Army Desktop Scheduler & Guidance Letter

Agency:	U.S. Government Publishing Office
State:	Federal
Type of Government:	State & Local
Category:	70 - General Purpose Information Technology Equipment (including software). D - Automatic Data Processing and Telecommunication Services
Posted:	Mar 25, 2024
Due:	Mar 27, 2024
Publication URL:	To access bid details, please log in.

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Specifications by cs

Reviewed by ms

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534-920

BID OPENING: Bids shall be virtually opened at 1:00 p.m., prevailing Washington, DC Time, on March 27,

2024, at the Government Publishing Office, Washington, DC for the Northcentral Region.

All parties interested in attending the bid opening shall email bids@gpo.gov 1 day prior to the bid opening date to

request a Microsoft Teams live stream link. The link will be emailed on the day of 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 jacket number and bid opening date must be specified in the subject

line of the emailed bid submission. Bids received after 1:00 p.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.

Any questions before award concerning these specifications call Chuck Szopo, at 312-353-3916 x 6 or email at

cszopo@gpo.gov

PRODUCT: Desktop Scheduler/Planner.

BIDDERS, PLEASE NOTE: 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 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.

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

including addresses 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.

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 10 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.

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

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Jacket 534-920

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: Army Desktop Scheduler & Guidance Letter.

QUANTITY: 104,052 Schedulers and 4,153 Guidance Letters (1 per set).

Include:

175 copies - Agency approval release schedulers.

2 copies GPO Northcentral inspection schedulers.

50 copies GPO QARC schedulers.

NUMBER OF PAGES:

Schedulers: 1 cover leaf and 13 month sheets (14 total leaves); and a chipboard backing.

Guidance Letter: Face only.

TRIM SIZE:

Schedulers: 22 x 17” – cloth padded along the 22” top dimension.

Guidance Letter: 8.5 x 11”.

GOVERNMENT TO FURNISH: GFM will be sent by the agency’s FTP site.

Distribution list: Any necessary reformatting of the distribution list be completed by the vendor at no additional

cost. (Not in standard format).

Email cszopo@gpo.gov to receive the distribution list.

Send revised digital files via agency approved site.

Electronic media generated on a Macintosh with operating system 10.6.8, using InDesign CC, Illustrator CC, and

Photoshop CC. Files are in native & PDF formats. All printer and screen fonts are included. Color system used is

CMYK & Pantone. Files provide for bleeds and graphics are properly linked.

One set of color composite laser prints for the entire calendar. These laser prints are smaller than finished size.

Address Listing: Address listings are provided in Microsoft Excel format.

Contractor will be required to generate all shipping documents and labels.

Addresses are not in any particular order; however, contractor should be able to sort as address items are in

separate fields on the disk.

BASIC CHECK OF FURNISHED MEDIA AND FILES: On orders for which disks are furnished, prior to

image processing, the contractor is responsible for performing a basic check (preflight) of the furnished media and

files. If the contractor discovers any errors, media damage, or data corruption that might interfere with proper file

imaging during inspection, work should be discontinued after the entire order has been inspected. Further

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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.

REPRODUCIBLES: Contractor must create all required separations and reproducibles. Minimum resolution for

copy from disk is 2400 dpi.

Contractor must create all bleeds and traps. The cover & month pages bleed all sides and each page requires traps.

At the completion of the project, contractor will be required to provide the Government with a final print ready

digital file that contains the entire project suitable for reproduction. Must include all retouching. Must include all

components of the desktop scheduler. This must be sent to the agency after completion – email agency to

determine transfer method. This is required regardless of the contractor’s method of production.

IDENTIFICATION MARKS: Identification markings such as register marks, ring folios, rubber stamped jacket

numbers, commercial identification marks of any kind, etc., form number, and revision date, carried on copy or

film, must not print on finished product.

GPO Imprint: See page below for the required updating of the GPO Imprint line.

PROOFS:

Email PDF proofs to: nicholas.a.gioia.civ@army.mil ; patrick.henry1.civ@army.mil ; brandon.ellis@dla.mil ; and

cszopo@gpo.gov

Call to confirm receipts: Brandon Ellis: 812-583-9544.

Proofs will be withheld not more than 2 workdays from receipt in agency until contractor is notified of an "OK to

proceed". Contractor must not proceed prior to receipt of an "OK to proceed".

Contractor to submit one "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.

After PDF proofs are approved.

Email tracking information after shipping proofs to nicholas.a.gioia.civ@army.mil ; patrick.henry1.civ@army.mil

; brandon.ellis@dla.mil ; and cszopo@gpo.gov

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Proofs will be withheld not more than 3 workdays from receipt in agency until contractor is notified to pick them

up. Contractor must not print prior to receipt of an "OK to print". A copy of the Purchase Order and a return air

bill must also be furnished with the proofs.

Labels generated for 5 destinations from the disk with the required number of labels for each of these

destinations based on the number of packages required. Pick destinations at random but these must be destinations

with different numbers of packages per destination. These names cannot be deleted from the distribution.

1 complete blank construction samples on the production stock.

1 set 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.

2 sets (only 1 set will be returned) of digital one-piece composite laminated halftone proofs 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:

2 sets 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

www.gpo.gov/gporestarget.pdf. NOTE: If a contractor chooses this proof option, prior evaluation and approval

of this proofing method must be provided by GPO, Quality Control for Published Products, to ensure that the final

product will be produced in accordance with contract specifications. See instructions

at: https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-

endors/qlsamples6f200c30b44a64308413ff00001d133d.pdf.

Failure to obtain this evaluation and approval may be cause for the job to be rejected should the final product not

match the proofs for color.

Spot varnish may be shown as either a digital content proof or as an overlay on the one-piece laminated proofs.

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 Print.”

APPROVAL TO RELEASE COPIES:

After printing, but prior to distribution, contractor must provide:

175 Scheduler (7 boxes) to the below address.

The package containing these copies must be identified on the outside as “Release Approval Copies” and must

also include the SOD number, RPI number (if applicable), requisition number, Jacket number, and the title.

Packages may be sent via an expedited delivery service or hand delivered by the contractor. These sets are

included in the total quantity.

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Jacket 534-920

The contractor will be notified within 1 workday (no Fridays) of the Army’s receipt of the copies whether to

proceed with the release of the order.

Contractor must not proceed with distribution until an approval to release is granted.

An “OK” of approval copies constitutes approval to release the order. In no way does this negate any of the

Government’s rights under this contract.

STOCK: The specifications of all stock 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. Prospective bidders should carefully read this publication as the applicable standards 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 of major revisions.

Scheduler:

Cover leaf:

White No. 2 Gloss-Coated Text, Basis Weight 100 lbs. per 500 sheets, 25 x 38”, equal to JCP A182.

13 Month Sheets:

White Matte-Coated Text, Basis Weight 100 lbs. per 500 sheets, 25 x 38”, equal to JCP A240.

NOTE: Must be able to received pencil lead without smearing and still be legible.

See Finishing below for required 0.050” chipboard backing.

Guidance letter:

Stock: White Bond, Basis Weight 20 lbs. per 500 sheets, 17 x 22”, equal to JCP G10

PRINTING, INK COLOR, VARNISH, AND MARGINS:

Scheduler:

1 cover leaf: Face only prints 4 color process plus 5th color PMS 123 C gold, plus 6th color Black 3 C. Bleeds all

4 sides. Spot coat the face excluding the dropout white copy with a clear, non-yellowing high gloss

varnish/aqueous coating.

13-Month Sheets (August 2024 – August 2025): Each of the 13 month pages has a format similar to each other

(all different). Face only prints 4 color process plus 5th color PMS 123C gold, plus 6th color COOL GRAY 3 C,

plus 7th color Black 3 C. Bleeds all 4 sides

Contractor to spot gloss varnish/aqueous coating (non-yellowing) on full-density PMS colors, 4 c/p inset photos,

Month name in yellow, black bar at top and Army Star logo. Exclude all dropout white copy/numbers and the

QR-Code. No coating is required on the screened background photos in write-in area. Use August 2024 as

guidance for following months. Provided previous printing example to match some PMS colors and black.

Contractor to create spot coatings at no added cost to the Government.

NOTE: Colors noted should be consistent for each of the 13-month pages.

COPY CORRECTION: Contractor required to add GPO bugline on August 2025 page. In 6 pt. San Serif font,

add bugline along the lower right side of the page, “August 2024, US GOVERNMENT PUBLISHING OFFICE”

and include the current GPO logo and Jacket no.

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Army Desktop Scheduler & Guidance Letter

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