoices for
orders placed during months affected by this clause. In no event, however, will any price adjustment be made which
would exceed the maximum permissible under any law in effect at the time of the adjustment. The adjustment, if any,
shall not be based upon the actual change in cost to the contractor, but shall be computed as provided above.
The contractor warrants that the paper prices set forth in this contract do not include any allowance for any
contingency to cover anticipated increased costs of paper to the extent such increases are covered by this price
adjustment clause.
SSA Notice Packages
805-S (11/25)
Page 5 of 76
SECURITY REQUIREMENTS: Clause 2352.224-1 Protection of Confidential Information (Dec 2008):
(a) “Confidential information,” as used in this clause, means information or data, or copies or extracts of information
or data, that is: (1) provided by the Social Security Administration (SSA) to the contractor for, or otherwise
obtained by the contractor in, the performance of this contract; and (2) of a personal nature about an individual,
such as name, home address, and social security number, or proprietary information or data submitted by or
pertaining to an institution or organization, such as employee pay scales and indirect cost rates.
(b) The Contracting Officer and the contractor may, by mutual consent, identify elsewhere in this contract specific
information or categories of information that the Government will furnish to the contractor or that the contractor is
expected to generate which are confidential. Similarly, the Contracting Officer and the contractor may, by mutual
consent, identify such confidential information from time to time during the performance of the contract. The
confidential information will be used only for purposes delineated in the contract; any other use of the confidential
information will require the Contracting Officer’s express written authorization. The Contracting Officer and the
contractor will settle any disagreements regarding the identification pursuant to the “Disputes” clause.
(c) The contractor shall restrict access to all confidential information to the minimum number of employees and
officials who need it to perform the contract. Employees and officials who need access to confidential
information for performance of the contract will be determined in conference between SSA’s Contracting
Officer, Contracting Officer’s Technical Representative, and the responsible contractor official. Upon request,
the contractor will provide SSA with a list of “authorized personnel,” that is, all persons who have or will
have access to confidential information covered by this clause.
(d) The contractor shall process all confidential information under the immediate supervision and control of
authorized personnel in a manner that will: protect the confidentiality of the records; prevent the unauthorized
use of confidential information; and prevent access to the records by unauthorized persons.
(e) The contractor shall assure that each contractor employee with access to confidential information knows the
prescribed rules of conduct, and that each contractor employee is aware that he/she may be subject to criminal
penalties for violations of the Privacy Act and/or the Social Security Act.
When the contractor employees are made aware of this information; they will be required to sign the SSA-
301, “Contractor Personnel Security Certification” (see Exhibit A).
A copy of this signed certification must be forwarded to: SSA, Attn: Kate Schmidt, DMIM, 1300 Annex
Building, 6401 Security Boulevard, Baltimore, MD 21235-6401, or email to: Kathryn.Schmidt@ssa.gov. A
copy must also be forwarded to: U.S. Government Publishing Office, 732 North Capitol Street, NW, CSAPS,
APS DC, Attn: Contracting Officer, Room C-838, Washington, DC 20401 (email address to be provided after
award). (See paragraph (f) below regarding the minimum standards that the safeguards must meet.)
(f) Whenever the contractor is storing, viewing, transmitting, or otherwise handling confidential information, the
contractor shall comply with the applicable standards for security controls that are established in the
http://csrc.nist.gov/drivers/documents/FISMA-final.pdfFederal Information Security Modernization Act
(FISMA). (These standards include those set by the National Institute of Standards and Technology (NIST)
via the Federal Information Processing Standards (FIPS) publications and NIST Special Publications,
particularly FIPS 199, FIPS 200, and NIST Special Publications - 800 series.)
(g) If the contractor, in the performance of the contract, uses any information subject to the Privacy Act of 1974, 5
U.S.C. 552a, and/or section 1106 of the Social Security Act, 42 U.S.C. 1306, the contractor must follow the rules
and procedures governing proper use and disclosure set forth in the Privacy Act, section 1106 of the Social
Security Act, and the Commissioner’s regulations at 20 C.F.R. Part 401 with respect to that information.
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