rfq_13416_1099_tin_matchng_rptng_svcs.pdf

REQUEST FOR QUOTES (RFQ) 13416

HEALTH AND HUMAN SEVICES AGENCY

1099 AND TIN MATCHING REPORTING SERVICES

September 29, 2026

A. KEY INFORMATION

1. The County of San Diego is seeking quotes from firms interested in providing 1099 and TIN Matching Reporting Services (“Offerors”).

2. The County anticipates a contract term of an initial (base) period of one (1) year(s), with four (4) one-year option periods.

3. The County has posted this solicitation on its official BuyNet website at https://sdbuynet.sandiegocounty.gov/.

To see all information related to this RFQ, to submit Questions, and to receive notifications of updates, Offerors must select “Participate in RFx” for this solicitation in BuyNet.

4. The Contracting Officer for this solicitation is Josielyn Kaai, Procurement Contracting Officer (josielyn.kaai@sdcounty.ca.gov)

5. Schedule: This timeline is subject to change at any time, at the County’s sole discretion. The County will issue an addendum for changes to the Questions due date, or Quote due date.

Event Description Date and Time (San Diego Time) Questions due October 6, 2026 prior to 5:00 p.m.

Quotes due October 20, 2026 prior to 5:00 p.m.

6. Questions:

6.1. Offerors should submit all Questions, including requests for clarification related to definition or interpretation of this RFQ, in writing by the Date and Time specified in the Schedule. Offerors should submit Questions via BuyNet, by sending a message to the Contracting Officer through the “Discussions” functionality.

6.2. Non-Offerors should direct inquiries regarding this solicitation to the Contracting Officer.

7. Table of Contents:

A. Key Information B. RFQ Instructions and Rules C. Submittal Items D. Required Forms E. Statement of Work F. Payment Schedule G. Draft Agreement

B. RFQ INSTRUCTIONS AND RULES

1. INSTRUCTIONS FOR SUBMITTING A QUOTE

1.1. It is Offeror’s responsibility to submit a quote based on the most current RFQ, addenda thereto, County’s responses to Questions, any other information posted on BuyNet, and any diligence material made

MAGGIE RAMSBERGER

INTERIM DIRECTOR

DEPARTMENT OF PURCHASING AND CONTRACTING

5560 OVERLAND AVENUE, SUITE 270, SAN DIEGO, CALIFORNIA 92123-1204

PHONE (858) 505-6367 FAX (858) 715-6452

BRENDA MILLER

ASSISTANT DIRECTOR

COUNTY OF SAN DIEGO – REQUEST FOR QUOTATIONS (RFQ) 13416

DEPARTMENT HEALTH AND HUMAN SERVICES AGENCY

available by the County. Offerors are advised to regularly check BuyNet for information. The County has no obligation to contact Offerors directly with any such RFQ-related information.

1.1.1. To see all information related to this RFQ, to submit Questions, and to receive notifications of updates, Offerors must select “Participate in RFx” for this solicitation in BuyNet.

1.1.2. If an Offeror is unable to download this document, an Offeror may request a hard copy from

Department of Purchasing and Contracting’s front desk or contact clerical support at (858) 505- 6367.

1.2. Forms required to be submitted with Offerors response to this RFQ are included in this RFQ or posted on the County’s web site at: https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html.

1.2.1. The County may update posted forms from time to time. Unless otherwise specified, Offerors may submit the version of a form in place as of the date of the posting of this RFQ or any later version thereof.

1.3. Offeror must submit a complete original quote in accordance with the format provided in this solicitation to the County of San Diego, Department of Purchasing and Contracting, through electronic upload to BuyNet before the Date and Time listed in Schedule.

1.3.1. If Offeror is unable to submit via BuyNet for any reason, Offeror may submit its quote via email to the Contracting Officer listed in this document or provide the Purchasing and Contracting front desk with either (i) electronic files on CD/DVD; or, (ii) a printed quote. Offeror must prominently mark such submissions with the RFQ number on the outside of the packaging. Please use this method only if unable to submit through BuyNet.

2. QUESTIONS

2.1. Offerors shall direct requests for explanation regarding the RFQ or related documents to the Contracting

Officer, in writing, as a question (“Question”). Offerors may submit Questions by sending a message to the Contracting Officer through the “Discussions” functionality in BuyNet.

2.2. The County may choose not to respond to Questions received after the date and time stated in the Schedule for Question submission. Offeror is responsible for ensuring that Questions are received by the County.

3. QUOTE FORMAT

3.1. Submit electronic quotes as files in .pdf format, except where specified otherwise. For pages other than signature pages, converted and searchable formats are preferred.

3.2. All quotes shall be signed with a handwritten signature by an authorized officer or employee of Offeror.

4. QUOTE ORGANIZATION

4.1. Your quote should be organized in accordance with the Submittal Items in this RFQ.

4.1.1. Offerors shall organize content to correspond to the applicable exhibit and question or item within each exhibit.

4.1.2. Offerors shall separate each exhibit into one or more files, clearly named as to the exhibit and order.

4.1.3. Pages shall be consecutively numbered within each exhibit at the bottom or top margin of each page.

4.1.4. Cost/Price information:

4.1.4.1. Offerors must place all cost and pricing information within the Cost/Price exhibit. Price shall be inclusive of all proposed compensation.

4.2. Confidential/Proprietary information:

4.2.1. The County is a public agency subject to the California Public Records Act, Government Code § 7920.000, et seq. Some or all of the documents submitted in response to this RFQ may be subject to disclosure, and the County intends to publish any resulting contracts to its public website.

4.2.2. It is Offeror’s responsibility to identify and separate into a “CONFIDENTIAL/PROPRIETARY” exhibit and to provide a signed Nondisclosure Indemnification Agreement for:

4.2.2.1. All confidential information that Offeror represents, with legal basis, is exempt from disclosure pursuant to the California Public Records Act, including PI (Personal Information), PII (Personally Identifiable Information), or PHI (Protected Health Information);

4.2.2.2. Any proprietary or other information Offeror represents, with legal basis, is exempt from disclosure under the California Public Records Act and wishes to protect from disclosure.

4.2.3. The “CONFIDENTIAL/PROPRIETARY” exhibit must be clearly labeled with all pages marked as “CONFIDENTIAL/PROPRIETARY.”

4.2.4. Offeror should reference material in the “CONFIDENTIAL/PROPRIETARY” exhibit where it is needed to respond to a Submittal Item through citation to the “CONFIDENTIAL/PROPRIETARY” exhibit (for example “See response 1 contained within the ‘CONFIDENTIAL/PROPRIETARY’ exhibit for staff Social Security numbers”).

4.2.5. If the County determines that a submission improperly designates information as confidential or proprietary, the County may, at its sole discretion: (i) deem the information releasable; (ii) declare the submission non-conforming/non-responsive; (iii) remove such information, or (iv) take any other appropriate action. (Note: Pricing and Terms and Conditions are generally not confidential under the California Public Records Act).

5. QUOTE EVALUATION

5.1. Evaluations may consider factors such as technical merit, experience, capacity, history of Offeror compliance, availability, price, and more to determine the quote(s) that provide the best value to the County.

5.2. During evaluation, the County may appropriately consider the sustainability and social, human health, environmental, and economic impact of Offeror’s proposed products and/or approach to providing goods and/or services, in accordance with Board Policy B-67. Therefore, Offerors are encouraged to include relevant information in their quotes, to the degree related to the goods or services sought.

5.3. During evaluation, the County may appropriately evaluate the cultural competency of Offeror and Offeror’s proposed approach to providing goods and services. Therefore, Offerors are encouraged to include relevant information in their quotes, to the degree related to the goods or services sought.

5.4. When evaluating an Offeror’s cost or pricing, the County may also consider the effect of the quote on the overall total cost to the County.

6. COUNTY COMMITMENT

6.1. This RFQ does not commit the County to award a contract, nor does it commit the County to pay any of

Offeror’s costs incurred in the preparation or submission of the quote. Further, Offeror shall not incur any reimbursable cost in anticipation of a contract award.

6.2. Neither Offeror nor any of its representatives shall have any claims whatsoever against the County or any of its respective officials, agents, or employees arising out of or relating to this RFQ or these procedures (other than those arising under a definitive contract with Offeror in accordance with the terms thereof).

6.3. The County reserves the right to separately procure the same or similar goods or services.

6.4. The County may withhold all information regarding this procurement until after negotiations are complete, including, but not limited to: the number of quotes received; the identity of Offeror(s); the content of quotes; the County’s evaluation and results thereof. Information releasable after the conclusion of negotiations is subject to the disclosure requirements and withholding exemptions of the California Public Records Act.

6.5. Pursuant to County Charter §§ 703.10 and 916, award of a contract resulting from this RFQ may be subject to the County’s requirement to determine that the services can be provided more economically and efficiently by an independent contractor than by persons employed in the Classified Service.

6.6. In the event that an Offeror is involved in a merger, acquisition, or other change in control, the County reserves the right to award a contract to a resulting entity.

7. DILIGENCE AND DUTY TO INQUIRE

7.1. Should Offeror find discrepancies in or omissions from, or be in doubt as to the meaning of, the RFQ or related documents, Offeror shall have a duty to submit a Question to the County.

7.2. Offerors are expected to perform reasonable due diligence with regard to this RFQ and the work required, including, but not limited to, information that is publicly or otherwise reasonably available and, if applicable, information that can be obtained during a site visit (including verification of measurements, conditions, and other attributes). Neither the selected Offeror(s), nor any Offerors, shall be entitled to any price adjustment or other relief based upon information that was discovered or should have been discovered through due diligence.

7.3. The County makes no representation or warranty, express or implied, as to the accuracy or completeness of any diligence material or other information provided by the County or any of its agents, representatives, contractors, or consultants. Such information may reflect good faith assumptions, estimates, or projections, which may or may not prove to be correct.

7.4. Offeror should not rely upon oral statements made or explanations given by the County, including any oral responses to Questions or other inquiries. No prior, current, or post award communication(s) with any officer, agent, or employee of the County shall affect or modify any terms or requirements of this RFQ, except as explicitly provided for in this RFQ.

8. OFFEROR COMMUNICATIONS

8.1. All communications from Offeror (including its employees, agents, and representatives) to the County or its officers and employees (including consultants working on or assisting with this procurement), related to this RFQ or Offeror’s quote, must be directed in writing exclusively to the Contracting Officer, unless otherwise authorized in writing by the Contracting Officer. Offerors shall not communicate with or attempt to contact any other County personnel about this solicitation, except as otherwise allowed for in this RFQ or by law. Any improper contact may, at the County’s sole discretion, cause Offeror to be removed from consideration for contract award.

8.2. If Offeror issues any public announcement or otherwise engages in communication that, in the County’s sole determination, compromises the integrity of this RFQ process or attempts to restrain competition, Offeror may be removed from consideration for award.

8.3. Audio and/or video recording of presentations, discussions, negotiations, , or other communications with the County regarding this RFQ are prohibited, unless specifically authorized in writing by the Contracting Officer.

9. SOLICITING EMPLOYEES

9.1. Until contract award, Offerors shall not, directly or indirectly, solicit any employee of the County to leave the County’s employ in order to accept employment with Offeror, its affiliates, actual or prospective contractors, or any person acting in concert with Offeror without prior written approval of the County’s Contracting Officer. This paragraph does not prevent the employment by Offeror of a County employee who has initiated contact with Offeror.

10. PROHIBITED CONTRACTS AND SUBCONTRACTS

10.1. In accordance with Section 67 of the San Diego County Administrative Code, the County shall not contract with, and shall reject any quote submitted by, the person or entities specified below, unless the Board of Supervisors finds that special circumstances exist which justify the approval of such contract:

10.1.1. Persons employed by the County or of public agencies for which the Board of Supervisors is the governing body;

10.1.2. Profit-making firms or businesses in which employees described in subsection 11.1.1 serve as officers, principals, partners, or major shareholders;

10.1.3. Persons who, within the immediately preceding twelve (12) months, came within the provisions of subsection 11.1.1 and who (i) were employed in positions of substantial responsibility in the area of service to be performed by the contract; or, (ii) participated in any way in developing the contract or its service specifications; and

10.1.4. Profit-making firms or businesses in which the former employees described in subsection 11.1.3 serve as officers, principals, partners, or major shareholders.

10.2. Per Board Policy A-79, a successful Offeror that is a non-profit corporation shall not subcontract any work under the agreement with a related for-profit subcontractor where an interlocking directorate, management, or ownership relationship exists, unless specifically authorized by the Board of Supervisors.

10.3. Offeror certifies that, if awarded a contract under this RFQ, such contract will be in compliance with Sections 11.1 and 11.2 above. Offeror shall promptly notify the County of any change in circumstance affecting these provisions.

11. CALIFORNIA REVENUE & TAXATION CODE § 18662

11.1. In compliance with California Revenue and Taxation Code § 18662, if Offeror is a non-resident of

California (out-of-state invoices) that receives California source income and has not completed Franchise Tax Board Form 590, there may be a backup withholding on all payments. Fifteen (15) business days prior to the first payment from the County, new suppliers or suppliers with expired forms or forms with incorrect information must submit new forms to the County (forms are available from the Franchise Tax Board website listed below).

11.2. Under certain circumstances, Offerors may be eligible for reduced or waived nonresident withholding. If Offeror has already received a waiver or a reduced withholding response from the State of California and the response remains valid, Offeror should submit the response to the County in lieu of the forms. Failure to submit the required forms will result in withholding of payments. Offerors should access the Franchise Tax Board websites, listed below, for tax forms and relevant information regarding non-resident withholding, including waivers or reductions. The County will not give Offerors any tax advice. It is recommended that Offerors speak with their tax advisers and/or the State of California for guidance.

Franchise Tax Board Websites:

https://www.ftb.ca.gov https://www.ftb.ca.gov/forms/search/

11.3. If selected for award, Offeror must submit applicable forms to the Auditor & Controller via fax, at (858) 694-2060, or mail originals to: County of San Diego, 5530 Overland Avenue, Suite 410, San Diego, CA 92123. The P.O. Number or Contract Number (if available) and “California Revenue and Taxation Code § 18662” must appear on fax cover sheet and/or the outside of the mailing envelope.

12. W-9 FORM

12.1. If selected for award, Offeror must complete and submit a W-9 form if a current form is not on file with the County.

C. SUBMITTAL ITEMS

Offeror’s response to these Submittal Items shall be no more than twenty (20) pages, excluding disclosures, financials, and sample reports.

1. EXHIBIT 1 – REQUIRED FORMS

1.1 Submit a completed and signed Offeror’s Cover Page (PC600) form

• Required for all Offerors

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC600_dpc_Offerors_Cover_Page.pdf

1.2 Submit a completed and signed Representations and Certifications form (PC601)

• Required for all Offerors

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC601_dpc_Reps_and_Certs.pdf

1.3 Submit a completed and signed Small-Local Business Self-Certification Form (PC610)

• All Offerors are encouraged to complete this form to support County data collection.

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC610_dpc_Small_Local_Self_Cert.pdf

1.4 Submit a completed and signed Nondisclosure Indemnification Agreement (PC620) (if applicable).

• Required if submitting Confidential/Proprietary Information (see RFQ Instructions and Rules section 4.2)

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC620_dpc_Nondisclosure_Indemnity.pdf

1.5 IT Requirements:

• Required for all Offerors: Submit a completed Information Technology Requirements worksheet, and County of San Diego Baseline Security Requirements Checklist. Worksheets attached separately on BuyNet.

2. EXHIBIT 2 – PROGRAM/TECHNICAL EXHIBIT

2A: QUALIFICATIONS AND EXPERIENCE

2.1 Describe your organization’s background in providing 1099 reporting services(1099-MISC, 1099-NEC, 1099-INT), including any experience handling high-volume filings (e.g., 5,000 or more annually) and performing corrections. Experience spanning at least five (5) years is desirable. Include any relevant details that demonstrate your ability to meet the requirements outlined in Exhibit A – Statement of Work (SOW).

2.2 Describe your organization’s experience providing IRS TIN Matching services. Offeror shall demonstrate at least five (5) years’ experience performing IRS TIN Matching.

2.3 Describe existing customers in government or large enterprise environments. Include the types of reporting functions performed.

2.4 Provide information about key personnel who will support this contract and summarize their relevant qualifications.

2.5 Provide at least three (3) references for current customers of similar scope to that of the County’s service requirements. Include agency name, name of contact, email address, and telephone number.

2B: PROGRAM APPROACH

2.6 Exhibit A – Statement of Work (SOW). Confirm “YES/NO” your organization’s ability to meet the requirements of the SOW.

YES ☐ NO ☐

2.7 Confirm (YES/NO) if your organization is an IRS-approved e-file provider. If yes, provide documentation to support this.

YES ☐ NO ☐

2.8 Describe your approach to 1099 data intake, validation, processing, filing, and corrections, including how your solution performs TIN Matching and handles discrepancies, mismatches, or IRS notices.

2.9 Describe the methods, tools, and certifications (e.g., SOC 2, ISO 27001) that ensure data accuracy, information security, IRS compliance, encryption, access controls, backups, and protection of sensitive taxpayer information.

2.10 Describe the support channels available to County staff, the days/hours of availability, the primary contact information, and typical response times.

2.11 Describe any upcoming features or enhancements planned for your platform.

2C: ORGANIZATIONAL STABILITY AND RISK

2.12 Litigation:

2.12.1 If applicable, provide a description of any litigation and the resolution in the past five (5) years related to the Offeror’s performance. Provide a brief explanation of the reasons for the actions, their status, how they were resolved, and if there were any penalties, fines, or other actions taken.

2.12.2 Provide a copy of a letter from the Offeror’s attorney and/or in-house legal counsel concerning the status of lawsuits and pending litigation for the most recent fiscal year.

2.12.3 List information concerning the status of any lawsuits and pending litigation for Offeror and principals thereof, and a description of any litigation active in the past five (5) years related to the Offeror’s past performance under agreements similar to the one proposed in this RFSQ.

2.12.4 Explain if the Offeror, or any of its officers, are presently the subject of any investigations, accusations, or charges by any federal, State, or local law enforcement agencies; or licensing/ certification body as certified in Paragraph 4.2.2 of the Representation and Certifications form in this packet.

2.13 Non-Compliance Information;

2.13.1 Provide a summary and documentation of the agreement performance and the Offeror’s compliance for the last three (3) agreement years.

2.13.2 List all findings and/or corrective actions related to the following: In-Depth Invoice Reviews, Medical Records Reviews, Corrective Action Notices, or similarly related reviews and/or notices of Agency-issued non-compliance; also list why the corrective actions were issued, their required timelines/ deadlines, how they were resolved, and if they were resolved within the required timeline/deadline.

2.13.3 Provide the history of all programs on a required Corrective Action, or Contract Risk Report, or similarly related history on corrective actions or risk reports, over past three (3) years including the program name, reason for corrective action, and corrective action timeline.

2.13.4 Provide a detailed listing of any breach or noncompliance, failure, or refusals to complete an agreement; information on early termination and details of any and all liquidated damages assessed by any entity during the last three (3) years.

3. EXHIBIT 3 – COST/PRICE EXHIBIT

3.1 Submit a completed Payment Schedule.

4. EXHIBIT 4 – ACCEPTANCE OF TERMS AND CONDITIONS

4.1 Confirm acceptance “YES/NO” of the County of San Diego’s Draft Agreement (including insurance requirements):

YES ☐ NO ☐

4.1.1 If “NO,” provide a detailed list of exceptions to the terms and conditions, the nature of its concern, and what terms the Offeror is willing to accept.

Note: The Offeror will be deemed to have accepted any terms and conditions of the Contract to which it does not take exception to. The County may, as part of its evaluation process, conclude that exceptions are so numerous and/or material as to make Offeror’s response to the solicitation unacceptable.

5. EXHIBIT 5 – CONFIDENTIAL PROPRIETARY

5.1 Include any Confidential/Proprietary Information in this exhibit, in accordance with RFQ Instructions and

Rules section 4.2.

D. REQUIRED FORMS

The following of the required forms are included in this RFQ and should be completed and submitted as part of Exhibit 1 – Required Forms as described in the Submittal Items. Other forms may be obtained from the links provided for, or as otherwise instructed, in the Submittal Items.

1. Information Technology (IT) Requirements – Business Critical, Attachment 1

2. Data Security Checklist, Attachment 2

E. STATEMENT OF WORK

1. Scope of Work/Purpose.

1.1. This Statement of Work (SOW) outlines required services for end-to-end 1099 Software + services, IRS TIN Matching services, and 1099 filing services with IRS that is in compliance with federal regulations.

2. Background Information.

2.1. Annually, Health and Human Services Agency’s (HHSA) Fiscal Division generates and mails 1099 forms to approximately 5,000 contracted vendors that are 75% NEC, 8% MISC, and 17% INT for submission with the contracted vendor’s tax returns. HHSA submits approximately (10) 1099 corrections and submits (3) TIN Matching requests annually. HHSA seeks to acquire software services that provide the functionality to generate, prepare, and submit 1099 forms in compliance with federal tax reporting requirements for contracted vendors. The software should have the ability to import prior year’s tax information. TIN Matching results in Excel format, and 1099 forms in PDF format.

3. Goals and Deliverables/Outcomes.

3.1. Collect, validate, and report Form 1099 data (e.g., 1099-MISC, 1099-INT, and 1099-NEC).

3.2. Validate payee name/TIN combinations using the IRS TIN Matching Program.

3.3. Submit correct and timely electronic filings to the IRS.

3.4. Maintain compliance with IRS regulations and minimize penalty exposure.

4. Equity and Sustainability Requirements.

4.1. Contractor shall support the County’s commitment to advancing equity, inclusion and sustainable business practices in the delivery of services. Contractor shall maintain workplace policies that promote diversity, equitable treatment, and inclusive practices within its organization. Contractor shall demonstrate environmentally responsible operations appropriate for a Software-as-a-Service (SaaS) solution, including efficient use of cloud resources and minimizing environmental impact.

5. Target Population and Geographic Area.

5.1. The target population includes approximately 4,000 contracted vendors providing services to HHSA, such as childcare providers, landlords, and other authorized service providers. The target service area is countywide, encompassing all regions within the County of San Diego where these vendors operate and deliver services.

6. Definitions.

6.1. 1099. A federal tax form used to report certain types of non-employee income – such as services, rent, interest

– to both the recipient and the IRS.

6.2. TIN (Taxpayer Identification Number). A unique identifier used by the IRS to track tax obligations for individuals and businesses (e.g., SSN, EIN).

6.3. TIN Matching. An IRS service that validates whether a payee’s name and TIN combination matches IRS records to reduce reporting errors and penalty risks.

6.4. IRS e-Filing. The electronic submission of required 1099 information returns through approved IRS systems.

7. General Requirements for Deliverables/Specifications/Service Delivery.

7.1. Setup and configuration of user access for IRS e-Services and TIN Matching.

7.2. 1099 Preparation, correction processing, and electronic IRS submission.

7.3. Provide control numbers associated with 1099 corrections involving IRS notices.

7.4. County shall be given unlimited access to 1099 and TIN services during the contract period.

8. Specific Requirements for Deliverables/Specifications/Service Delivery.

8.1. Functional and Technical Requirements.

8.1.1. Solution should be Software as a Service (SaaS). The County has a strong preference for web-based software delivering centrally hosted applications over the internet.

8.1.2. Solution must provide 1099 reporting that is in compliance with the most current Federal Internal Revenue Service (IRS) regulations. https://www.irs.gov/

8.1.3. Solution must allow users to generate, print and download1099 Miscellaneous (MISC) and Interest Income (INT) and 1099 Nonemployee Compensation (NEC) reports in IRS standard format as a single PDF file, with front-and-back (duplex) printing supported for each form. Minor layout deviations that do not alter IRS-required fields or formatting standards are permissible when necessary to accommodate County-approved envelopes. https://www.irs.gov/

8.1.4. Solution must be able to receive data in or excel spreadsheet format.

8.1.5. Solution must be able to transmit files directly to the IRS. https://www.irs.gov/

8.1.6. Solution must be able to automatically process 1099 data for form-specific year-end reporting to the

IRS and recipients, including data summaries, transmittal reports, batch printing options, payer and recipient lists.

8.1.7. Solution must import data from County extract source system for 1099 MISC, 1099 NEC and 1099 INT forms, mapped to correct IRS form boxes.

8.1.8. Solution must review imported data for accuracy through IRS TIN Matching Program verification.

8.1.9. Solution should have ability to process the data of at least 5,000 1099s annually.

8.1.10. Solution must be able to retain at least three (3) years of historical data.

8.1.11. Solution must allow users to review, verify, and correct data prior to printing/reprinting or updating current and prior year forms, tracking changes and electronically submitting revisions to the IRS.

8.1.12. Expected start date in place by November 1, 2026.

8.1.13. Contractor shall submit copies of Service Organization Control (SOC) Type I and SOC Type II audit reports, or an independent auditor attestation, on an annual basis and/or upon request by the Contracting Officer Representative (COR).

8.2. Roles and Responsibilities.

8.2.1. County of San Diego Responsibilities.

8.2.1.1. County shall provide vendor and payee data for reporting.

8.2.1.2. County shall approve withholding actions and official notices.

8.2.1.3. County shall provide timely and complete data. Note: IRS systems availability may affect timelines. IRS form changes may require adjustments.

8.2.2. Contractor Responsibilities.

8.2.2.1. Contractor shall operate the compliance workflow end-to-end.

8.2.2.2. Contractor shall maintain all required security controls.

8.2.2.3. Contractor shall support training and audit requests.

8.3. Service Levels (SLAs).

8.3.1. Contractor shall provide TIN Matching (Bulk): Minimum expectation results within 48 hours, but may be refined with vendor input

8.3.2. Contractor shall provide IRIS Filing Acknowledgement: Within (2) business days.

8.3.3. Contractor shall provide Notice Response: Initial draft within five (5) business days.

8.3.4. Contractor shall provide Corrections submitted within ten (10) business days.

8.4. Confidentiality.

8.4.1. Contractor shall protect sensitive taxpayer information in compliance with federal and local regulations.

8.4.2. Contractor shall ensure all 1099 and TIN Matching data is securely retained for a minimum of three

(3) years in accordance with Section 8.1.10.

8.5. Integration Expectations.

8.5.1. The County will provide all incoming data to the solution through standard batch uploads. Data will be transmitted on a defined schedule: three times per year for TIN Match processing and once annually for 1099 preparation and electronic submission to the IRS.

9. Invoicing.

9.1. All invoices shall be submitted monthly to the following email address:

ProviderMaintenanceHHSA@sdcounty.ca.gov.

9.2. All invoices shall include the following information:

9.2.1. Contract Number

9.2.2. Invoice Number

9.2.3. Date of Invoice

9.2.4. Description of services provided

9.2.5. Number of records processed (e.g., TIN Matching records, 1099 forms, 1099 correction forms).

9.2.6. Unit Rate/Price

9.2.7. Total Amount

F. PAYMENT SCHEDULE

All prices are to be stated as firm fixed amounts. No additional charges (e.g., for sales tax, transportation, container packaging, installation, training, out of pocket expenses) will be allowed. All pricing shall include 1099, TIN Matching Reporting Services, and transmit. County shall be given unlimited access to 1099 and TIN services during the contract period.

ITEM

NO.

DESCRIPTION

EST.

QTY.

UNIT OF MEASURE

UNIT

PRICE

EXTENDED

1099 Software for Initial Term: 11/1/2026 – 6/30/2027 Approximate number of forms in standard format: 5,000

8 Month $ $

1099 Software for Option Year 1: 7/1/2027 – 6/30/2028

12 Month $ $

1099 Software for Option Year 2: 7/1/2028 – 6/30/2029

1099 Software for Option Year 3: 7/1/2029 – 6/30/2030

1099 Software for Option Year 4: 7/1/2030 – 6/30/2031

TOTAL (Basis of award): $

ITEM

NO.

OPTIONAL ITEMS – DESCRIPTION

EST.

QTY.

UNIT OF

MEASURE

UNIT

PRICE

EXTENDED

Standard Form – Regular Processing Price per form in excess of 5,000

1 Each $ $

Print-to-Mail Price per form

1 Each $ $

Price per form will remain firm for term of the contract. Optional items and services may be exercised at the County’s discretion and are not guaranteed purchases. The County reserves the right to decline any optional services.

Contract: ###### Page 1 of 25 Services Template: rev 4/15/2026 v6.3

G. DRAFT AGREEMENT

The County’s contract with the successful Offeror(s) will be based upon the following Draft Agreement, structured as follows:

Draft Agreement

Exhibit A – Statement of Work Exhibit B – Insurance Requirements Exhibit C – Payment Schedule

Exhibits A (Statement of Work) and C (Payment Schedule) will be added during contract finalization. Offerors will be deemed to have accepted the Draft Agreement and Statement of Work, except where Offeror has taken clear exception in its quote in accordance with and when provided for in the Submittal Items.

COUNTY CONTRACT NUMBER [#Insert Number]

AGREEMENT WITH [#CONTRACTOR’S NAME] FOR 1099 AND TIN MATCHING REPORTING SERVICES

Contract: ###### Page 1 of 25 Services Template: rev 4/15/2026 v6.3

DRAFT AGREEMENT

This agreement (“Agreement”) is made and entered into effective as of the date of the last signature on the signature page by and between the County of San Diego, a political subdivision of the State of California (“County”) and [enter full corporate title, business structure (obtain from contractor - e.g. “a California corporation,” “a California limited liability company,” “a California public benefit corporation”), located at (complete address)] (“Contractor”), with reference to the following facts:

RECITALS

A. Pursuant to the San Diego County Administrative Code section 401, the County’s Director of the Department of Purchasing and Contracting is authorized to award a contract for 1099 and TIN matching and reporting services.

B. Contractor is specially trained and possesses certain skills, experience, education, and competency to perform these services.

C. The Chief Administrative Officer made a determination that Contractor can perform the services more economically and efficiently than the County, pursuant to section 703.10 of the County Charter.

D. The Agreement shall consist of:

• This document,

• Exhibit A Statement of Work,

• Exhibit B Insurance Requirements, and

• Exhibit C Payment Schedule.

E. In the event of a conflict between any provisions of this Agreement, the following order of precedence shall govern: First (1st) this document; Second (2nd) Exhibit B; Third (3rd) Exhibit A; and Fourth (4th) Exhibit C.

NOW THEREFORE, for valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties agree as follows:

ARTICLE 1

KEY PROVISIONS

1.1 CONTRACTOR: _____

1.2 SERVICES: 1099 and TIN Matching Reporting Services

1.3 AGREEMENT TERM: The initial term of this Agreement shall begin on November 1, 2026 and end on June 30, 2027 (“Initial Term”).

1.4 OPTION TO EXTEND: The County shall have the option to extend the term of this Agreement for four (4) increments of one (1) year (each an “Option Period”), for a total of four (4) years beyond the expiration of the Initial Term, not to exceed June 30, 2031. This option shall be automatically exercised unless County notifies Contractor in writing not less than thirty

(30) days prior to an Option Period that the County does not intend to extend the Agreement.

1.4.1 Options to Extend for One to Six Additional Months at End of Agreement. County shall also have the option to extend the term of this Agreement, in one or more increments, for a total of no less than one (1) and no more than six (6) calendar months (“Incremental Options”). The County may exercise each Incremental Option by providing written notice to Contractor no fewer than fifteen (15) calendar days prior to expiration of this Agreement. The rates in effect at the time an Incremental Option is exercised shall apply during the term of the Incremental Option.

1.5 COMPENSATION: Pursuant to Exhibit C, Article 4, and other applicable provisions of this Agreement, County agrees to pay Contractor a sum not to exceed [write out amount] ($######) (“Maximum Agreement Amount”).

1.6 COR: The County designates the following individual as the Contracting Officer’s Representative (“COR”).

Name and Title

Address Address

Phone and email

1.7 CONTRACTOR’S REPRESENTATIVE: Contractor designates the following individual as the Contractor’s Representative.

Name and Title Address Address

Phone and email

ARTICLE 2

PERFORMANCE OF WORK

2.1 Statement of Work. Contractor shall perform the work described in the “Statement of Work” attached as Exhibit A to this Agreement, and by this reference incorporated herein, except for any work therein designated to be performed by County.

2.1.1 Evaluation Studies. Contractor shall participate as requested by the County in research and/or evaluative studies designed to show the effectiveness and/or efficiency of Contractor services or to provide information about Contractor’s project.

2.2 Standard of Performance. Contractor shall, in good and workmanlike manner and in accordance with the highest professional standards, at its own cost and expense, furnish all of the labor, technical, administrative, professional and all other personnel, all supplies and materials, equipment, printing, transportation, training, facilities, and all other means whatsoever, except as herein otherwise expressly specified to be furnished by County, necessary or proper to perform and complete the work and provide the services required of Contractor by this Agreement.

2.3 Contractor as Independent Contractor. Contractor is, for all purposes of this Agreement, an independent contractor. Neither Contractor nor any person engaged by Contractor to accomplish the work under this Agreement, including, without limitation, Contractor’s and its subcontractors’ employees, volunteers, officers, agents, consultants, and subcontractors (“Workforce”) shall be deemed to be employees of the County. Contractor shall perform its obligations under this Agreement according to the Contractor’s own means and methods of work, which shall be in the exclusive charge and under the control of the Contractor, and which shall not be subject to control or supervision by County except as to the results of the work. County hereby delegates to Contractor any and all responsibility for the safety of Contractor’s Workforce, which shall include inspection of property to identify potential hazards. Neither Contractor nor Contractor’s Workforce shall be entitled to any benefits to which County employees are entitled, including without limitation, overtime, retirement benefits, workers’ compensation benefits and injury leave.

2.4 Contractor’s Agents and Employees or Subcontractors. Contractor shall obtain, at Contractor’s expense, all Workforce required for Contractor to perform its duties under this Agreement, and all such services shall be performed by Contractor’s Representative, or under Contractor’s Representatives’ supervision, by persons authorized by law to perform such services.

Retention by Contractor of any Workforce member shall be at Contractor’s sole cost and expense, and County shall have no obligation to pay Contractor’s Workforce to support any such person’s or entity’s claim against the Contractor; or to defend Contractor against any such claim.

In the event any subcontractor or consultant is utilized by Contractor for any portion of the project, Contractor retains the prime responsibility for carrying out all the terms of this Agreement, including the responsibility for performance and ensuring the availability and retention of records of subcontractors and consultants in accordance with this Agreement.

2.4.1 “Related Subcontract” means an agreement to furnish, or the furnishing of, supplies, materials, equipment, or services of any kind to Contractor or any higher tier subcontractor in the performance of some or all of the work in this Agreement. Related Subcontracts includes consultant agreements, which are defined as agreements for services rendered, or the rendering of services, by persons who are members of a particular profession or possess as special skill and who are not officers or employees of the Contractor. Examples include those services acquired by Contractor or a subcontractor in order to enhance their legal, economic, financial, or technical positions.

Professional and consultant services are generally acquired to obtain information, advice, opinions, alternatives, conclusions, recommendations, training, or direct assistance, such as studies, analyses, evaluations, liaison with government officials, or other forms or representation. Related Subcontracts shall not include agreements for ancillary goods or services, or consulting services intended to support Contractor in a general manner not specific to the work performed under this Agreement. “Related Subcontractor” means an individual or entity holding or performing a Related Subcontract.

2.4.2 Required Subcontract Provisions: Contractor shall notify all Related Subcontractors of Contractor’s relationship to County and include in its subcontracts all provisions necessary to ensure Contractor’s and subcontractors’ compliance with this Agreement. Without limiting the foregoing, Contractor shall specifically include in its Related Subcontracts, and require Related Subcontractors’ compliance with, the applicable provisions of Articles 3, 7, 9, 10, 11, 12, 14, 15, 17 and 18, and section 4.6.1 of Article 4 hereunder, altered as necessary for proper identification of the contracting parties.

2.4.3 RESERVED.

2.4.4 County Approval: Any Related Subcontract that is in excess of fifty thousand dollars ($50,000) or twenty five percent (25%) of the value of this Agreement, whichever is less; or a combination of Related Subcontracts to the same individual or firm for the Agreement period, the aggregate of which exceeds fifty thousand dollars ($50,000) or twenty five percent (25%) of the value of this Agreement, whichever is less; or any Related Subcontract for professional medical or mental health services, regardless of value, must have prior concurrence of the COR.

2.5 Offshore Prohibition. Except where Contractor obtains the County’s prior written approval, Contractor shall perform the work of this Agreement only from or at locations within the United States. Any County approval for the performance of work outside of the United States shall be limited to the specific instance and scope of such written approval, including the types of work and locations involved. Notwithstanding the foregoing, this section shall not restrict the country or countries of origin of any assets purchased to provide the work hereunder; provided that when such assets are used to provide the work, such assets shall be used only from or at locations within the geographic boundaries of the United States.

2.6 Responsibility for Equipment. County shall not be responsible nor be held liable for any damage to persons or property consequent upon the use, misuse, or failure of any equipment used by Contractor or Contractor’s Workforce, even though such equipment may be furnished, rented, or loaned to Contractor by County. The acceptance or use of any such equipment by Contractor or Contractor’s Workforce shall be construed to mean that Contractor accepts full responsibility for and agrees to exonerate, indemnify, and hold harmless County from and against any and all claims for any damage whatsoever resulting from the use, misuse, or failure of such equipment, whether such damage be to the employee or property of Contractor, other contractors, County, or other persons. Equipment includes, but is not limited to material, computer hardware and software, tools, or other things.

2.6.1 Contractor shall repair or replace, at Contractor’s expense, all County equipment or fixed assets that are damaged or lost as a result of the actions of Contractor or Contractor’s Workforce.

2.7 Non-Expendable Property Acquisition. County retains title to all non-expendable property provided to Contractor by County, or which Contractor may acquire with funds from this Agreement if payment is on a cost reimbursement basis, including property acquired by lease purchase Agreement. Contractor may not expend funds under this Agreement for the acquisition of non-expendable property having a unit cost of $5,000 or more and a normal life expectancy of more than one year without the prior written approval of COR. Contractor shall maintain an inventory of non-expendable equipment, including dates of purchase and disposition of the property. Inventory records on non-expendable property shall be retained, and shall be made available to the County upon request, for at least three years following date of disposition. Non-expendable property that has value at the end of the Agreement (e.g. has not been depreciated so that its value is zero), and to which the County may retain title under this paragraph, shall be disposed of at the end of the Agreement as follows: At County’s option, it may: 1) have Contractor deliver to another County contractor or have another County contractor pick up the non-expendable property; 2) allow Contractor to retain the non-expendable property provided that Contractor submits to the County a written statement in the format directed by the County of how the non-expendable property will be used for the public good; or 3) direct the Contractor to return to the County the non-expendable property.

ARTICLE 3

DOCUMENTS AND RECORDS

3.1 Ownership, Publication, Reproduction, and Use of Material. All reports, studies, information, data, statistics, forms, designs, plans, procedures, systems, and any other material or properties produced under this Agreement shall be the sole and exclusive property of County. No such materials or properties produced in whole or in part under this Agreement shall be subject to private use, copyright, or patent right by Contractor in the United States or in any other country without the express written consent of County. County shall have unrestricted authority to publish, disclose, distribute and otherwise use, copyright or patent, in whole or in part, any such reports, studies, data, statistics, forms or other materials or properties produced under this Agreement.

3.2 Confidentiality. Contractor agrees to maintain the confidentiality of, and to take industry appropriate as well as all legally required measures to prevent the unlawful disclosure of, any information that is legally required to be kept confidential.

Except as otherwise allowed by local, State, or federal law or regulation, Contractor agrees to only disclose confidential records where the holder of the privilege, whether the County, or a third party, provides written permission authorizing the disclosure. Further, any reports, records, data, or other information given to or prepared or assembled by Contractor under this Agreement that the County requests to be kept confidential shall not be made available to any individual or organization by the Contractor without the prior written approval of the County except as may be required by law. Contractor shall not disclose to any individual or organization any reports, records, data, or other information received, prepared, or assembled by Contractor under this Agreement

3.2.1 Specific Requirements for County Confidential Information under Sections 965 through 971 of the San Diego County Code of Administrative Ordinances

3.2.1.1 Definitions. For purposes of this Section, “County Confidential Information” means, collectively, information related to any: (i) actions that an individual has the right to undertake free from undue governmental interference, discrimination, or criminalization under federal, state, or local law including, without limitation, Reproductive Healthcare Services, Gender Affirming Health Care, Gender Affirming Mental Health Care, and exercising rights under the First Amendment of the United States Constitution (collectively, “Protected Personal Activity”), and (ii) actual or perceived attributes of an individual that are safeguarded from discrimination under state law, including, without limitation, immigration or citizenship status, disability status, gender identity or expression, or transgender status, sexual orientation, race, ethnicity, national origin, or language, and/or marital or familial status (collectively, “Protected Personal Characteristics”). All capitalized terms used in this Section 3.2.1, but not defined herein, shall have the meaning assigned to such terms in Section 966 of the San Diego County Code of Administrative Ordinances.

3.2.1.2 Confidentiality. Contractor agrees to maintain County Confidential Information received or obtained pursuant to the obligations under this Contract, if any, confidential, and shall not share and/or transmit such information to any third party including, without limitation, any governmental agency, unless required to do so pursuant to federal, state, or local law or as necessary to perform the obligations of Contractor pursuant to this Contract. Contractor agrees to include these requirements in any subcontract related to the performance of this Contract. The obligation to maintain County Confidential Information confidential and private shall survive the expiration or earlier termination of this Contract.

3.3 Public Records Act. The California Public Records Act (“CPRA”) requires County to disclose “public records” in its actual or constructive possession unless a statutory exemption applies. This generally includes contracts and related documents.