Circular Letter No. 387

October 7, 1994

TO: Printing and Publishing Officials of the Federal Government

SUBJECT: Procurement of Printing and Duplicating Services

The Government Printing Office (GPO) has been informed that the Acting Director of the Office of Management and Budget (OMB), Alice M. Rivlin, has issued a memorandum dated September 19, 1994, Subject: Procurement of Printing and Duplicating through the Government Printing Office. In this memo, the Acting Director directed the heads of Executive departments and agencies to continue to utilize GPO for their printing and binding requirements during Fiscal Year 1995.

The purpose of this letter is to assure you that GPO can and will provide whatever support you require under this policy. The GPO offers a wide variety of services in this regard, including consultation on a job-by-job basis. Your short turnaround requirements and the effective distribution of publications to depository libraries are among GPO's highest priorities. The GPO has a number of services, projects, programs, and other developments of which you may not be aware. Some of these items are now in use, and some are designated for implementation in the very near future; GPO representatives are available to discuss these services.

On orders that cost $1,000 or less and are of a continuing and repetitive nature, GPO can provide direct-deal term contracts, under which agencies are authorized to place work directly with the contractor. This type of contract is the most cost effective way to secure consistent expedited service. Your use of such contracts is encouraged wherever repetitive work of a similar nature makes them viable. Cost and time savings can also result from increasing the use of option-year or multi-year term contracts to maintain continuity and to eliminate the cost and time involved in resolicitation.

The GPO recognizes that one-time requirements can also require expedited service. For small purchases, GPO can now provide for solicitation times of 4 hours or less, when necessary, and receive and open bid quotations at any time during the day to expedite the processing of short-turnaround work and duplicating while still ensuring adequate competition. If required, jobs can be received, written, competitively solicited, and awarded in the same day. In addition, GPO can send solicitations and receive quotations via facsimile machines; plans are underway to expand this service to guarantee maximum coverage.

A personal computer-based pilot program is currently being implemented in the Printing Procurement Department. This program is expected to lead to changed and improved processes, including the expansion of electronic customer interface and the eventual utilization of electronic commerce in all phases of GPO's acquisition activities.

The GPO plans to permit greater customer access to contractors when such contact is appropriate and does not compromise the integrity of the contracting process. This is expected to facilitate the handling of direct-deal contracts. Customer agencies will be advised of the details regarding this policy in the near future. Another highly promising idea is the development of support contracts designed to assist customers through service bureaus in such areas as desktop publishing and design.

Also under consideration is establishment of a program that would provide, at the request of (and at no cost to) the customer, information and assistance teams staffed by GPO personnel. These teams would explore customer agencies' graphic arts needs, goals, and objectives. Team members will be experienced and knowledgeable in the technology and methodology needed to help customers reduce costs while providing expected high levels of service.

As always, your comments regarding GPO's efforts and ideas to improve its services and products are appreciated. Your input is vital to GPO's efforts to continue to provide its customers with the best products and services at the best prices.

Sincerely,

ROBERT G. COX
Superintendent,
Departmental Account Representative Division

Questions or comments regarding this service? Contact wwwadmin@gpo.gov.

Page #CIR387 DECEMBER 22, 1995