COPS Office Publications

Program 11-S Page 1 of 15
Specifications by CDC
U.S. GOVERNMENT PUBLISHING OFFICE
Washington, DC
GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS
For the Procurement of
COPS Office Publications
as requisitioned from the U.S. Government Publishing Office (GPO) by the
U.S. Department of Justice
Office of Community Oriented Policing Services (COPS Office)
Single Award
TERM OF CONTRACT: The term of this contract is for the period beginning May 1, 2026, and ending April 30,
2027, plus up to four (4) optional 12-month extension periods that may be added by 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 April 9, 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.
BIDDERS, PLEASE NOTE: These specifications have been extensively revised; therefore, all bidders are
cautioned to familiarize themselves with all provisions of these specifications before bidding.
Abstracts of contract prices are available at https://www.gpo.gov/how-to-work-with-us/vendors/contract-pricing.
For technical information, contact Cecilia Dominguez at (202) 512-0418 or cdominguezcastro@gpo.gov.

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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 Pub. 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.p
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
Specification, No. 9 is waived.
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) Non-destructive 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
P-8 Halftone Match (Single and Double Impression) O.K. Proofs
P-9 Solid and Screen Tint Color Match Pantone Matching System
P-10 Process Color Match O.K. Proofs
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 added under this clause. Further extension may be negotiated under the "EXTENSION OF CONTRACT
TERM" clause. See also "ECONOMIC PRICE ADJUSTMENT" for authorized pricing adjustments(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.

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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 a 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 May 1, 2026 to April 30, 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 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 January 31, 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.
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 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.

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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 May 1, 2026 through April 30, 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 the period specified herein. Delivery of items
or performance of work shall be made only as authorized by orders issued under 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 above 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 because 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 delivery, the Government may procure this requirement from another source.
The Government may issue orders which provide for 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 under the "ORDERING" clause of this contract.
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 before 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.

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PAYMENT: Submitting invoices for payment via the GPO fax gateway (if no samples are required) and using the
GPO barcode coversheet program application is the most efficient method for 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 each print order submitted for payment, the contractor must also email a copy of the itemized invoice to Nazmia
Comrie at: Nazmia.Comrie@usdoj.gov.
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.
All contractor billing invoices must be itemized in accordance with the line items in the "SCHEDULE OF PRICES."

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SECTION 2. - SPECIFICATIONS
SCOPE: These specifications cover the production of separate covered publications, requiring such operations as
electronic prepress, printing in multiple ink colors (including four-color process), binding, packing and distribution.
TITLE: COPS Office Publications.
FREQUENCY OF ORDERS: Approximately 1 to 8 orders per year.
Separate orders will be placed for each product type. No more than two (2) orders will be placed on the same day
with the same schedule.
QUANTITY: Approximately 500 to 2,500 copies per order.
NUMBER OF PAGES:
Saddle-Stitched Products: Approximately 28 to 96 pages (plus cover) per order.
Perfect-Bound Products: Approximately 96 to 140 pages (plus cover) per order.
TRIM SIZES: 7 x 9" up to and including 8-1/2 x 11", or 9 x 9".
NOTE: Publications may be ordered in album style.
GOVERNMENT TO FURNISH: Electronic media will be furnished as follows:
Platform: Windows.
Storage Media: Email, FTP.
Software: Adobe Creative Suite (Adobe InDesign, Adobe Illustrator, Adobe Photoshop, and Adobe
Acrobat), current or near current version.
NOTE: All Government 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/embedded, as applicable.
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 both native application and/or PDF format.
All graphics and illustrations will be furnished in place within electronic files.
Pantone Matching System and CMYK will be used for color identification.
Identification markings such as register marks, commercial identification marks of any kind, etc., carried in the
electronic files, must not print on the finished product.
CONTRACTOR TO FURNISH: All materials and operations, other than those listed under "GOVERNMENT
TO FURNISH," necessary to produce the product(s) in accordance with these specifications.

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The contractor must be able to accept files electronically via email and contractor-hosted FTP server. For the FTP
server, appropriate log-on instructions and protocol must be provided by the contractor at the time of award. The
contractor shall provide security, which, at a minimum, shall require a unique user ID and password for access.
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
immediately to the ordering agency indicated 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.
All halftones are to be 175-line screen or finer.
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.
Prior to making revisions, the contractor shall copy the furnished files and make all changes to the copy.
Digital Deliverables: Upon completion of each order, the contractor must furnish final production native application
files (digital deliverables) 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 digital deliverables, PostScript files, Adobe Acrobat Portable Document Format (PDF)
files, or any proprietary file formats other than those supplied, unless specified by the Government. The returned
digital deliverable must be clearly indicated in the subject line with the Title, Jacket Number, Program Number 11-
S, and Print Order Number. The Government will accept PDF files as digital deliverables when furnished by the
Government.
PROOFS:
If contractor is producing the publications via offset printing:
One (1) "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.
One (1) sets of digital color content proof. 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.
One (1) set of digital one-piece composite laminated halftone proofs for the cover pages only on the actual
production stock (Kodak Approval, Polaroid PolaProof, CreoSpectrum, or Fuji Final Proof) with a minimum
resolution of 2400 x 2400 dpi. At contractor's option, one (1) set of inkjet proofs that are G7 profiled and use
pigment-based inks may be submitted in lieu of digital one-piece composite laminated halftone proofs. A proofing
RIP that provides an option for high quality color matching such as Device Links Technology and/or ICC Profiles
Technology, and meets or exceeds industry tolerance to ISO 12647-7 standard for Graphic Technology (as of 2016
and future amendments) must be utilized. Proofs must be ripped and sent at plate resolution (minimum of 2400 x
2400 dpi). If using a 1-bit tiff, the tiff must be made at a minimum of 2400 dpi. Output must be a minimum of 2400
x 1200 dpi on a GRACoL or SWOP certified proofing media. Proofs must contain both of the following to be
evaluated for accuracy: 3-tier color control strip: IDEAlliance ISO 12647-7 2013(i1), and the GPO Resolution target
found on www.gpo.gov/gporestarget.pdf.

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Proofs must contain color control bars (such as Brunner, GATF, GRETAG, or RIT) for each color of ink on the
sheet. Control bars must be placed parallel to the press's ink rollers and must show areas consisting of minimum
1/8 x 1/8" solid color patches; tint patches of 25, 50 and 75%; dot gain scale; and gray balance patches for process
color (if applicable). These areas must be repeated consecutively across the sheet.
The make and model number of the proofing system utilized shall be furnished with the proofs. These proofs must
contain all elements, be in press configuration, and indicate margins. Proofs will be used for color match on press.
Direct to plate must be used to produce the final product with a minimum of 2400 x 2400 dpi.
Pantone colors may be substituted with a similar color (with the exception of process yellow), but may not be built
out of the four process colors. If producing Inkjet proofs, Pantone colors must be simulated on proofs and must be
proofed separately on a digital color content, overlay, or inkjet proof. When requested, contractor to submit ink
draw downs on actual production stock of Pantone colors used. Half of the ink draw down must be coated if coating
is required.
If contractor is producing the publications via digital printing:
One (1) set of digital color one-off proofs created using the same output device that will be used to produce the final
printed product on the actual production stock. Proofs shall be collated with all elements in proper position (not
pasted up), imaged face and back, trimmed and folded to the finished size/format of the complete product, as
applicable. Proof will be used for color match on the press on the production run.
If any contractor's errors are serious enough in the opinion of the GPO to require revised proofs, the revised proofs
are to be provided at no expense to the Government. No extra time can be allowed for this reproofing; such
operations must be accomplished within the original production schedule allotted in the specifications.
Contractor must not print prior to the receipt of an "O.K. to Print."
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 text paper used in each copy must be of a uniform shade. All cover paper must have the grain parallel to the
spine.
Text: White Dull or Silk Coated Text, basis weight: 70 lbs. per 500 sheets, 25 x 38", equal to JCP Code A260.
Cover: White No.1 Gloss-Coated Cover, basis weight: 100 lbs. per 500 sheets, 20 x 26", equal to JCP Code L11.
PRINTING: At the contractor's option, the product may be produced via conventional offset or digital printing,
provided that Quality Level III standards are maintained. Final output must be a minimum of 175-line screen and
at a minimum resolution of 2400 x 2400 dpi x 1 bit or 600 x 600 dpi x 8-bit depth technology. Digital device must
have a RIP that provides an option for high-quality color matching, such as Device Links Technology and/or ICC
Profiles.
Text: Print head-to-head in one to four ink colors or four-color process. Four-color-process pages may be scattered
throughout.
Covers: Print head-to-head in four-color process.

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On every order, after printing, flood and/or spot coat the printed surface of the text pages and Cover pages 1, 4, and
spine with aqueous coating to prevent scratching and/or smearing.
Match Pantone number as indicated on the print order.
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 furnished copy. All products may bleed one to four
sides.
BINDING: Various binding styles will be ordered. Binding style will be indicated on the print order.
Saddle-wire stitch in two places and trim three sides. Each product must contain complete four-page signatures after
trimming. Single leaves connected with a lip (i.e., binding stub) to left or right side of stitches will not be allowed.
Perfect-bound text and wraparound cover. Trim three sides. Score Covers approximately 1/4" from edge of spine.
Securely glue the front and back covers to the first and last text pages between the cover score and the bind.
PACKING: Pack in shipping containers not to exceed 45 pounds when fully packed.
All shipments that fill less than a shipping container must be packaged with materials of sufficient strength and
durability and in such a manner that guarantees the product will not be damaged and the package will not open or
split during the shipping or delivery process.
LABELING AND MARKING: Contractor to download the "Labeling and Marking Specifications" form (GPO
Form 905, Rev. 7-15) from www.gpo.gov, fill in appropriate blanks, and attach to shipping bags or shipping
containers. Label must clearly show the GPO program number, jacket number, and print order number.
DEPARTMENTAL RANDOM COPIES (BLUE LABEL): All orders must be divided into equal sublots in
accordance with the chart below. 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 certify that the copies were selected as directed
using GPO Form 917 - Certificate of Selection of Random Copies which can be located on GPO.gov. The random
copies constitute a part of the total quantity ordered, and no additional charge will be allowed.
Quantity Number of
Ordered Sublots
500 - 3,200 50
3,201 - 10,000 80
10,001 - 35,000 125
35,001 and over 200
These randomly selected copies must be packed separately and identified by a special label, GPO Form 2678 -
Departmental Random Copies (Blue Label), which must be printed on blue paper and affixed to each affected
container. This form can be downloaded from GPO.gov. The container and its contents shall be recorded separately
on all shipping documents and sent to the address specified on the print order.
A copy of the print order/specification and a signed Certificate of Selection of Random Copies must be included.
A copy of the signed Certificate of Selection of Random Copies must accompany the invoice sent to U.S.
Government Publishing Office, Financial Management Service, for payment. Failure to furnish the certificate may
result in a delay in processing the invoice.

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QUALITY ASSURANCE RANDOM COPIES: In addition to the Departmental Random Copies (Blue Label),
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 the copies were selected as directed using GPO Form 917 - Certificate of Selection of
Random Copies which can be 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.
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 GPO program, jacket, and print order numbers, must be furnished with billing as evidence of mailing.
DISTRIBUTION: Deliver all copies f.o.b. destination to one (1) address within the DMV area (District of
Columbia, Maryland, Virginia region surrounded by Interstate 495 with the locations inside of it referred to as
Inside the Beltway). Complete address will be indicated on the print order.
The Government may request for copies to be shipped f.o.b. contractor's city to an address outside the DMV area.
Shipping information and the ordering agency's FedEx shipping account number will be provided with the print
order. NOTE: When furnished, the ordering agency's shipping account information may only be used for shipping
required on this contract.
Upon completion of each order, the contractor must notify the ordering agency (on the same day the order is
delivered/shipped) via email to the address indicated on the print order. The subject line of the email shall be
"Distribution Notice for Program 11-S, Print Order XXXXX, Jacket Number XXX-XXX." The notice must provide
all applicable tracking numbers, the delivery/shipping method, and the product title. Contractor must be able to
provide copies of all delivery/shipping receipts upon agency request.
Within three (3) workdays of completion of each order, five (5) sample copies must be returned to: U.S. Department
of Justice, Office of Community Oriented Policing Services, COPS Publications, Attn: Nazmia Comrie, Two
Constitution Square, 145 N Street, NE, 11th Floor, Washington, DC 20530 (for overnight delivery, the zip code is
20005). Additionally, contractor must furnish digital deliverables via email or FTP on the same day the samples
are delivered.
All expenses incidental to picking up and returning furnished materials (if applicable), submitting proofs, 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 order and furnished material will be submitted via email or FTP.
All pickups and deliveries must be made between 8:30 a.m. and 5:00 p.m.
Hard copy proofs must be delivered to and picked up from Nazmia Comrie at the Washington, DC address indicated
under "DISTRIBUTION." Proofs deliveries/pickups must be made between 8:30 a.m. and 5:00 p.m.
PDF soft proofs must be emailed to the ordering agency at the email address specified on the print order.
No definite schedule for placement of orders can be predetermined.
The following schedule begins the workday after notification of availability of the print order and furnished
material; the workday after notification will be the first workday of the schedule.