CL00000043_IRS_FORMS_1099_SERVICES.pdf

Clerk of the Court and Comptroller of Miami-Dade County

Clerk of the Board and Procurement Management Department

Contact for this Solicitation

Milagros C. Robles, Courts Contracts & Procurement Officer

111 NW 1st Street, Suite 1700, Miami, Florida 33128

Telephone: (305) 375-5125

E-mail: Milagros.Robles@miamidadeclerk.gov

BIDS ARE DUE VIA INFORMS

(see INFORMS for due date and time)

INVITATION TO BID

Event No. CL00000043

Event Title: IRS FORMS 1099 SERVICES

OVERVIEW

HOW TO ACCESS SECTION 1 - GENERAL TERMS AND CONDITIONS

The Clerk of the Court and Comptroller’s Section 1 – Instructions to Bidders and General Terms and Conditions is incorporated herein by reference and forms a part of this Solicitation and any resultant Contract. Bidders receiving an award through the Clerk’s competitive procurement process shall be bound by Section 1 – Instructions to Bidders and General Terms and Conditions.

By submitting a Bid in response to this Solicitation, a Bidder acknowledges that it has reviewed, understands, and agrees to comply with Section 1 – Instructions to Bidders and General Terms and Conditions, which may be accessed at the following link:

Section 1 – Instructions to Bidders and General Terms and Conditions:

https://www.miamidadeclerk.gov/library/Procurement/COCC%20Bidding%20and%20General%20Terms%20and%2 0Conditions_2025.10.pdf

ADDITIONAL DEFINITIONS

In addition to the definitions contained in Section 1 – Instructions to Bidders and General Terms and Conditions, the following term applies to this Solicitation:

1099 Form(s): means IRS information return forms required to be produced under this Contract.

PRE-BID CONFERENCE

It is highly recommended that Bidders attend the publicly noticed Pre-Bid Conference to become familiar with any conditions that may in any manner affect the Goods and Services to be provided. Bidders are advised to carefully examine the requirements and specifications in this Solicitation and to become thoroughly aware of all conditions and requirements for Goods and Services provided under a resultant Contract. No allowances will be made due to lack of knowledge of these conditions or requirements. Statements made during the Pre-Bid Conference are for informational purposes only and will not modify this Solicitation. Any changes to this Solicitation will be made only by written Addendum issued through INFORMS.

The Pre-Bid Conference will be held on September 9, 2026, at 10:00 AM (Eastern Time) via Microsoft Teams through the following link:

https://teams.microsoft.com/meet/238569657794864?p=jKvKBQ4vbQ6p5oz7cN

To join the Microsoft Teams meeting, please use the link provided in the advertisement or Solicitation posting. If joining via the Teams app, you may choose to enter your name or join as “Public Attendee.”

Members of the public will be permitted to pose questions at the end of the Pre-Bid Conference. To do so, attendees may use the Raise Hand feature in Microsoft Teams, located in the meeting controls.

• Microsoft Teams Accessibility Support: https://support.microsoft.com/accessibility

• Link to Download Microsoft Teams: https://www.microsoft.com/microsoft-teams/download-app

Bidders are asked to join the Pre-Bid Conference promptly, as the meeting will start on time, and to have access to a copy of the Solicitation available during the Pre-Bid Conference.

SECTION 2 – SPECIAL TERMS

PURPOSE

The Clerk seeks to establish a Contract for the provision of data processing, production, printing, quality control, and mailing services of various 1099 IRS Forms.

The Clerk is responsible for issuing 1099 Forms by January 31, the annual deadline established in the IRS’s “General Instructions for Certain Information Returns.” To meet this requirement, the Clerk consolidates and verifies data from various sources to create one unified file. The file is then used to generate the mandated 1099 Forms and to submit the required filing to the IRS by the due date set forth in Public Law 114-113, Division Q, Section 201. 1099 Forms are issued to all reportable vendors who have received cumulative payments equal to or exceeding the IRS-specified minimum for each applicable 1099 Form.

2.2 CLERK’S CONE OF SILENCE

The Clerk’s Cone of Silence applies to this Solicitation and continues through the issuance of the award recommendation or other final action concluding the Solicitation process. During this period, Bidders, including their designees, principals, staff, representatives, and lobbyists, shall not communicate with Clerk employees regarding their Bid, the Bid of another Bidder, the evaluation or award of this Solicitation, or any other matter that could influence or affect the competitive procurement process. The Clerk’s Cone of Silence does not prohibit participation in the Pre- Bid Conference or communication and question-and-answer procedures established in this Solicitation.

2.3 TERM OF THE CONTRACT

The Contract commences on the first Day of the month following approval by the Clerk, or designee, unless otherwise stipulated in writing by the Clerk. The Contract expires on the last day of the 60th month.

2.4 METHOD OF AWARD AND BIDDER REQUIREMENTS

The Award will be made to the lowest-priced, Responsive, and Responsible Bidder in the aggregate.

A. Client References

Bidders must submit two (2) client references for which the Bidder has provided production, printing, and mailing services for IRS Forms to commercial enterprises and/or government agencies, demonstrating relevant experience.

Each reference must include:

1. Company/Governmental Entity Name

2. Contact’s Name and Title

3. Phone Number

4. E-mail Address

B. IT Security Matrix and Data Protection Requirements

Bidders shall review Attachment 1 - Information Technology Security Matrix (the “IT Security Matrix”) as part of the Solicitation. Bidders are not required to complete or submit the IT Security Matrix with their Bid. Following evaluation of the Bids, the Clerk will request the completed and signed IT Security Matrix from the lowest-priced Bidder that is being considered for award. Failure to submit the completed IT Security Matrix, or failure to demonstrate compliance with the applicable security requirements, may result in the Bidder being deemed ineligible for award.

The Clerk reserves the right to inspect the Bidder’s secure facilities and systems prior to award and at any time during the term of the Contract to verify compliance with the requirements of this section.

During the term of the Contract, the Awarded Bidder must notify the Clerk of any changes, whether intentional or otherwise, to the information or documentation provided in compliance with the requirements of the Contract.

2.5 RECORD RETENTION AND DATA DESTRUCTION

In addition to Section 13.1, titled Public Records and Compliance with Public Records Laws, detailed in the Clerk’s Section 1 – Instructions to Bidders and General Terms and Conditions, Awarded Bidder shall comply with the IRS record retention guidelines. Awarded Bidder will properly dispose of Clerk-provided data at the Clerk’s request no later than June 1 of the contracted year. Awarded Bidder will provide the Clerk with a certificate of destruction stating that the data was properly disposed of.

2.6 PRICES

Prices must remain fixed and firm for the term of the Contract, unless the Awarded Bidder offers lower pricing or the Clerk negotiates lower pricing with the Awarded Bidder based on market research data and other factors that may influence pricing, including downward movement of the applicable price index, such as the Producer Price Index (PPI) for Commercial Printing (WPU0947), as published by the U.S. Department of Labor, Bureau of Labor Statistics, Washington, D.C.

A. The Clerk will pay for the number of Forms produced and mailed. Payment will be rendered after all deliverables have been provided and accepted by the Clerk.

B. The Clerk may order a quantity that is not a whole multiple of one unit, including a quantity either above or below 10,000 forms. For any such order, the Clerk will pay the result of (a) the unit price divided by 10,000, multiplied by (b) the number of Forms ordered, rounded to the nearest cent.

C. Following the Clerk’s final review, findings, and adjustments, additional, corrected, and/or revised Forms may be required. For additional, corrected, and/or revised Forms that are within the scope of the Contract, the applicable unit pricing established in the Contract shall apply.

If additional, corrected, or revised Forms are required due to an error, omission, defect, or failure attributable to the Awarded Bidder, the Awarded Bidder shall reproduce and remail the affected Forms at no additional cost to the Clerk, including all applicable production and mailing costs.

If additional, corrected, or revised Forms are required as a result of information provided or changed by the Clerk after the Clerk’s final approval, the Awarded Bidder shall provide a written quotation to the Clerk prior to performing the work. The quotation shall identify the quantity and type of Forms affected, the reason for the revision, the applicable Contract unit price(s), any additional production or mailing costs, and the total proposed cost. To the extent that the required work is covered by existing Contract pricing, such pricing shall apply. Any work not covered by existing Contract pricing shall be separately identified and itemized in the quotation. No additional, corrected, or revised Forms shall be produced, and no additional charges shall be incurred or invoiced, without the Clerk’s prior written authorization.

Invoices related to postage shall be submitted separately from invoices for Form production and will be paid by direct payment. Postage shall include both domestic and international mailings, based on standard first-class mail and foreign rates applicable at the time of mailing 1099 Forms.

2.7 INSURANCE REQUIREMENT

The Awarded Bidder shall furnish Certificate(s) of Insurance which indicates that insurance coverage has been obtained as outlined below.

A. Worker’s Compensation insurance as required by Florida Statute 440.

B. Commercial General Liability in an amount not less than $1,000,000 per occurrence, and $2,000,000 in the aggregate not to exclude coverage for Products and Completed Operations. Miami-Dade County and Clerk of the Court and Comptroller of Miami-Dade County must both be included as additional insureds.

C. If vehicles are used for delivery of goods or services under this contract, Automobile Liability

Insurance covering all owned, non-owned and hired vehicles used in connection with the work, in an amount not less than $300,000 combined single limit per occurrence for bodily injury and property damage.

D. Professional liability insurance, including errors and omissions coverage in an amount not less than

$1,000,000 per occurrence and in the aggregate.

E. Cyber Liability / Data Breach Insurance in an amount not less than $1,000,000 per occurrence and in the aggregate.

All insurance policies required above shall be issued by companies authorized to do business under the laws of the State of Florida, with the following qualifications: The company must be rated no less than “A-” as to management, and no less than “Class VII” as to financial strength, by Best’s Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent, subject to the approval of the County Risk Management Division.

or The company must hold a valid Florida Certificate of Authority as shown in the latest “List of All Insurance

Companies Authorized or Approved to Do Business in Florida” issued by the State of Florida Department of Financial Services.

Miami-Dade County and Clerk of the Court and Comptroller of Miami-Dade County reserve the right, upon reasonable notice, to request and examine the policies of insurance (including but not limited to policies, binders, amendments, exclusions or riders, etc.)

CERTIFICATE HOLDER(s) MUST READ: Miami-Dade County

111 NW 1st Street, Suite 2340 Miami, FL 33128

Miami-Dade County Clerk of the Court and Comptroller Clerk of the Board and Procurement Department 111 NW 1st Street, Suite 1700

Miami, FL 33128

SECTION 3 – SCOPE OF WORK

SCOPE OF WORK

The Awarded Bidder shall fully comply with all specifications, requirements, and deadlines outlined in this Solicitation, including but not limited to IRS Publication 1179, the annual project timeline confirmed in writing by the Clerk, and the proof accuracy standards described below.

The Clerk will consolidate and verify Form data from multiple sources into a single unified file for each entity (up to four files total). These files will be provided to the Awarded Bidder for the production and distribution of the Forms and, as applicable, the preparation and filing of the required information returns with the IRS by the applicable statutory deadline.

Throughout the Contract term, the Awarded Bidder shall receive, process, and transmit data files using the IRS 750-character format currently used by the Clerk, or another format specified by the Clerk that meets all applicable IRS standards.

3.2 PROJECTED TIMELINE

The Clerk and the Awarded Bidder will review and finalize the timeline dates for each project year. The anticipated timeline is outlined below:

Project Phase Anticipated Dates

1. Implementation and testing period of data transmission (submit test file, receive test results, verify test results) December 2 – 6

2. Final acceptance of the process by the Clerk December 9

3. Final file submission to the Awarded Bidder No later than January 17

4. Validation report showing quantity and dollars by Form type No later than January 21

5. Awarded Bidder provides proofs No later than January 23

6. The Clerk provides authorization to print and mail No later than January 27

7. Awarded Bidder mails all authorized Forms No later than January 29

8. Awarded Bidder provides the Clerk with a complete digital copy of all final Forms produced and mailed via SFTP or another secure file transfer method approved by the Clerk

No later than January 31

3.3 DATA TRANSFER REQUIREMENTS

The Awarded Bidder must use an encrypted transfer method supported by the Miami-Dade County Communications, Information and Technology Department for sending and receiving print proofs and data files. The Clerk will transmit files to the Awarded Bidder via Secure File Transfer Protocol (SFTP) or another secure file transfer method approved by the Clerk to ensure the protection of confidential information.

Upon receiving any data file or print proof, the Awarded Bidder must promptly acknowledge receipt by contacting the Clerk’s Project Manager. Under no circumstances may data containing confidential, sensitive, or protected information be transmitted via unencrypted email or any other method not authorized by the Clerk.

3.4 DIGITAL COPIES OF FINAL FORMS

The Awarded Bidder must provide the Clerk with a complete digital copy of all final Forms produced and mailed. The digital copies must be exact replicas of the Forms issued to recipients.

All digital copies must be transmitted to the Clerk using Secure File Transfer Protocol (SFTP) or another secure file transfer method approved by the Clerk. Confidential, sensitive, or protected information may not be sent via unencrypted email or any other unauthorized method.

Digital copies must be provided in a searchable and printable electronic format approved by the Clerk and organized in a manner that enables the Clerk to easily locate and reproduce individual Forms as needed.

3.5 PROOFING AND QUALITY CONTROL

The Awarded Bidder must provide proofs of all completed Forms during the testing process and whenever any changes are made to the Forms or underlying data. These proofs will be reviewed for data accuracy, formatting, page alignment, and overall compliance with document specifications. Complete proofs must include both the Forms and the accompanying IRS instructions.

3.6 PRINTING AND MAILING REQUIREMENTS

The Awarded Bidder must ensure that all Forms are produced and delivered to the United States Postal Service (USPS). All Forms must be deposited with USPS no later than the date established in the Clerk’s annual project timeline, which will be confirmed at the start of each project year.

3.7 DELIVERABLES

The Awarded Bidder must provide the following to the Clerk’s Project Manager no later than two (2) weeks after the issuance of the Forms:

• A database with the ability to search, access, and print exact copies of Forms printed and mailed, for duplicate printing as needed;

• Access to IRS-approved, fillable PDF versions of blank Forms (MISC, NEC, INT, and S);

• A validation report showing the quantity of Forms by Form type;

• Immediate notice to the Clerk’s Project Manager of any printing issues or delays in the mailing process, but no later than twenty-four (24) hours after becoming aware of the incident; and

• Mailing of all documents using all available discounts, including sorting, to obtain the most economical postal rates for consistently sized first-class mail.

3.8 CORRESPONDENCE AND COMMUNICATIONS

Project-related correspondence and deliverables that are appropriate for delivery by mail shall be directed to:

Clerk of the Court and Comptroller of Miami-Dade County

Comptroller Finance Operations Department

Attention: Project Manager

Comptroller Accounts Payable

111 NW 1st Street – 26th Floor

Miami, FL 33128

Upon award, the Awarded Bidder will be provided with contact information for the Clerk’s Project Manager and designated Clerk representatives responsible for overseeing the project.