SSA Copier Paper Contract

Location:	Federal
Posted:	Jan 23, 2026
Due:	Feb 10, 2026
Agency:	U.S. Government Publishing Office
Type of Government:	State & Local
Category:	93 - Nonmetallic Fabricated Materials
Publication URL:	To access bid details, please log in.

Attachment Preview

Program 775-S (R-2)

Specifications by MRN

Page 1 of 19

U.S. GOVERNMENT PUBLISHING OFFICE

Washington, DC

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS

For the Procurement of

SSA Copier Paper Contract

as requisitioned from the U.S. Government Publishing Office (GPO) by the

Social Security Administration (SSA)

Single Award

TERM OF CONTRACT: The term of this contract is for the period beginning Date of Award (for April 1, 2026)

and ending March 31, 2027, 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 Date of Award and ending June 30, 2026 will be used by the contractor for programming and

work performance testing; actual, live production begins July 1, 2026.

NOTE: The purchase order issue date is not expected to have an effective “Term of Program” prior to April 1,

2026. No programming and testing, as required by these specifications, is allowed on this contract prior to April

1, 2026, or Date of Award. In the event that the purchase order is issued before April 1, 2026 the contract base

term will begin April 1, 2026. The base term year may be for less than a full 12 months.

BIDDERS, PLEASE NOTE: These specifications have been revised from the previous solicitation. “QUANTITY”,

“PACKING (All Shipments)”, “SECTION 4 – SCHEDULE OF PRICES”, and all dates have been revised.

BID OPENING: Bids shall be opened virtually at 11:00 a.m., Eastern Time (ET), on February 10, 2026, 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 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.

THIS IS A NEW PROGRAM. THERE IS NO ABSTRACT AVAILABLE.

For information of a technical nature, contact Jennifer Yarbrough at jyarbrough@gpo.gov or (202) 213-3458.

SSA Copier Paper Contract

775-S (R-2) (03/27)

Page 2 of 19

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)).

GPO Contract Terms (GPO Publication 310.2) – https://www.gpo.gov/docs/default-source/forms-and-standards-files-

for-vendors/contractterms2018.pdf.

SUBCONTRACTING: The predominant production function of this contract is the reporting requirements (see

“DAILY COMPLETION STATUS REPORT” specified herein). Bidders who must subcontract this operation will be

declared non-responsible.

The prime contractor is responsible for enforcing all contract requirements outsourced to a subcontractor.

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 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 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.

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.

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, live production begins July 1, 2026.

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 June 2026 will establish the Base Index.

3. There shall be no price adjustment for the first three 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.

SSA Copier Paper Contract

775-S (R-2) (03/27)

Page 3 of 19

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 I., “PAPER, PACKING,

AND DISTRIBUTION” in the “SCHEDULE OF PRICES” and will be effective on the first day of any month

for which prices are to be adjusted. (NOTE: Adjustments do not apply to reimbursable shipping and mailing

costs.)

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.

BUY AMERICAN ACT: In conjunction with the preaward survey (see “PREAWARD SURVEY” specified herein),

the prospective contractor must state the paper supplier(s)/mill(s) that will be used and must be in compliance with the

Buy American Act. Refer to GPO Contract Terms (GPO Publication 310.2, Rev. 01-18).

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.

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 each paper supplier(s)

7) Letter of commitment from any subcontractor

The brand of the xerographic copier paper and the postconsumer fiber content of each brand that will be supplied on

this contract shall be listed in each letter of commitment from each paper supplier(s). If the paper supplier is other

than the paper mill, the letter of commitment from each supplier must also specify the paper mill(s) and location(s)

where the paper is manufactured.

These 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.

If the Government, during the preaward survey, concludes that the contractor does not or cannot meet all of the

requirements as described in this contract, the contractor will be declared non-responsible.

Additionally, the preaward survey will include a review of all subcontractors involved, along with their specific

functions; and the contractor’s production plan and task order production plan, as required by this specification.

SSA Copier Paper Contract

775-S (R-2) (03/27)

Page 4 of 19

PREAWARD PRODUCTION PLANS: As part of the preaward survey, the contractor shall present, in writing, to

the Contracting Officer within three (3) workdays of being notified to do so by the Contracting Officer or his/her

representative, detailed plans for each of the following activities. The workday after notification to submit will be the

first day of the schedule. If the Government requests additional information after review of plans, the contractor must

submit updated plans within two (2) workdays of request.

Option Years - For each option year that may be exercised, the contractor will be required to review their production

plans and re-submit in writing the above plans detailing any changes and/or revisions that may have occurred. The

revised plans are subject to Government approval. The revised plans must be submitted to the Contracting Officer or

his/her representative within five (5) workdays of notification of the option year being exercised. NOTE: If there are

no changes/revisions, the contractor will be required to submit to the Contracting Officer or his/her representative a

statement confirming that the current plans are still in effect.

These proposed plans are subject to review and approval by the Government, and award will not be made prior to

approval of same. The Government reserves the right to waive some or all of these plans.

Information Sheet – If the contractor is currently producing on other GPO contracts, they must submit an information

sheet specifying how the workload(s) on this contract will fit into the pre-existing Government production without

hampering the production/distribution schedules for all the contracts.

At a minimum, the information sheet must include a list of the contracts currently held and the production/distribution

schedules for each of those contracts. The sheet must also specify which of those contracts would run concurrently

with the projected schedule for this contract.

Production Plan – The contractor is to provide a detailed plan of the following:

(a) Number of warehouses and locations;

(b) List of all distribution outlets that will be used in the performance of this contract;

(d) Explanation of how contractor can ensure they can meet the specified volumes and specified schedule;

(e) Shipping/transportation methods (for both task orders and stand-alone bulk orders) from warehouse/

distribution outlet to final shipping destination.

The contractor must disclose in their production plan their intentions for the use of any subcontractors for any

materials necessary under this contract. If a subcontractor will be used, the plan must include the same information

required from the contractor for all items contained under “PREAWARD SURVEY.” If a subcontractor for any

operation is added at any time after award, the contractor must submit the subcontractor’s proposed plans which are

subject to review and approval by the Government.

Task Order Production Plan: This plan shall include how copier paper requests placed via task orders are received

and processed at the contractor facility. The plan must also explain how the contractor will process task orders, track

copier paper requests through an internal workflow, and ensure all copier paper requests are shipped and reported as

completed or reported as canceled in accordance with the schedule.

NOTE: See “FREQUENCY OF ORDERS” and “DISTRIBUTION” for more information regarding the copier paper

requests.

PREAWARD PAPER SAMPLES: The Government reserves the right waive the preaward paper samples.

Bidders must have the required paper samples ready to submit at the time of the bid opening date (specified on page 1)

and submit the samples within two (2) workdays of request. Only the contractor being considered for award will be

required to submit their paper samples for testing.

SSA Copier Paper Contract

775-S (R-2) (03/27)

Page 5 of 19

Samples must be submitted from each supplier/paper mill for which a letter of commitment was furnished.

The sample requirement is not less than 25 sheets each of the required paper, as specified under “STOCK/PAPER.”

Each sheet is to be 8-1/2 x 11” in size.

All samples submitted by a paper mill(s) or a contractor must be labeled as to the JCP Code, paper weight, and paper

manufacturer. Additionally, the package must clearly identify the jacket and program numbers and contractor on

whose behalf the paper samples are being submitted. Any package not properly identified/labeled and/or has less

than the specified 25 sheets will not be tested. NOTE: Random paper samples received by a paper supplier/mill

that do not identify the contractor on whose behalf the samples are submitted WILL NOT BE TESTED OR

RETURNED.

Samples will be inspected and tested and must comply with the specifications as to kind and quality of materials.

The preaward paper samples are to be submitted to: U.S. Government Publishing Office, Chief of Testing and

Technical Services, Attn: Lowell Brown, Loading Dock, Stop: QC, 44 H Street, NW, Washington, DC 20401. NOTE:

All samples are to be delivered via overnight carrier. Samples are NOT to be sent through the USPS. At time of

delivery to GPO, contractor must notify Jennifer Yarbrough at jyarbrough@gpo.gov AND QCIMD@gpo.gov. Email

notification must include the jacket/program numbers, name of the contractor, paper supplier/mill, shipper, and all

tracking numbers.

If the paper samples are disapproved (or determined to be “not equal”) by the Government, the Government, at its

option, may require the contractor to submit additional samples for inspection and test, in the time and under the terms

and conditions specified in the notice of rejection.

In the event the additional samples are disapproved by the Government, the contractor shall be deemed to have failed

to comply with the applicable requirements of these specifications for stock/paper, which may be reason for a

determination of non-responsibility.

Samples will not be returned to the contractor. No charges will be allowed for costs incurred for the preaward paper

samples.

POSTAWARD CONFERENCE: Unless waived by the Contracting Officer, the total requirements of the job as

indicated in these specifications will be reviewed by Government representatives with the contractor’s representatives,

immediately after award. The postaward conference will be held via teleconference.

Person(s) that the contractor deems necessary for the successful implementation of the contract must be in attendance.

ASSIGNMENT OF JACKETS, PURCHASE, TASK, AND PRINT ORDERS: A GPO jacket number will be

assigned and a purchase order issued to the contractor to cover the work performed. The purchase order will be

supplemented by an individual daily electronic task order or a print order for each job placed with the contractor. A

print order will be issued weekly and will indicate the quantity completed (task orders) or to be produced (stand-alone

orders) and any other information pertinent to the order.

ORDERING: Items to be furnished under the contract must be ordered by the issuance of weekly print orders

(supplemented by daily electronic task orders) and stand-alone print orders. Orders may be issued under the contract

from Date of Award through March 31, 2027, plus for such additional periods as the contract is extended. All print

orders and task 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 or task order.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

SSA Copier Paper Contract

Attachment Preview

See also