VA Welcome Kit_Q1_FY2022

Agency: U.S. Government Publishing Office
State: Virginia
Type of Government: State & Local
Posted Date: Oct 14, 2021
Due Date: Oct 19, 2021
Solicitation No: 618-254 - 618-260
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page

Program/Jacket Number: 618-254 - 618-260
Title: VA Welcome Kit_Q1_FY2022
Bid Opening Date: October 19, 2021
Contract Type: One-Time Bid
Scope: DESCRIPTION: POCKET FOLDER: Prints flat: 19-1/2 x 16", the finished folded size: 9 x 12" PRINTS face only (before finishing) with full bleed (must be built) in 4 color process on White 100# Silk / Dull Cover, include a non-yellowing flood dull varnish. SCORE & FOLD to 9 x 12" with two 4" cut pocket secured on outer edges with 3/4 x 4" concealed glue tabs. FACTSHEETS: 8-1/2 x 11" 18 unique sheets. First sheet prints 4 color process, one side only, 17 other sheets print 4 color process, head to head. All sheets print on 60# White Uncoated Text. COLLATE and INSERT in that exact order in Right pocket. The required order of the sheets will be provided at the time of award. WELCOME GUIDE: 8-1/2 x 11". 20 pages + 4 page cover. PRINTS head to head in 4 color process. Ensure footer and cross-overs line up throughout. SCORE, COLLATE, & saddle STITCH in two evenly spaced locations on left 11" side. INSERT in Left pocket of pocket folder. Outer covers to print on 100# White Silk / Dull cover, text pages print on White 60# Uncoated Text. SHIPPING INSTRUCTIONS: 8-1/2 x 11", Black Ink Only, One Side Only. All sheets print on 60# White Uncoated Text. To be placed inside each shipping carton NOT inside each kit. NOTE: Shipping costs need to be included in the bid price of each individual Jacket.
Quantity: 119000
Ship/Deliver Date: November 9, 2021
GPO Office: Virginia Beach, VA
Files: 618-254 - 618-260 , Distribution List for JKT 618-254 , Distribution breakout for all Jackets , GPO Sales ISBN and Barcode , Previous Printing inside booklet , Previous Printing outside pocket folder , Previous Printing inside welcome kit , Previous printing inside front cover booklet , Previous Printing inside back cover booklet

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Specifications by RW
Reviewed by RG
Page 1 of 8
Jackets 618-254 thru 618-260
US Dept of Veterans Affairs: 22-00107 /017566
FACSIMILE BID SPECIFICATIONS
U.S. Government Publishing Office (GPO)
291 Virginia Beach Blvd., Ste. 401
Virginia Beach Regional Printing Procurement Office
Virginia Beach, Virginia 23462
BID OPENING: Bids shall be opened at 11:00 a.m., prevailing Eastern Standard Time October 19, 2021 at the
U.S. Government Publishing Office, Virginia Beach Regional Office, 291 Independence Blvd., Suite 401,
Virginia Beach, VA 23462. Due to COVID-19, this will NOT be a public bid opening.
ANY QUESTIONS BEFORE AWARD CONCERNING THESE SPECIFICATIONS CALL RUSS WARD (757)
490-7941 AFTER AWARD, REFER ALL QUESTIONS TO YOUR CONTRACT ADMINISTRATOR WHOSE
NAME APPEARS IN THE UPPER PORTION OF THE PURCHASE ORDER. NO COLLECT CALLS.
BID SUBMISSION: Due to the COVID-19 pandemic, the physical office of Virginia Beach Regional Office will
NOT be open. Based on this, bidders MUST submit email bids to bidsvirginiabeach@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 11:00 a.m. on the bid opening date
specified above will not be considered for award.
ADDITIONAL EMAILED BID SUBMISSION PROVISIONS: The Government will not be responsible for
any failure attributable to the transmission or receipt of the emailed bid including, but not limited to, the following
1) Illegibility of bid.
2) Emails over 75 MB may not be received by GPO due to size limitations for receiving emails.
3) The bidder’s email provider may have different size limitations for sending email; however, bidders are
advised not to exceed GPO’s stated limit.
4) When the email bid is received by GPO, it will remain unopened until the specified bid opening time.
Government personnel will not validate receipt of the emailed bid prior to bid opening. GPO will use the
prevailing time (specified as the local time zone) and the exact time that the email is received by GPO’s
email server as the official time stamp for bid receipt at the specified location.
OFFERS: Offers must include the cost of all materials and operations for the total quantity ordered in
accordance with these specifications. In addition, a price must be submitted for each additional 100’s. The price
for additional quantities must be based on a continuing run, exclusive of all basic or preliminary charges and will
not be a factor for determination of award.
Note: The GPO 910 “BID” Form is no longer required; bidders are to fill out, sign/initial, as applicable, and return
page 9.
The jacket numbers and bid opening date must be specified with the emailed bid submission. Refer to Facsimile
Bids in Solicitation Provisions of GPO Contract Terms, GPO Publication 310.2, as revised January, 2018.
Bids received after 11:00 a.m. on the bid opening date specified above will not be considered for award. For
information regarding the solicitation requirements prior to award, email Russ Ward at wward@gpo.gov For
contract administration after award, contact Virginia Beach at (757) 490-7941.
Jackets 618-254 thru 618-260: VA Welcome Kits Q1 FY2022
Page 2 of 8
GPO CONTRACT TERMS: Any contract which results from this Invitation for Bid will be subject to the
applicable provisions, clauses, and supplemental specifications of GPO Contract Terms (GPO Publication 310.2,
effective December 1, 1987 (Rev. 01-18)) and GPO Contract Terms, Quality Assurance Through Attributes
Program for Printing and Binding (GPO Publication 310.1, effective May 1979 (revised 9-19)).
GPO Contract Terms (GPO Publication 310.2) – https://www.gpo.gov/docs/default-source/forms-and-standards-
files-for-vendors/contractterms2018.pdf
GPO QATAP (GPO Publication 310.1) – https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-
vendors/qatap-rev-09-19.pdf
PREAWARD SURVEY: In order to determine the responsibility of the prime contractor or any subcontractor,
the Government reserves the right to conduct an on-site pre-award survey at the contractor's/subcontractor's
facility or to require other evidence of technical, production, managerial, financial, and similar abilities to
perform, prior to the award of a contract. As part of the financial determination, the contractor in line for award
may be required to provide one or more of the following financial documents:
1) Most recent profit and loss statement
2) Most recent balance sheet
3) Statement of cash flows
4) Current official bank statement
5) Current lines of credit (with amounts available)
6) Letter of commitment from paper supplier(s)
7) Letter of commitment from any subcontractor
The vendor must supply contingency plans prior to award on how units that may fail within warranty period will
be replaced.
The documents will be reviewed to validate that adequate financial resources are available to perform the contract
requirements. Documents submitted will be kept confidential, and used only for the determination of
responsibility by the Government. Failure to provide the requested information in the time specified by the
Government may result in the Contracting Officer not having adequate information to reach an affirmative
determination of responsibility.
NOTE: Prior to award the apparent low vendor must be able to show ability to produce the product in question
and may be asked to supply samples of similar items.
PAYMENT: PLEASE SUBMIT BILLING PACKAGES WITHIN 15 DAYS OF DELIVERY.
Submitting invoices for payment via the GPO fax gateway (if no samples are required) utilizing the GPO barcode
coversheet program application is the most efficient method of invoicing. Instruction for using this method can be
found at the following web address: http://winapps.access.gpo.gov/fms/vouchers/barcode/instructions.html
Invoices may also be mailed to: U.S. Government Publishing Office, Office of Financial Management,
Attn: Comptroller, Stop: FMCE, Washington, DC 20401.
For more information about the billing process refer to the General Information of the Office of Finance web page
located at https://www.gpo.gov/how-to-work-with-us/vendors/how-to-get-paid
MODS: If any additional costs are incurred during the production of this job due to Government action (i.e.
AAs), contractor is REQUIRED to submit written request to the Printing Specialist for written approval BEFORE
proceeding.
Only a warranted GPO Contracting Officer acting within their appointed limits, has the authority to issue
modifications or otherwise change the terms and conditions of this contract. If an individual other than the GPO
Jackets 618-254 thru 618-260: VA Welcome Kits Q1 FY2022
Page 3 of 8
Contracting Officer attempts to make changes to the terms and conditions of this contract, you shall not proceed
with the change and shall immediately notify the GPO Contracting Officer. Proceeding with any work not
authorized by the GPO Contracting Officer will be at the Contractor’s own risk.
SUBCONTRACTING: The predominant production function is printing. Must be printed on a press capable of
printing Four colors (four printing units) in a single pass. Bidders who must subcontract this operation will be
declared non-responsible.
PRODUCT: Each Kit to have – (1) Pocket Folder, (18) Unique Factsheets, (1) Saddle Stitch Book, (1) Single
Sheet Shipping Instruction, to be included with shipping package, NOT inserted into each kit.
QUANTITY: JKT 618-254: QTY 100,000 Kits, JKT 618-255: QTY 2,500 Kits, JKT 618-256: QTY 200 Kits,
JKT 618-257: QTY 5,000 Kits, JKT 618-258: QTY 500 Kits, JKT 618-259: QTY 10,000 Kits, JKT 618-260:
QTY 1,000 Kits,
TITLE: VA Welcome Kit_Q1_FY2022
PAGES: Pocket Folders; 4 Pages (head to head), 18 Facts Sheets (One sheet is one side only other 17 print head
to head), Welcome Guide: 20 pages plus 4 page cover (head to head), Shipping Instruction Sheet print One side
only.
TRIM: Pocket Folders; 19 -1/2 x 16” Flat, folds to 9 x 12”, 18 Facts Sheets: 8-1/2 x 11”, Welcome Guide:
8-1/2 x 11”, Shipping Instruction Sheet 8-1/2 x 11”.
DESCRIPTION: POCKET FOLDER: Prints flat: 19-1/2 x 16", the finished folded size: 9 x 12"
PRINTS face only (before finishing) with full bleed (must be built) in 4 color process on White 100# Silk / Dull
Cover, include a non-yellowing flood dull varnish. SCORE & FOLD to 9 x 12" with two 4" cut pocket secured on
outer edges with 3/4 x 4" concealed glue tabs.
FACTSHEETS: 8-1/2 x 11" 18 unique sheets. First sheet prints 4 color process, one side only, 17 other sheets
print 4 color process, head to head. All sheets print on 60# White Uncoated Text.
COLLATE and INSERT in that exact order in Right pocket. The required order of the sheets will be provided at
the time of award.
WELCOME GUIDE: 8-1/2 x 11". 20 pages + 4 page cover. PRINTS head to head in 4 color process.
Ensure footer and cross-overs line up throughout.
SCORE, COLLATE, & saddle STITCH in two evenly spaced locations on left 11" side.
INSERT in Left pocket of pocket folder. Outer covers to print on 100# White Silk / Dull cover, text pages print on
White 60# Uncoated Text.
SHIPPING INSTRUCTIONS: 8-1/2 x 11", Black Ink Only, One Side Only. All sheets print on 60# White
Uncoated Text. To be placed inside each shipping carton NOT inside each kit.
NOTE: Shipping costs need to be included in the bid price of each individual Jacket.
GOVERNMENT TO FURNISH: PDF print files and MS Excel distribution files to emailed or FTP.
CONTRACTOR TO FURNISH: All materials and operations, other than those listed under "Government to
Furnish," necessary to produce the product in accordance with these specifications.
ELECTRONIC PREPRESS: File is setup as 4 color process 8-1/2 x 11”.
Prior to image processing, the contractor shall perform an extensive check (preflight) of the furnished media and
publishing files to assure correct output of the required reproduction image. Any errors, media damage, or data
corruption that might interfere with proper file image processing must be reported to GPO.
Jackets 618-254 thru 618-260: VA Welcome Kits Q1 FY2022
Page 4 of 8
The contractor shall create any necessary trapping, set proper screen angles and screen frequency, and define file
output selection for the imaging device being utilized. Furnished files must be imaged as necessary to meet the
assigned quality level.
When required by the Government, the contractor shall make minor revisions to the electronic files. It is
anticipated that the Government will make all major revisions.
Upon completion, the contractor must furnish final production native application files with the furnished material.
The digital deliverables must be an exact representation of the final printed product and shall be returned on the
same type of storage media as was originally furnished. The Government will not accept, as digital deliverables,
PostScript files, or any proprietary file formats other than those supplied, unless specified by the Government.
PROOFS: Contractor to submit one Press Quality, PDF soft proof (for content only) using the same Raster Image
Processor (RIP) that will be used to produce the final printed product. PDF proof will be evaluated for text flow,
image position, and color breaks. Proof will not be used for color match.
Contractor must call Penny Woods at 202-674-0791 to confirm receipt. Email proofs to: penny.woods2@va.gov
and wward@gpo.gov .
Also
One set of digital color content proofs for all parts. Direct to plate must be used to produce the final product with
a minimum resolution of 2400 x 2400 dpi.
Proofs must be created using the same Raster Image Processor (RIP) that will be used to produce the product.
Proofs shall be collated with all elements in proper position (not pasted up), imaged face and back, trimmed and
folded to the finished size of the product, as applicable.
Email photos of the completed digital content proof for all parts to: Justin.Hoffman@va.gov,
Penny.Woods2@va.gov, wward@gpo.gov
PRINTING: Pocket Folder, Inserts, and VA Welcome Guide print in 4 color process. Pocket folders to add flood
coat with clear, non-yellowing dull aqueous coating. Shipping Instructions Sheet print black only.
STOCK/PAPER: The specifications of all paper furnished must be in accordance with those listed herein or
listed for the corresponding JCP Code numbers in the "Government Paper Specification Standards No. 13" dated
September 2019. https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/vol_13.pdf
Pocket folders & Welcome Guide Covers - JCP Code* L62, No. 2 Silk / Dull-Coated Cover, Basis Size 20 X 26".
100#
Fact Sheets, Welcome Guide Text Pages and Shipping Instruction Sheet - JCP Code* A60, Uncoated Text, Basis
Size 25 X 38". 60#
INK: 4 Color Process and Black
MARGINS: Full Bleed all parts except Shipping Instruction Sheet.
BINDING: Pocket folder: SCORE & FOLD to 9 x 12" with two 4" cut pocket secured on outer edges with 3/4 x
4" concealed glue tabs. Fact sheets and Shipping Instructions: Single Sheets. Welcome Guide: Saddle stich in
two places along the left 11” side.
PACKING: Boxes MUST not exceed 40 pounds.
Pack suitable quantities in shipping containers with a minimum bursting strength of 275 psi.
All shipments which fill less than a shipping container must be packaged with materials of sufficient strength and
durability and in such a manner which will guarantee that the product will not be damaged and the package will
not open nor split during delivery/mailing process.
Each shipping container to include ONE Shipping Instruction Sheet.
Jackets 618-254 thru 618-260: VA Welcome Kits Q1 FY2022
Page 5 of 8
THE CONTRACTOR IS ADVISED TO MAKE CERTAIN THAT THE CONTAINER AND THE
PALLET REQUIREMENTS ARE EXACTLY AS INDICATED. NO SUBSITITUTIONS WILL BE
ACCEPTED FOR EITHER OF THESE.
When multiple pallets are required to package the same product, the containers must be identified as to number of
containers (e.g., 1 of 3, 2 of 3, and 3 of 3).
LABELING AND MARKING (Package and/or Container label): Each package or carton must be labeled. The
label MUST indicate full title, quantity, Jacket number, and total number of boxes shipped, i.e. 6 of 10.
SCHEDULE: Purchase Order and furnished material will be emailed no later than October 20, 2021.
Unscheduled material such as shipping documents, receipts or instructions, delivery lists, labels, etc., will be
furnished with the order or shortly thereafter. In the event such information is not received in due time, the
contractor will not be relieved of any responsibility in meeting the shipping schedule because of failure to request
such information.
Submit proofs as soon as possible in order to comply with the shipping schedule. Proofs will be withheld two (2)
workdays from receipt until approval of proofs. Date of receipt is not considered first day. The contractor must
not print prior to receipt of an "OK to print."
Inside delivery to 266 locations must be made by November 9, 2021 by 2pm local time
DEPARTMENTAL RANDOM COPIES (BLUE LABEL): Order must be divided into 200 equal sublots. A
random copy must be selected from each sublot. Do not choose copies from the same general area in each sublot.
The contractor will be required to execute a statement furnished by GPO certifying that copies were selected as
directed. The random copies constitute a part of the total quantity ordered, and no additional charge will be
allowed.
These randomly selected copies must be packed separately and identified by a special government-furnished blue
label, affixed to each affected container. The container and its contents shall be recorded separately on all
shipping documents and sent to: Fort Benning, GA (see distribution).
NOTIFICATION OF SHIPMENT: Immediately after the order has shipped, the contractor must email
tracking# to penny.woods2@va.gov & wward@gpo.gov on same day product ships. Ensure all boxes contain
title, job#, and box# of total shipment.
Contractor to return supplied Distribution list with tracking information no late than 2 days after shipping
all parts.
DISTRIBUTION: Shipping costs need to be included in the bid price for each jacket.
F.O.B. DESTINATION – CONTRACTOR PAYS THE FREIGHT TO DELIVER. INSIDE DELIVERY MUST
BE MADE BY 2PM LOCAL TIME TO 13 DESTINATIONS. Deliver no later than November 9, 2021.
Final delivery for 266 specific locations equaling 119,200 kits under must be made by November 9, 2021.
*** THE DRIVER WILL NEED TO REMAIN UNTIL UNLOADED
*** Schedule delivery at least 24 hours in advance (M-F)
Vendor MUST call ahead to ensure someone will be available to receive at each location.
See attached for distribution lists
JKT 618-254: QTY 100,000 Kits, 260 Locations
JKT 618-255: QTY 2,500 Kits, (One Location) St. Paul, MN 55111
JKT 618-256: QTY 200 Kits, (One Location) Bronx, NY 10468
JKT 618-257: QTY 5,000 Kits, (One Location) Ann Arbor, MI 48105
JKT 618-258: QTY 500 Kits, (One Location) Saginaw, MI 48602.
JKT 618-259: QTY 10,000 Kits, (One Location) Nashville, TN 37212
JKT 618-260: QTY 1,000 Kits, (One Location) Eugene, OR 97408

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