NCA Postcards

Program 641-S Page 1 of 14
Specifications by MRN
U.S. GOVERNMENT PUBLISHING OFFICE
Government Publishing & Print Procurement
GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS
For the Procurement of
NCA Postcards
as requisitioned from the U.S. Government Publishing Office (GPO) by the
U.S. Department of Veterans Affairs (VA)
Single Award
CONTRACT TERM: The term of this contract is for the period beginning August 1, 2026 and ending July 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.
BID OPENING: Bids shall be opened virtually at 11:00 a.m., Eastern Time (ET), on June 18, 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 Lou Belden at lbelden@gpo.gov or (202) 512-1479.

NCA Postcards Page 2 of 14
641-S (07/27)
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.
GPO IMPRINT REQUIREMENTS: The GPO imprint requirement, GPO Contract Terms, Supplemental
Specifications, No. 9, is waived.
SUBCONTRACTING: The predominant production function is printing and disposal of waste materials. Bidders
who must subcontract the predominant production functions will be declared non-responsible.
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 Z1.4):
(a) Nondestructive Tests - General Inspection Level I.
(b) Destructive Tests - Special Inspection Level S-2.
Specified Standards: The specified standards for the attributes requiring them shall be:
Attribute Specified Standard
P-7. Type Quality and Uniformity Average type dimension
Prior to award, contractor may be required to provide information related to specific equipment that will be used for
production.
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. 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.

NCA Postcards Page 3 of 14
641-S (07/27)
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 August 1, 2026 to July 31, 2027, 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.
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 April 30, 2026, 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.
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/theft/disclosure 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).
The PII for this contract consists of the recipients' names and mailing addresses.
PREAWARD SURVEY: In order to determine the responsibility of the 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:

NCA Postcards Page 4 of 14
641-S (07/27)
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 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.
PREAWARD PRODUCTION PLANS: As part of the preaward survey, the contractor must 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, a detailed plan consisting of the below requirements. The workday after notification to submit will be
the first day of the schedule.
If the Government requests additional information after review of the plans, the contractor must submit updated plans
within two (2) workdays of request. After review of the updated plans, it is at the Contracting Officer's discretion to
allow additional revisions/updates.
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.
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. The 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 the term of the contract.
At a minimum, the plan shall explain the following:
1. How Government files (data) will be secured to prevent disclosure to a third party prior to and after
termination of contract;
2. How all accountable materials will be handled throughout all phases of production;
3. How the disposal of waste materials will be handled (see "Disposal of Waste Materials" below); and,
4. How all applicable Government-mandated security/privacy/rules and regulations as cited in this contract shall
be adhered to by the contractor and/or subcontractor(s).
Disposal of Waste Materials - The contractor is required to demonstrate how all waste materials used in the
production of sensitive records will be definitively destroyed (ex., burning, pulping, shredding, macerating, or other
suitable similar means). Electronic Records must be definitively destroyed in a manner that prevents reconstruction.
Definitively 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 statue, including the Privacy Act or regulation.
The contractor, at a minimum, must cross-cut shred all documents into squares not to exceed 1/4 inch. All documents
to be destroyed cannot leave the security of the building and must be destroyed at contractor's printing site. The
contractor must specify the method planned to dispose of the material. Subcontracting is not allowed.

NCA Postcards Page 5 of 14
641-S (07/27)
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
at the U.S. Government Publishing Office, Washington, DC, immediately after award. At the option of the
Government, the postaward conference may 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 AND PRINT ORDERS: A GPO jacket number will be assigned and
a purchase order issued to the contractor to cover work performed. The purchase order will be supplemented by an
individual print order for each job placed with the contractor. The print order, when issued, will indicate the quantity
to be produced and any other information pertinent to the particular order.
ORDERING: Items to be furnished under the contract shall be ordered by the issuance of print orders by the
Government. Orders may be issued under the contract from August 1, 2026 through July 31, 2027, plus for such
additional period(s) as the contract is extended. All print 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. A print order shall
be "issued" upon notification by the Government for purposes of the contract when it is electronically transmitted or
otherwise physically furnished to the contractor in conformance with the schedule.
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, if any.
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 Government
respecting those orders shall be governed by the terms of this contract to the same extent as if completed during the
effective period of this contract.
If shipment/delivery of any quantity of an item covered by the contract is required by reason of urgency prior to the
earliest date that shipment/delivery may be specified under this contract, and if the contractor will not accept an order
providing for the accelerated shipment/delivery, the Government may procure this requirement from another source.
The Government may issue orders which provide for shipment/delivery to or performance at multiple destinations.
Subject to any limitations elsewhere in this contract, the contractor shall furnish to the Government all items set forth
herein which are called for by print orders issued in accordance with the "ORDERING" clause of this contract.
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 as stated in 5 U.S.C. 552a
(i)(1) CRIMINAL PENALTIES. It is incumbent upon the contractor to inform its officers and employees of the
penalties for improper disclosure imposed by the Privacy Act of 1974, 5 U.S.C. 552a, specifically, 5 U.S.C. 552a
(i)(1) CRIMINAL PENALTIES and m(1) GOVERNMENT CONTRACTORS.

NCA Postcards Page 6 of 14
641-S (07/27)
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.
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.

NCA Postcards Page 7 of 14
641-S (07/27)
PAYMENT: 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 receiving payment. Instructions 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.
Contractor's billing invoice must be itemized in accordance with the items in the "SCHEDULE OF PRICES."

NCA Postcards Page 8 of 14
641-S (07/27)
SECTION 2. - SPECIFICATIONS
SCOPE: These specifications cover the production of postcards requiring such operations as electronic prepress,
printing, variable imaging, binding, and distribution.
TITLE: NCA Postcards.
FREQUENCY OF ORDERS: Approximately 4 to 8 orders per month.
QUANTITY: Approximately 900 to 1,400 copies per order.
NUMBER OF PAGES: Face and back.
TRIM SIZES: 5-1/2 x 4".
GOVERNMENT TO FURNISH:
Electronic media will be furnished as follows -
Storage Media: Email; contractor-hosted SFTP.
Software: Microsoft Word (current or near current version); Adobe Acrobat (current or near current
version).
NOTE: All software upgrades (for specified applications) which may occur during the term
of the contract must be supported by the contractor.
Fonts: All printer and screen fonts will be furnished and/or embedded, as applicable.
The contractor is cautioned that furnished fonts are the property of the Government and/or its
originator. All furnished fonts are to be eliminated from the contractor's archive immediately
after completion of the contract.
Additional
Information: Files will be furnished in native application and/or PDF formats.
Distribution list will be furnished as a Microsoft Excel (current or near version) file via email or contractor-hosted
SFTP. If sent via email, it will be in an encrypted, password-protected email with the password provided in a separate
email.
"Postage and Fees Paid" mailing indicia will be furnished via email or contractor-hosted SFTP..
Identification markings such as register marks, commercial identification marks of any kind, etc., carried in the
electronic files, must not print on finished product.
CONTRACTOR TO FURNISH: All materials and operations, other than those listed under "GOVERNMENT TO
FURNISH," necessary to produce the products in accordance with these specifications.
The contractor must be able to accept files electronically via their secure contractor-hosted SFTP server. Appropriate
log-on instructions and protocol shall be provided by the contractor at time of award. The contractor shall provide
security, which at a minimum, shall require a unique user ID and password for access.

NCA Postcards Page 9 of 14
641-S (07/27)
ELECTRONIC PREPRESS: Prior to image processing, the contractor shall perform a basic 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 the ordering
agency as specified on the print order.
The contractor shall create or alter 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.
Contractor to adjust static information as needed to fit the variable data without excessive gapping.
When required by the Government, the contractor shall make minor revisions to the electronic file. It is anticipated
that the Government will make all major revisions.
Prior to making revisions, the contractor shall copy the furnished file and make all changes to the copy.
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.
Government Paper Specification Standards No. 13 - https://www.gpo.gov/docs/default-source/forms-and-standards-
files-for-vendors/vol_13.pdf.
All paper used in each order must be of a uniform shade.
White Uncoated Cover, basis weight: 100 lbs. per 500 sheets, 20 x 26", equal to JCP Code L23.
PRINTING AND VARIABLE IMAGING: 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. NOTE:
Contractor must produce the entire job either conventional offset or digital printing; split production methods are not
acceptable without prior approval.
Print and variable image face and back in black ink only. Printing consists of text and line matter. Variable imaging
on face consists of the recipient's name and mailing address; variable imaging on back consists of a date.
NOTE: The GPO imprint requirement is waived and must not print on the final product.
MARGINS: Margins will be as indicated on the print order or in the furnished electronic files.
BINDING: Trim four sides.
LABELING AND MARKING: Contractor to variable image the mailing address on each postcard (see "PRINTING
AND VARIABLE IMAGING").
QUALITY ASSURANCE RANDOM COPIES: The contractor may be required to submit quality assurance
random copies to test for compliance against the specifications. The print order will indicate the number required, if
any. When ordered, the contractor must divide the entire order into equal sublots and select a copy from a different
general area of each sublot. The contractor will be required to certify that copies were selected as directed using GPO
Form 917-Certificate of Selection of Random Copies (located on GPO.gov). Copies will be paid for at the running rate
offered in the contractor's bid and their cost will not be a consideration for award. A copy of the print order must be
included with the samples.

NCA Postcards Page 10 of 14
641-S (07/27)
Business Reply Mail labels will be furnished for mailing the quality assurance random copies. The copies are to be
mailed at the same time as the first scheduled shipment. A U.S. Postal Service approved Certificate of Mailing,
identified by Program, Jacket and Print Order numbers, must be furnished with billing as evidence of mailing.
DISTRIBUTION: Mail f.o.b. contractor's city to various addresses nationwide (including Alaska, Hawaii, American
Territories, and APO/FPO addresses).
Complete addresses and quantities will be furnished with each print order.
All mailing shall be made at the Marketing Mail rate.
The contractor is cautioned that the "Postage and Fees Paid" indicia may be used only for the purpose of mailing
material produced under this contract.
All mailings must conform to the appropriate regulations in the U.S. Postal Service manuals for "Domestic Mail" or
"International Mail," as applicable.
Certificate of Conformance: When using Permit Imprint Mail, the contractor must complete GPO Form 712 -
Certificate of Conformance (Rev. 10-15) and the appropriate mailing statement(s) supplied by USPS. A fillable GPO
Form 712 Certificate of Conformance can be found at https://www.gpo.gov/how-to-work-with-
us/vendors/forms-and-standards.
Upon completion of each order, contractor must notify the ordering agency (on the same day the order mails) via
email to the address indicated on the print order. The subject line of the email shall be "Distribution Notice for
Program 641-S, Print Order XXXXX, Jacket Number XXX-XXX." The notice must provide all applicable tracking
numbers, mailing methods, and title of product. Contractor must provide emailed copies of all mailing receipts upon
completion of distribution to the agency contact specified on the print order. The print order number must be on
each order's postal receipts/documentation.
If applicable, all expenses incidental to picking up and returning furnished materials and furnishing sample copies
must be borne by the contractor.
SCHEDULE: Adherence to this schedule must be maintained. Contractor must not start production of any job prior
to receipt of the individual print order (GPO Form 2511).
Print orders and furnished materials will be furnished via email or contractor-hosted SFTP.
No definite schedule for placement of orders can be predetermined.
The following schedule begins the workday after notification of the availability of print order and furnished material;
the workday after notification will be the first workday of the schedule.
Complete production and distribution must be made within five (5) workdays of receipt of notification of the
availability of print order and furnished materials.
The ship/deliver date indicated on the print order is the date products ordered for mailing f.o.b. contractor's city must
be delivered to the postal service.
Unscheduled material such as shipping documents, receipts or instructions, delivery lists, labels, etc., will be furnished
with each 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.