IRS Office Envelopes
| Agency: | U.S. Government Publishing Office |
|---|---|
| State: | Federal |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD14567572367275067 |
| Posted Date: | Dec 6, 2023 |
| Due Date: | Dec 18, 2023 |
| Source: | Members Only |
Program/Jacket Number: 2551-S
Title: IRS Office Envelopes
Bid Opening Date: December 18, 2023
Contract Type: Term Contract
Scope: These specifications cover the production of envelopes requiring such operations as electronic receipt of orders (online or e-mail), composition, reproducibles, printing, construction, packing, distribution, and reporting.
Quantity: Approximately 500 to 15,000 envelopes per envelope number type.
GPO Team: Northeast Team
Files:
2551-S
Attachment Preview
Program 2551-S
Specifications by RLW
Reviewed by LLP
Page 1 of 43
U.S. GOVERNMENT PUBLISHING OFFICE
Northeast Region
GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS
For the Procurement of
IRS Office Envelopes
as requisitioned from the U.S. Government Publishing Office (GPO) by the
Internal Revenue Service
Single Award
TERM OF CONTRACT: This contract contains an Initial Website Development Period and a Production
Term of Contract.
INITIAL WEBSITE DEVELOPMENT PERIOD: Beginning Date of Award and website must be in full
operation within 90 days of award of the contract.
PRODUCTION TERM OF CONTRACT: The term of this contract is for the period beginning January 1,
2024 and ending December 31, 2024, plus up to 4 optional 12-month extension period(s) that may be added in
accordance with the “Option to Extend the Term of Contract”, and “Economic Price Adjustment” clauses in
Section 1 of this contract.
BID OPENING: Bids shall be opened at 11:00 a.m., prevailing Columbus, Ohio time December 18, 2023.
BID SUBMISSION: Bidders MUST submit email bids to bidsnortheast@gpo.gov for this solicitation. No
other method of bid submission will be accepted at this time.
The company name, program number, and bid opening date must be specified in the subject line of the emailed
bid submission. Bids received after 11:00 a.m. prevailing Columbus, OH time on the bid opening date specified
above will not be considered for award.
BIDDERS PLEASE NOTE: Formerly Program 2550-S. Significant revisions have been made. Bidders are
cautioned to familiarize themselves with all provisions of this contract before bidding.
On page 6, see “ADDITIONAL EMAILED BID SUBMISSION PROVISIONS”.
PROGRAM NUMBER FOR THIS SOLICITATION HAS BEEN CHANGED FROM 2550-S TO 2551-S.
The previous abstract for Program 2550-S available on GPO Web Site at:
https://www.gpo.gov/how-to-work-with-us/vendors/contract-pricing.
LEGAL DISCLAIMER: Product names are the trademarks of the respective companies and do not indicate
endorsement by the U.S. Government.
For information of a technical nature call Russell Woodmancy at (614) 488-4616, ext. 8 (No collect calls), or
email rwoodmancy@gpo.gov.
IRS Office Envelopes
2551-S (12/24)
Page 2 of 43
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 Pub. 310.2,
effective December 1, 1987 (Rev. 1-18)) and GPO Contract Terms, Quality Assurance Through Attributes
Program for Printing and Binding (GPO Pub. 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/contract-terms-01-18.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.
• More GPO Publications can be found at: https://www.gpo.gov/how-to-work-with-us/vendors/forms-
and-standards.
SUBCONTRACTING: The predominant production function may be either the manufacture of the envelopes
or the printing of the envelopes. Bidder who must subcontract both operations may be declared non-responsible.
SECURITY: The contractor shall take all necessary precautions to insure against mishandling and misuse of
credit/purchase card information provided by the IRS. The minimum precautions must include that the
facsimile machines are in a secure location and have limited accessibility and/or that the contractor maintain
encrypted facsimile machines and e-mail servers.
The contractor’s online application is required to be capable of accepting valid credit/purchase cards for orders,
and is required to comply with the following:
Contractor must meet Payment Card Industry (PCI) standards and must be certified for PCI operations. A copy
of this certification must be made available to the Government immediately upon request.
Contractor must encrypt all credit/purchase card numbers using Federal Information Processing Standard (FIPS)
compliant encryption (Triple DES or AES encryption) when credit/purchase card numbers are stored or when
credit/purchase card numbers are transmitted over a computer network.
No credit/purchase card number shall ever be transmitted over a computer network without FIPS compliant
encryption protection.
No credit/purchase card number shall ever be stored in a database without FIPS compliant encryption protection.
GPO and IRS must be notified if the contractor ever detects a breach of the contractor’s system in which
credit/purchase card numbers are believed to have been copied or compromised.
The contractor will indemnify and hold the GPO and the U.S. Government harmless, and the contractor assumes
full liability and responsibility for the loss, misuse, or fraudulent (by contractor or its employees or agents) use
of all credit/purchase card information obtained from GPO-designated customers relating to this agreement.
DISPOSAL OF WASTE MATERIALS: The contractor is required to demonstrate how all waste materials
used in the production process will be destroyed, i.e., burning, pulping, shredding, macerating, or other suitable
similar means. Electronic records must be destroyed in a manner that prevents reconstruction. Destroying the
records means the material cannot be reassembled and used in an inappropriate manner in violation of law and
regulations. Sensitive records are records that are national security classified or exempted from disclosure by
statute, including the Privacy Act or regulation.
If the contractor selects shredding as a means of disposal, it is preferred that a crosscut shredder be used. If a
strip shredder is used, the strips must not exceed one-quarter inch.
The contractor must provide the location and method planned to dispose of the materials. A Government
representative may be required to be present for the disposal of waste materials. At Government’s option,
contractor may be required to return all waste materials to the ordering agency.
IRS Office Envelopes
2551-S (12/24)
Section 1. – General Terms and Conditions
Page 3 of 43
QUALITY ASSURANCE LEVELS AND STANDARDS: The following levels and standards shall apply to
these specifications:
Product Quality Levels:
(a) Printing (form related) Attributes -- Level IV.
(b) Finishing Attributes -- Level IV.
Inspection Levels (from ANSI/ASQC Z 1.4):
(a) Non-destructive Tests and Inspections - General Inspection Level I.
(b) Inspection of inserter jams, performance tests, and destructive tests - Special Inspection Level S-3.
Specified Standards: The specified standards for the attributes requiring them shall be:
Attribute
Specified Standard
P-7. Type Quality and Uniformity
P-9. Solid or Screen Tints Color Match
Envelope Specification Sheet
Pantone Matching System
OPTION TO EXTEND THE TERM OF 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 not 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 (December 31, 2028) as a
result of, and including, any extension(s) added under this clause. Further extension may be negotiated under
the “Extension of Term of Contract” clause. See also “Economic Price Adjustment” for authorized pricing
adjustment(s).
EXTENSION OF TERM OF CONTRACT: 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.
ESCALATION CLAUSES: The escalation clauses in this contract are Economic Price Adjustment (EPA) and
Paper Price Adjustment (PPA). For each option term of the contract that is exercised, a change order
modification (written notice) will be issued. Then followed by a separate modification that will include the EPA
and/or PPA percentage adjustments calculated into each of the line-item pricing (Section – 4 Schedule of
Prices). These escalation percentages (one hundredth of a percent) will be multiplied against the original
submitted prices in accordance with these specifications (each line item will either an EPA or an PPA) and then
rounded to the nearest even number cent. Odd number cents round up to an even number.
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 January 1, 2024 and ending December 31, 2024, 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.
Pricing 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.
IRS Office Envelopes
2551-S (12/24)
Section 1. – General Terms and Conditions
Page 4 of 43
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
September 30, 2023, 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.
If the Government exercises an option, the extended contract shall be considered to include this economic price
adjustment clause.
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:
1. BLS code 0913 for “All Paper” will apply to all paper required under this contract.
2. The applicable index figures for the month of December 2023 will establish the base index.
3. There shall be no price adjustment for the first six months of the contract.
4. For the purpose of this clause, performance under this contract will be divided into successive periods.
The first period will extend from January 1, 2024 and ending June 30, 2024, and the second and any
succeeding period(s) will extend for 6 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 paper price adjustment for that period.
5. Price adjustments may be 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.
6. Beginning with order placement in the six-month, index variances will be calculated in accordance with
the following formula:
???? − ???????????????? ???????????????? × 100 = ____ %
???????????????? ????????????????
where X = the index for that month which is two months prior to the month being considered for
adjustment.
7. The contract adjustment amount, if any, will be the percentage calculated in 6 above less 5%.
8. Adjustments under this clause will be applied to the contractor’s bid price(s) for all line items under Item
II. Stock/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.
IRS Office Envelopes
2551-S (12/24)
Section 1. – General Terms and Conditions
Page 5 of 43
ASSIGNMENT OF ENVELOPE PRINT ORDERS: A GPO Purchase Order will be issued to the contractor
to cover work performed. Orders will be placed either of the two following ways:
1) The online/form order will indicate the quantity to be produced and any other information pertinent to
the order.
2) Individual “Envelope Order Form 9880”, see EXHIBIT 1 on page 25 and/or GPO Form 2511, Print
Order for each job placed with the contractor.
ORDERING: Items to be furnished under the contract shall be ordered by the submission of on-line order or
GPO Print Order Form 2511 by the Government. Orders may be issued under the contract from January 1,
2024 and ending December 31, 2024, plus for such additional period(s) as the contract is extended. All orders
issued hereunder are subject to the terms and conditions of the contract. The contract shall control in the event
of conflict with any online order or Print Order.
The contractor must be able to process orders via an online website or an emailed PDF of IRS Form 9880 and/or
GPO Print Order Form 2511. An order shall be “issued” upon notification by the Government for purposes of
the contract when it is electronically transmitted vie online website or emailed GPO Print Order to the contractor
in conformance with the schedule.
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 or to require other evidence of technical, production, managerial, financial, and similar abilities to
perform, prior to the award of a contract.
Attending the preaward survey will be representatives from the Government Publishing Office (GPO) and/or the
Internal Revenue Services (IRS).
Financials: 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(s)
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)
7. Letter of commitment from any subcontractor
The Preaward Survey will include a review of any subcontractors involved, along with their specific functions;
and the contractor’s/subcontractor’s, personnel, data handling, production, cyber security, and other
requirements deemed necessary in the contractor meeting the requirements of this contract.
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 1.
The government shall not be required to purchase from the contractor, requirements in excess of the limit on
total orders under this contract.
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
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