How to do business
with the
United States
Government Printing
Office
A Contractor’s Guide
GPO Publication 1050.1
February 1998
What Is the How Are Government (b) Publicize appropriate solicitations
and awards in the Commerce Business
Government Printing Printing Office Daily.
(c) Publicize solicitations and specifi
Office? Purchases Made? cations to the maximum extent practica
ble. All GPO printing procurements
The Government Printing Office By law, the GPO is required to purchase shall be posted in the Bid Room located
its needs through the competitive bid- at each Procurement Office for review by
(GPO) is an agency in the legislative interested parties. Copies of solicitations
branch of the U.S. Government. Its ding process. Bids are solicited by tele
phone, fax, advertisement in the and specifications shall be made avail-
mission is to produce and distribute in- able to interested parties, upon request,
Commerce Business Daily, posting, and by
formation products and services using mail to firms on bidders mailing lists. on a first-come/first-served basis. When
both traditional printing processes as Invitations to bid and requests for pro GPO’s supply is exhausted, all interested
well as electronic information technolo posals are circulated as widely as possible, parties shall be given an opportunity to
gy. Approximately 70 percent of this consistent with the nature of the require copy the information necessary to bid.
work is purchased from commercial ment, the time available, and the quanti (d) To the maximum extent practica
sources. ties needed. ble, encourage prime contractors to pro-
vide subcontracts to small and minority
The GPO is headquartered in a large The only exceptions to the rule are business concerns and SDB concerns.
four-building complex located near the materials from contracts established by (e) In the event of equal low bids,
U.S. Capitol, in Washington, DC. In the General Services Administration make awards, first, to small business con
addition to the main Office complex, available to all Government agencies; cerns which are also labor surplus area
GPO operates a field printing plant in items for which there is a specific justi concerns, and, second, to small business
Denver and a number of regional and fied need, and for which no substitute concerns which are not also labor surplus
can be accepted; items purchased for area concerns.
satellite printing procurement offices. public exigency; items having only one (f) Provide to any small and minority
These field facilities provide printing and source of supply; items for which it is business concern and SDB concern,
printing procurement requirements in impracticable to secure competition by upon request, a copy of bid sets and spec
their respective areas. sealed bidding; and small requirements of ifications with respect to any contract to
shelf items that are available on the mar be let, and the name and telephone
The Office is headed by the Public ket at a modest dollar cost. Even so, sev number of a GPO contact to answer
Printer, who is nominated by the Presi eral sources of supply, if available, are questions related to such prospective
dent of the United States and confirmed checked to ensure that such procure contract.
by the U.S. Senate. The Joint Congres ments are made on terms beneficial to (g) Conduct seminars for small and
sional Committee on Printing, which the Government. minority business concerns and SDB con
includes members from both the Senate cerns on How To Do Business With the
and House of Representatives, serves as GPO.
the oversight committee. General Policy (h) Participate, to the maximum
Concerning Small, extent practicable, in Department of
Commerce Small Business Seminars
What Does the Minority, and Small and Conferences.
Government Printing Disadvantaged How Can I Bid?
Office Buy? Business Concerns Firms interested in supplying any product
The GPO purchases all manner of equip The policy of the GPO is to encourage or service should submit a request to the
ment, materials, supplies, and related small, minority, and small disadvantaged Manager, Printing Procurement Depart
services necessary for the production and business (SDB) concerns’ participation ment, or the Director, Materials Manage
distribution of information in printed in the Federal Government’s acquisition ment Service, U.S. Government Printing
process. Therefore, the GPO ensures that Office, Washington, DC 20401, or to
and electronic formats and for the opera any of the regional printing procurement
tion of the Office. The GPO is not small and minority business concerns and
SDB concerns are afforded an equitable offices listed in this pamphlet. The
equipped to do certain specialized print appropriate forms will be sent to you.
ing and binding jobs. These are best han opportunity to compete for all contracts
that they can perform to the extent con When properly filled out by you and
dled by firms that have the experience returned, you will be placed on the bid
sistent with the Government’s interest.
and expertise to perform those jobs. GPO has also initiated a program for lists for those items which you are able to
Yours may be such a firm. If so, we would SDBs to further assist these concerns in supply. Once this procedure is complet
like you to do business with us. Printing winning printing and binding contracts ed, you will be invited to bid on GPO
requirements purchased include composi required for the Department of Defense. solicitations.
tion; printing by letterpress, offset, silk- In the acquisition process, the GPO will,
screen, and gravure; binding and finish
ing; color work; and snapout and margin-
to the extent practicable, take the fol
lowing steps to encourage maximum par
What Am I
ally punched continuous forms, labels, ticipation by small and minority business Bidding To Do?
etc. Other procured requirements include concerns and SDB concerns:
Before anything can be done, the Office
the acquisition of microfiche, microfilm, (a) Ensure that delivery schedules are prepares a written description of the work
and automatic data processing equipment established on a realistic basis that will or services to be performed. This descrip
and services, such as integration, data encourage small and minority business tion, called a specification, is intended to
base composition, data dissemination, and SDB participation to the extent con be sufficiently clear and comprehensive so
and optical media Compact Disc-Read sistent with the actual requirements of that anyone qualified to do so can decide
Only Memory (CD-ROM). the Government. whether or not to submit a bid or proposal.
Specifications cover the descriptions, your bid or offer is mailed or delivered to
nature, sizes, colors, standards, quantities, arrive before the exact time set for the Term Contracts
labels, packaging, delivery schedules, and receipt of bids or offers contained in the
describe all other materials and services A large volume of our printing, binding,
invitation or it may not be considered. and blank bookwork is produced by com
necessary to completely fulfill the Unless specifically allowed by the IFB or
requirements. This may include refer mercial firms under contracts established
RFP, telegraphic, mailgram, or facsimile for a specified term. This type of contract
ences to brand names or equal in the bids or offers will not accepted. When
interest of clarity, or when a patented or is particularly adaptable for items of a
such bids or offers are authorized, you repetitive nature, such as recurring issues
proprietary article is required. must promptly confirm them on fur of periodicals, pamphlets, and forms, and
nished bid forms or by letter. You can, of for printing of a specialty nature, such as
How Do I Enter a course, withdraw your bid or offer at any
time before the exact time set for the
snapout forms and marginally punched
continuous forms. Procedures applicable
Bid or Offer? opening of bids or offers; however, we to one-time contracts apply equally to
must receive your request in writing. If term contracts.
Invitations for Bid (IFB) and Requests you do not wish to bid, please tell us
for Proposals (RFP) are sent to qualified why, so that you will remain on our list Similarly, a large volume of our blank
contractors on a rotational selection. of active bidders or offerors. If you wish paper, envelopes, containers and news-
IFB’s and RFP’s are also solicited via not to be included on a specific require print requirements are purchased under
appropriate advertising in the Commerce ment list, or, if you wish to have your term contracts. The current terms for
Business Daily and the posting of specifi name removed from our list of bidders or these items are:
cations in the office originating the IFB offerors, just let us know. Blank Paper—3-month contracts,
or RFP. The Printing Procurement commencing January 1, April 1, July 1,
Department (PPD) has developed an Prospective bidders for all printing, bind
and October 1 of each year.
electronic service on the GPO World ing, and blank bookwork are furnished
Wide Web site. This service provides a copy of “GPO Contract Terms” (GPO Envelopes—6-month contracts, com
general procurement information. In Publication 310.2). This document is the mencing March 1 and October 1 of each
addition, electronic posting of some basic contract between the Office and its year.
sealed bid solicitations is available. contractors. It should be read carefully
Eventually, electronic posting will and retained by you for future reference. Containers—6-month contracts, com
encompass all solicitations from the mencing April 1 and October 1 of each year.
entire PPD operation nationwide.
The purpose of this on-line system is to
Buy American Act Newsprint—1-year contract with two
1-year options on a calendar year basis.
provide you with quick, easy, and inex Standard samples of paper purchased
The Buy American Act requires that the
pensive access to procurement informa are available, and supplemental detailed
Government give preference to domestic specifications are furnished with the IFB.
tion. This effort is our initial step toward source end products. Generally in evalu
implementing Electronic Commerce in ating bids on which both domestic and
Printing Procurement. foreign products are offered, 6 percent Quality Assurance,
To retrieve this information on the web will be added to the foreign bid prices, or
you must: 12 percent if the domestic end product Inspection, and Testing
bidder is a small business or located in a
1. Be connected to the Internet. If you labor surplus area. A domestic end prod All work performed under a contract with
have a computer, you can access the uct is an unmanufactured end product the Office is subject to inspection and
Internet via (a) an account with an which has been mined or produced in testing to insure that all contract terms
online national service provider such as the United States, or an end product are fulfilled. Almost all the contracted
CompuServe, America Online, Prodigy, manufactured in the United States if the work is procured using the Quality As
PSINet, etc.; (b) an account with an cost of its components which are mined, surance Through Attributes Program
online service provider local to your area produced, or manufactured in the United (QATAP). This program provides for the
such as Digital Express, CRL Network precise expression, prior to production, of
States exceeds 50 percent of the cost of quality requirements for printing and
Services, Erols, etc., in the Washington,
D.C. area or (c) your company’s local all its components. related products, and for the clear deter
network that is connected to the mination, based on objective methods, of
Internet. GPO is not recommending any
one of these providers.
Bid Acceptance and conformance to these requirements once
the product has been produced or re
2. Have access to a web browser such as
Mosaic or Netscape Navigator. You can
Award of Contracts ceived. Items failing inspection and tests
will be rejected, and the contract may be
connect to GPO’s home page at In the sealed-bidding process, the respon terminated. You may be required to cor
http://www.gpo.gov and Procurement’s sible bidder submitting the lowest rect or replace defective items at your own
home page at http://www.gpo.gov/pro responsive bid is awarded a contract. In expense, or to reimburse the Office for
curement. competitive negotiation, the lowest price any additional expenses incurred as a
3. Have access to a viewer such as or lowest total cost to the Government is result of your noncompliance. Prospective
Acrobat Reader. You can download the deciding factor only if so stated in bidders are furnished a copy of GPO
Acrobat Reader free from Procurement’s the solicitation. Generally, source selec Contract Terms, Quality Assurance Through
home page. tion on competitively negotiated pro Attributes for Printing and Binding (GPO
Publication 310.1). It should be read care-
Questions regarding this system may be curements is made to the proposal that fully and retained for future reference.
sent to us via e-mail at printproc@gpo.gov. offers the greatest value to the
If you wish to submit a bid or offer, sim Government in terms of performance
ply request an IFB or an RFP, in writing, and other factors. Once the contract is Defaults
from the originating office. Complete the entered into, the Office expects the con-
required document and return it to that tractor to completely conform to its One element of your performance con
office in person or by mail. Be sure that terms and conditions. sists of delivering the required articles at
a specified time and place. Your failure to
do so may constitute default. In case of What Does the been made and all contractual require
ments have been met (e.g., sample
default the contracting officer may, by
written notice, terminate your right to
Government Printing copies, negatives returned, sales copies,
file copies, etc.). In addition, if no sam
proceed either with the contract as a Office Sell? ple is required, you may telefax your
invoices (with all pertinent documenta
whole or with the part which is in
default. After issuing such notice, the The GPO offers for sale a variety of sur tion) to the following numbers: (202)
product may be purchased elsewhere, plus property and scrap. When equip 512–0992 or 512–0993. Read your con-
with all additional costs chargeable to ment is being replaced, bids are invited tract carefully and ensure that all the
you if the default is found to be not for both trade-in and outright sale. The requirements have been met and are sup-
excusable. final disposition is based on the greatest ported with documentation where
overall return to the Government. required.
Remember that a record of your perfor
mance is a part of the contract file. Items offered for sale include printing Under the Debt Collection Improvement
Rejections, late deliveries, and other fail and binding equipment, industrial trucks, Act of 1996 (P.L. 10–134), GPO is
ures of performance are noted in the warehousing equipment, furniture and required to pay all contractors, for con-
record, and could have a direct bearing fixtures, office machines, industrial ma tracts entered into after July 26, 1996,
on whether or not you will be considered chinery, waste paper, scrap iron, metal, through the Electronic Funds Transfer
for any future awards. scrap film, and damaged or surplus print (EFT) program unless the contractor cer
ing paper. tifies that he/she does not have an
account at a financial institution or an
Equal Low Bids How Are Government
authorized payment agent. The Act pro
vides even further that all payments
When two or more low bids are equal in made after January 1, 1999, must be
all respects, the award is made following Printing Office Sales made by EFT. Under EFT, payment is in
your account on the payment date.
these priorities: Made? Accounting data is furnished electroni
1. To small businesses located in labor cally to your bank or financial institu
surplus areas; All such sales are made by competitive tion. Your bank or financial institution is
2. To other small businesses sealed bids. Solicitations are mailed to responsible for providing you with the
3. To businesses in labor surplus areas; individuals and firms who have asked to accounting data you need to settle your
and be placed on mailing lists for categories accounts. To receive payment through
4. To other businesses. in which they are interested. EFT, contractors must complete an
The solicitations include the description, SF–3881, “ACH Vendor/Miscellaneous
If this formula does not break the tie, the
age and condition, location, date of Payment Enrollment Form.” If you have
award will be made by drawing lots.
availability, method of removal, and any questions concerning EFT, please
terms of payment. call (202) 512–0800.
Safeguarding Bids All property is available for inspection, Feel free to call if you are a first-time con-
and prospective bidders are encouraged tractor for GPO, have a new contract that
All sealed bids are kept under lock and you are not familiar with, or have any
key until the time specified for opening. to do so.
billing problems you do not understand.
You and your representatives are invited If you are interested in bidding on any
and encouraged to attend the public surplus property or equipment, contact Local: (202) 512–0800.
opening. the Director, Materials Management Toll free: 1–800–BILLGPO
Proposals in response to an RFP are Service, U.S. Government Printing
forwarded, unopened, to the Contract Office, Washington, DC 20401. You will
be sent an application, and when proper
A Final Word of Advice
ing Officer for recording and for safe-
guarding from unauthorized disclosure. ly completed and returned, your name The GPO offers fair and equitable treat
will be included on the appropriate list. ment to all suppliers. To this end, our
However, unlike sealed bids, proposals
are not publicly opened, and there is contracting personnel will give you full
no public disclosure of the offerors’
names and the number of proposals
Getting Paid support and cooperation in order for us
to obtain an acceptable product from you
received. at a reasonable price and in a timely
One of GPO’s goals is to pay its bills manner. The Government is strict in its
within 30 days after receipt, or within enforcement of contract terms. So, if you
the discount date if economically benefi
Rejection of Bids cial. To receive payment, complete your
have any questions or problems, we urge
you to contact us as soon as possible so
own invoice and send it to the Comp that we can answer your questions or, if
If your bid fails to comply with the speci troller-FMCE, Office of Financial
fications, it will be rejected as nonre feasible, work toward a mutually accept-
Management, U.S. Government Printing able solution.
sponsive. Causes for rejection include Office, Washington, DC 20401. When
any modification or the insertion of completing your invoice, make sure that Thousands of small business firms obtain
conditions which might give you an you include all requested information as Government contracts and continue to
advantage over other bidders such as outlined in GPO’s Billing Instructions seek them because they are profitable.
failure to state price (e.g., “price in effect (GPO Publication 300.3) or your pay We hope that this pamphlet answers
at time of delivery”) or making the ment could be delayed. Be sure to show most of your questions about doing busi
bid conditional upon the award of anoth the purchase order and jacket number ness with the GPO. If not, please contact
er related contract. The Office also (plus the print order and program num any of the GPO organizations listed in
reserves the right to reject any and all ber on term contracts) on all invoices. this booklet. They will be glad to help
bids if the prices are determined to be Invoices for printing work must include you. Once again, we invite you to
unreasonable. evidence that shipment or delivery has become one of our contractors.
GPO Central Office U.S. Government Printing Office
Satellite Printing Procurement Office
Region 6 U.S. Government Printing Office
Regional Printing Procurement Office
Moorhead Federal Building, Room 501
U.S. Government Printing Office 536 Stone Road, Suite 1
U.S. Government Printing Office
1000 Liberty Avenue
Regional Printing Procurement Office Benicia, CA 94510–1170
Paper & Specialized
Pittsburgh, PA 15222–4000
815 Olive Street, Room 328 Telephone: 707–748–1970
Procurement & Sales Division
Telephone: 412–395–4858
St. Louis, MO 63101–1597
Room A340, Stop MMP
732 North Capitol Street NW Telephone: 314–241–0349
Washington, DC 20401 Region 3 U.S. Government Printing Office
Telephone: 202–512–0937 Region 7 Satellite Printing Procurement Office
U.S. Government Printing Office
Valley Center Office Building
U.S. Government Printing Office
Regional Printing Procurement Office
U.S. Government Printing Office
2221 Camino Del Rio South
General Procurement Division
11836 Canon Blvd., Suite 400
Regional Printing Procurement Office
San Diego, CA 92108–3609
Room A332, Stop MMG
Newport News, VA 23606–2555
1100 Commerce Street, Room 3D4
Telephone: 619–497–6050
732 North Capitol Street NW
Telephone: 757–873–2800
Dallas, TX 75242–0395
Washington, DC 20401
Telephone: 202–512–0916
Telephone: 214–767–0451
Region 10
U.S. Government Printing Office
U.S. Government Printing Office
U.S. Government Printing Office
Regional Printing Procurement Office
Printing Procurement Department
Rapid Response Center
U.S. Government Printing Office
Federal Center South
Contract Management Division
Building 136, Washington Navy Yard
Satellite Printing Procurement Office
4735 East Marginal Way South
Bid Section, Room B104, Stop PPSB
First & N Streets SE.
Door 2, Building 1552
Seattle, WA 98134–2397
732 North Capitol Street NW
Washington, DC 20403–0001
Kelly Air Force Base, TX 78241–5000
Telephone: 206–764–3726
Washington, DC 20404
Telephone: 202–755–2110
Telephone: 210–924–4245
Telephone: 202–512–0526
Region 4
GPO Regional
Government Printing U.S. Government Printing Office
U.S. Government Printing Office
Satellite Printing Procurement Office
Printing Office
Office Regional Regional Printing Procurement Office
2 Park Place, Suite 110
3420 D Avenue, Suite 100
Tinker Air Force Base, OK 73145–9188
Denver:
Printing Procurement 1888 Emery Street
Atlanta, GA 30318–2542
Telephone: 405–231–4146
U.S. Government Printing Office
Offices Telephone: 404–605–9160
Regional Printing Office
U.S. Government Printing Office
Denver Federal Center
Building 53, Room D–1010
Region 1 U.S. Government Printing Office
Satellite Printing Procurement Office
Denver, CO 80225–0347
U.S. Customs Building, Room 310
Satellite Printing Procurement Office
Telephone: 303–236–5292
U.S. Government Printing Office
L. Mendel Rivers
423 Canal Street
Regional Printing Procurement Office
Federal Building, Room 122 New Orleans, LA 70130–2352
28 Court Square
334 Meeting Street Telephone: 504–589–2538
Boston, MA 02108–2504
Charleston, SC 29403–6417
Telephone: 617–720–3680
Telephone: 803–723–9379 Region 8
Contractors located in the Denver area and
Region 2 U.S. Government Printing Office
wishing to supply material requirements
Region 5 Regional Printing Procurement Office
should contact the field printing manager at
U.S. Government Printing Office
Denver Federal Center
the above location.
Regional Printing Procurement Office
U.S. Government Printing Office
Building 53, Room D–1010
Southampton Office Park, Suite A–190
Regional Printing Procurement Office
Denver, CO 80225–0347
928 Jaymore Road
200 North LaSalle Street, Suite 810
Telephone: 303–236–5292
Southampton, PA 18966–3820
Chicago, IL 60601–1055
Telephone: 215–364–6465
Telephone: 312–353–3916
Region 9
U.S. Government Printing Office
U.S. Government Printing Office
U.S. Government Printing Office
Regional Printing Procurement Office
Regional Printing Procurement Office
Regional Printing Procurement Office
12501 East Imperial Highway
201 Varick Street, Room 709
1335 Dublin Road, Suite 112–B
Suite 110
New York, NY 10014–4879
Columbus, OH 43215–7034
Norwalk, CA 90650–3136
Telephone: 212–620–3321
Telephone: 614–488–4616
Telephone: 562–863–1708
U.S. GOVERNMENT PRINTING OFFICE: 1998 180–129 (MAC)