Annual SECVA Anti-Harassment Policy Distribution to Veterans

Location:	Federal
Posted:	Feb 5, 2026
Due:	Feb 11, 2026
Agency:	U.S. Government Publishing Office
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment
Publication URL:	To access bid details, please log in.

Program/Jacket Number: 619-493
Title: Annual SECVA Anti-Harassment Policy Distribution to Veterans
Bid Opening Date: February 11, 2026
Contract Type: One-Time Bid
Scope: These specifications cover the printing, folding, personalization, assembly, and mailing of approximately 6,066,383 informational sets for the Annual SECVA Anti-Harassment Policy Distribution to Veterans. Printing in four color process, black, and Pantone 541 (blue).

Each set consists of:
•        One (1) printed Letter
•        One (1) printed Brochure
•        One (1) non-window #10 Envelope with personalized addressing and barcode

The contractor shall receive furnished digital files and mailing lists, produce all printed components in accordance with GPO quality and security requirements, personalize and assemble the sets, and mail them using the Government-furnished mailing permit. Work includes all prepress, proofing, production, folding, inserting, sealing, presorting, documentation, and mailing activities necessary to complete the distribution on a time-critical weekly mailing schedule.

All operations must comply with applicable GPO Contract Terms, Quality Assurance Through Attributes Program (QATAP) requirements, U.S. Postal Service regulations, and Government security and privacy requirements for Personally Identifiable Information (PII

Quantity: 6,066,383
Ship/Deliver Date: April 24, 2026
GPO Team: MidAtlantic Team
Files: 619-493 Spec

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619-493(5-25135/025463)

Specifications by: TN

Reviewed by: W L

Page 1 of 9

U.S. Government Publishing Office (GPO)

Midatlantic Region

General Terms, Conditions, and Specifications

For the procurement of

Annual SECVA Anti-Harassment Policy Distribution to Veterans

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

U.S. Department of Veterans Affairs

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

For information regarding the solicitation requirements prior to award, please contact Theresa Nagel 757-490-7940

Ext. 3 or tnagel@gpo.gov.

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 Jacket 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 are to fill out, sign/initial, as applicable, Page 9.

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.

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. 9) 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.

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 copies. 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.

Jacket 619-493 (5-25135/025463)

Specifications by: TN

Reviewed by: WL

Page 2 of 9

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.

SUBCONTRACTING: The predominant production function is printing. Bidder who must subcontract

predominant production function 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) 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

P-7. Type Quality and Uniformity

P-9. Solid and Screen Tint Color Match

P-10. Process Color Match

Specified Standard

Approved Proof

Pantone Matching System

Government furnished material

PREAWARD SURVEY: In order to determine the responsibility of the prime contractor, 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)

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

Jacket 619-493 (5-25135/025463)

Specifications by: TN

Reviewed by: WL

Page 3 of 9

time specified by the Government may result in the Contracting Officer not having adequate information

to reach an affirmative determination of responsibility.

NOTE: Prior to award the apparent low vendor must be able to show ability to produce the product in

question and may be asked to supply samples of similar items.

PAYMENT: Submitting invoices for payment via the GPO fax gateway (if no samples are required)

utilizing the GPO barcode coversheet program application is the most efficient method of invoicing.

Instruction for using this method can be found at the following web address:

http://winapps.access.gpo.gov/fms/vouchers/barcode/instructions.html

Invoices may also be mailed to: U.S. Government Publishing Office, Office of Financial

Management, Attn: Comptroller, Stop: FMCE, Washington, DC 20401.

For more information about the billing process refer to the General Information of the Office of Finance web

page located at https://www.gpo.gov/how-to-work-with-us/vendors/how-to-get-paid

Vendors are expected to submit invoices within 30 days of job shipping/delivery.

MODS: If any additional costs are incurred during the production of this job due to Government action

(i.e. AAs), contractor is REQUIRED to submit written request to the Printing Specialist for written

approval BEFORE proceeding.

Only a warranted GPO Contracting Officer acting within their appointed limits, has the authority to issue

modifications or otherwise change the terms and conditions of this contract. If an individual other than

the GPO Contracting Officer attempts to make changes to the terms and conditions of this contract, you

shall not proceed with the change and shall immediately notify the GPO Contracting Officer.

Proceeding with any work not authorized by the GPO Contracting Officer will be at the Contractor’s

own risk.

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.

Jacket 619-493 (5-25135/025463)

Specifications by: TN

Reviewed by: WL

Page 4 of 9

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;

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).

SCOPE: These specifications cover the following operations: printing, folding, inserting and mailing of

informational sets, each consisting of a Letter, Brochure, and Envelope.

TITLE: Annual SECVA Anti-Harassment Policy Distribution to Veterans

QUANTITY: 6,066,383 sets

(1 set = 1 Letter + 1 Brochure + 1 Envelope with addressing)

TRIM SIZE:

Letter: 8.5” x 11” folded to approximately 8.5” x 3.666”

Brochure: 11” x 8.5” folded to 3.66” x 8.5”

Envelope: 4.125” x 9.5”

DESCRIPTION:

One set = 3 items (Letter + Brochure + Envelope)

1. Standard Letter with no personalization. Static letter prints face only with adequate gripper

margins with text and signature in black and VA Seal and links in Pantone 541 (contractor to

covert from 4 color process). Once vendor is selected, the signature will be sent for scanning and

placement. Fold to 8.5” x 3.66” using 2-parallel wrap-around folds. Fold parallel to grain. Cracking

on the folds will not be acceptable and may result in rejection.

2. Tri-fold Color Brochure. Brochure prints face and back in 4 color process. Face bleeds 3 sides and

back has full bleeds (contractor to create bleeds). Fold to 3.66” x 8.5” using 2 parallel wrap-around

folds with title panel out. Fold parallel to grain. Cracking on the folds will not be acceptable and

may result in rejection.

3. Non-window #10 Envelope with an inside security tint imaged with the name and address of

recipient. Return address prints in Pantone 541.

o The name and address that is printed on the outside of the envelope is PII (Personally

Identifiable Information).

o Personalization must be in all caps without punctuation.in black on the envelope.

Personalization of approximately 3-4 lines and a barcode of variable data at the address

section. Envelope prints return address, VA seal and presorted postage in the Pantone 541

blue. Must be imaged directly on the envelope using laser imaging or high-quality ink jet

imaging (minimum 240 x 240 dpi). Image must be clear and sharp, appropriate to space,

and must follow all Postal Service regulations for address standardization and for clear

areas. Contractor is responsible for any file conversions to meet these requirements.

Contractor must check this prior to any production of the pieces.

Jacket 619-493 (5-25135/025463)

Specifications by: TN

Reviewed by: WL

Page 5 of 9

Contractor’s option to print address on back of letter and insert into window envelope. If using the

window option, contractor to determine size and location of window on the envelope so the address

meets USPS DMM. Window must contain clear covering, cannot be open window.

Assembly: Collate one of each item to create a set and mail. Place item 1: Letter and item 2: Brochure into

item 3 Envelope; seal; and mail per mailing list file (Excel files will be provided). Outer envelopes must be

securely sealed after items are inserted. Contractor must use a method of sealing such that envelopes are

securely sealed at the time of sealing. Methods that rely on the pressure of the other envelopes to seal the

bond are not acceptable. Envelopes must be securely sealed when entered into the mail stream and must not

open until opened by the recipient.

Contractor to mail approximately 6,066,383 sets** using the agency’s furnished mail anywhere permit no.

1090 for postage – Marketing Mail rate. Contractor must submit the postal receipt to the agency after

dropping at the post office and must include the agency control number 025463 in the “Customer Reference

ID” field”.

ADDRESSES: Contractor must remove duplicate entries and sort by ZIP+4 sequence,

CASS and NCOA certification; RETURN to the agency for correction or removal (agency will return

within 3 business days); then provide actual quantity to GPO.

**Actual quantity mailed will be based on the quantity remaining after the NCOA and CASS pre-sorts.

All copies mailed must conform to the appropriate regulations in the U.S. Postal Service manuals for

Marketing Mail rate.

NOTE: Must be mailed at a Marketing Mail rate that gets the most USPS discounts and the most cost-

effective way for the Government. The contractor must provide CASS and PAVE certified software for

matching ZIP + 4, bar-coding, and presorting for maximum postal automation discounts (as applicable).

All copies mailed must conform to the appropriate regulations in the U.S. Postal Service manuals for

“Domestic Mail” or “International Mail” as applicable. The contractor is responsible for completing all

forms required by the Postal Service for this type and class of mail and complying with all Postal Service

regulations.

The contractor will be responsible to provide all materials and operations, including but not exclusive to

addressing, sorting, bundling, packaging, and documentation forms necessary to comply with all current U.S.

Postal Service DMM regulations to achieve the Marketing Mail rate. Addresses are not in Zip code

sequence. The contractor will be required to accurately complete all appropriate mailing statements required

by the U.S. Postal Service.

The VA and GPO must be furnished with copies of all such completed forms stamped by the Post Office and

signed copies of all shipping receipts within 1 workday of the completed mailing. Contact Brian Mano

(Brian.Mano@va.gov) 202-461-5002 to arrange transmission.

Request USPS secure destroy (record of pieces destroyed). Must use USPS secure destroy service so the VA

does not have to physically handle return mail.

Request list of failure of postal sort at beginning (as well as those returned after mailing).

Contractor to presort and run mail lists through all applicable postal software to achieve the lowest possible

per piece postage rate. Return spreadsheet to the VA with any addresses deemed undeliverable.

Marketing mail rate via agency printed permit.

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

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Annual SECVA Anti-Harassment Policy Distribution to Veterans

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