2026-27 FSA COC Ballots and Postcards

Location:	Federal
Posted:	May 15, 2026
Due:	May 21, 2026
Agency:	U.S. Government Publishing Office
Type of Government:	State & Local
Category:	89 - Subsistence (Food)
Publication URL:	To access bid details, please log in.

Program/Jacket Number: 460-690
Title: 2026-27 FSA COC Ballots and Postcards
Bid Opening Date: May 21, 2026
Contract Type: One-Time Bid
Scope: Ppecifications cover the production of 1,250,007 Nomination Postcards; 1,800,007 Annual Election Ballot Self-mailer; 1,250,007 Reminder Postcards; and 10,007 Make-up Election Ballot Self-mailer. Operations include downloading of electronic files, proofs, prior to production samples, printing in 4-color process and Pantone colors, addressing, personalization, mailing, and distribution. Quality Level 3 and PII requirements.
Quantity: 4 parts equaling 4,860,028 total pieces
Ship/Deliver Date: January 4, 2027
Files: 460-690_Specs

Attachment Preview

Specifications by: kb

Reviewed by: MW/JH

Page 1 of 14

Jacket 460-690

Requestion: 6-60690

U.S. Government Publishing Office (GPO)

Purchase Division

General Terms, Conditions, and Specifications

for the procurement of

2026-27 FSA COC Ballots and Postcards

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

BID OPENING: Bids shall be opened virtually at 11:00 a.m., Eastern Time (EST), on May 21, 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 on the day of the bid opening.

BID SUBMISSION: Bidders MUST submit email bids to bids@gpo.gov for this solicitation. No other method of bid

submission will be accepted at this time. The Jacket number 460-690 and bid opening date must be specified in the

subject line of the emailed bid submission. Bids received after 11:00 a.m. EST on the bid opening date specified above

will not be considered for award.

All the requirements of these specifications apply equally to all items unless otherwise indicated

PRODUCTS:

Item (1) Nomination Postcards.

Item (2) Annual Election Self-mailer.

Item (3) Reminder Postcards.

Item (4) Make-up Election Self-mailer.

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.

Any questions before award concerning these specifications call Kate Brown, at 614-488-4616 x6, x3 or email at

kbrown2@gpo.gov. No collect calls.

BIDDER’S NAME AND SIGNATURE: Unless specific written exception is taken, the bidder, by signing and

submitting a bid, agrees with and accepts responsibility for all certifications and representations as required by the

solicitation and GPO Contract Terms – Publication 310.2. When responding by email, fill out and return one completed

copy of all applicable pages (pgs. 13-14) that include the Jacket Number, Bid Price, Additional Rate, Discounts,

Amendments, Bid Acceptance Period, and Bidder’s Name and Signature, including signing where indicated. Valid

electronic signatures will be accepted in accordance with the Uniform Electronic Transactions Act, § 2. Electronic

signatures must be verifiable of the person authorized by the company to sign bids.

BIDDERS, PLEASE NOTE: The GPO 910 “BID” Form is no longer required. Bidders are to fill out, sign/initial, as

applicable, pages 13-14. GPO has issued a new GPO Publication 310.2, GPO Contract Terms - Solicitation

Provisions, Supplemental Specifications, and Contract Clauses (Rev 1-18). Prospective bidders should carefully read this

Page 2 of 14

Jacket 460-690

publication as the applicable terms within become an integral part of this contract. The document is posted at

https://www.gpo.gov/how-to-work-with-us/vendors/forms-and-standards along with a list revisions.

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 1,000 items. 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.

GPO CONTRACT TERMS: Any contract which results from this Invitation for Bid will be subject to the applicable

provisions, clauses, and supplemental specifications of GPO Contract Terms (GPO Pub. 310.2, effective 12/1/87, Rev.

01-18) and GPO Contract Terms, Quality Assurance Through Attributes Program (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.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

WARRANTY: Contract Clause 15, "Warranty", of GPO Contract Terms (Publication 310.2, effective December 1,

1987 (Rev. 01-18)) is amended for the solicitation to the effect that the warranty period is EXTENDED from 120 days to

one calendar year from the date the check is tendered as final payment. All other provisions remain the same.

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

PREDOMINANT PRODUCTION FUNCTION: The predominant production function is offset printing. This function

may NOT be subcontracted. Contractors who subcontract this function will be declared not responsible.

WARNING: Proper control and handling must be maintained at all times to prevent any information or materials

required to produce the product ordered under these specifications from falling into unauthorized hands. Unless

otherwise indicated herein, all extra copies, materials, waste, etc., must be destroyed.

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 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,

characteristic), fingerprints, handwriting, or other biometric image or template data (e.g., retina scans, voice

signature, facial geometry).

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. 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 this contract.

1. The plan shall contain at a minimum how government files (data) will be secured to prevent disclosure to a

third party prior to and after termination of contract;

Page 3 of 14

Jacket 460-690

2. Explain how all accountable materials will be handled throughout all phases of production;

3. How the disposal of waste materials will be handled; 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).

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 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.

TITLE: 2026-27 FSA COC BALLOTS AND POSTCARDS.

QUANTITIES:

Item (1) Nomination Postcards: 1,250,007 copies.

Item (2) Annual Election Ballot Self-mailer: 1,800,007 copies.

Item (3) Reminder Postcards: 1,250,007 copies.

Item (4) Make-up Election Ballot Self-mailer: 10,007 copies.

Includes 5 agency and 2 GPO Inspection samples for each item.

Note: Exact quantities will be known when mailing lists become available. If the exact quantities are less

than the above, a contract modification will be issued for the reduction after award using the contractor’s

additional rate (excluding make-ready cost).

PAYMENT: The contractor may invoice for only the mailed/delivered portion of order, i.e., contractor will not receive

the complete purchase order amount until the last partial mailed/delivery is received by agency. No exceptions.

SIZE: MUST MEET ALL POSTAL REGULATIONS - contractor is responsible for creating the designs at no

added charge.

Items (1 & 3) Postcards: 6 x 4-1/4”.

Items (2 & 4) Self-mailers:

Approximately 10-1/2” x 21-1/4” overall flat size” (includes an approx. 3-7/8” block out panel) overall flat size

(including stubs), folded & constructed to approximately 10-1/2” x 4-1/2”.

Five panels approximately: Panel 1 (top): = 4-1/2”; Panel 2: = 4-1/2”; Panel 3: = 4-1/4”; Panel 4: = 4-1/4”; and Panel 5 -

Page 4 of 14

Jacket 460-690

Block out panel = 4” (bottom-inside envelope pocket, when constructed). Contractor may need to adjust panel size for

final construction.

GOVERNMENT TO FURNISH:

One PDF to be used as a template will be provided for the contractor to create & design the self-mailers. A sample copy

can be e-mailed at the contractor’s request prior to award. Contractor to adjust fonts and sizes per agency instructions.

Mailing list will be sent to contractor on the below dates. The template and the mailing lists cells will be placed on the

contractor’s FTP site or sent via email. Call Samuel Johnson, 202-531-7811 or Cherie Moore, 202-941-8659 after award

to receive files.

Sample record layout will be provided prior to printing. Record layout will include:

- County Office Name and Address

- Ballot Counting Date and Address

- State Code

- COC

- LAA

- Candidate Names

- Voter

- Election Date and Mail Date

Contact Cherie Moore or Samuel Johnson with any questions related to the designing of the self-mailers. When the

design is complete, email a PDF proof to sammuell.johnson@usda.gov, Cherie.moore@usda.gov, kbrown2@gpo.gov .

Do not proceed until OK to continue is given by agency.

Addresses will be based on ballots being mailed to eligible voters in approximately 2,315 counties covering 50 states,

the District of Columbia, Puerto Rico, and overseas territories. Each county is divided into multiple local administrative

areas (LAA). The annual elections in each county generally fill one position on the committee from the local

administrative areas whose committee seats are up for election.

BASIC CHECK OF FURNISHED MEDIA AND FILES: Prior to image processing, the contractor is responsible for

performing a basic check (preflight) of the furnished media and files. If any errors, media damage, or data corruption that

might interfere with proper file imaging are discovered during inspection by the contractor, work should be discontinued

after the entire order has been inspected. Further instructions should be requested from the GPO Contract Administrator.

This preflight should identify any problem areas with the digital file submission and should include but not be limited to

missing or damaged fonts, damaged disks, missing bleeds, improper trim size and/or margins, only low resolution files

included for illustrations, and improper color definition. The contractor is also responsible for creating or altering any

necessary trapping, setting proper screen angles and frequency, adjusting copy for trim size and folds, and defining

proper file output selection for the imaging device being used. All furnished files must be imaged as necessary to meet

the assigned quality assurance through attributes program (QATAP) level.

RIGHTS ON DATA: The fonts provided (see GOVERNMENT TO FURNISH) are the property of the ordering agency

and are provided for use on this contract only. Using the furnished fonts on any job other than the one for which the fonts

were submitted violates copyright law. All fonts should be eliminated from contractor's archive immediately after

completion of the production run.

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.

Page 5 of 14

Jacket 460-690

PROOFS:

PDF proofs for each item prior to delivering prior to production proofs.

Email PDF proofs to Samuell.johnson@usda.gov, cherie.moore@usda.gov and kbrown2@gpo.gov

Contractor to submit one "Press Quality" PDF "soft" proof (for content only) for each item 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.

After the design-phase and PDF proof have been approved:

Proofs and copy must be delivered to and picked up from USDA, 1400 Independence Ave, SW, Room 0103,

Washington, DC 20250, Attn: Samuel Johnson, 202-531-7811 or Cherie Moore, 202-941-8659. All costs incurred will

be borne by the contractor.

Contractor must notify Samuell.johnson@usda.gov cherie.moore@usda.gov and kbrown2@gpo.gov on the day proofs

are delivered.

1 set each of digital color content proofs. 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.

1 set each of digital inkjet proofs that are G7 profiled and use pigment-based inks may be submitted. A proofing RIPthat

provides option for high quality color matching such as Device Links Technology and/or ICC Profiles Technology, and

meets or exceeds industry tolerance to ISO 12647-2 standard for Graphic Technology (as of 3/19/09 and future

amendments) must be utilized. Output must be a minimum of 720 x 720 dpi on a GRACoL or SWOP certified proofing

media. Proofs must contain one of the following color control strips to be evaluated for accuracy: IDE Alliance ISO

12647-7 (2007 or later) Wedge or P2P25 Target.

Proofs must contain color control bars for each color of ink on the sheet. Control bars must be placed parallel to the

press's ink rollers. The control bars (such as Brunner, GATF, GRETAG, or RIT) 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 and indicate

margins. Proofs will be used for color match on press.

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 proceed without an “OK to Proceed with priors for self-mailers.”

Contractor will be required to provide the agency with all files, including the corrections at the completion of the order.

AFTER PDF PROOFS ARE APPROVED FOR THE BALLOTS:

The Contractor must mail eleven (11) BLANK ballots prior to production samples to EACH County Offices by October

16, 2026. Approx. 2,315 addresses per address list. Bulk mail in a suitable envelope using agency paid permit.

Once approval of the blank ballots is received:

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

Daily notification on new contract opportunities

With GovernmentContracts, you can:

Find more opportunities and win more business
Receive daily alerts for all new bid opportunities
Get contract opportunities matched to your business

ONE WEEK FREE TRIAL

2026-27 FSA COC Ballots and Postcards

Attachment Preview

See also