RFQ_Printing,Mailing,_&_Filing_IRS_1094C_&_1095C_Form_Services.pdf

PRINTING, MAILING, AND FILING IRS 1094C AND 1095C FORMS SERVICES

REQUEST FOR QUOTATION (RFQ)

BID # 25-S-066

The Washington Convention and Sports Authority t/a Events DC is soliciting bids from qualified firms to provide Printing, Mailing, and Filing IRS 1094C and 1095C Forms Services. Interested parties can view a copy of the RFQ by accessing Events DC’s e-procurement website at https://eventsdc.com/about/procurement.

Key Dates

RFQ Release Date: 3:00 PM, EST, August 26, 2026

RFQ Questions Due Date: 5:00 PM, EST, September 1, 2026

RFQ Response Due Date: 5:00 PM, EST, September 14, 2026

Primary Contact

Macky Cherif, Contracts and Procurement Analyst II Email: macky.cherif@eventsDC.com

Phone: (202) 249-3038

RFQ: Printing, Mailing, and Filing IRS 1094c and 1095c Forms Services OpenGov Bid BID # 25-S-066

SECTION A - INTRODUCTION

A1. The Washington Convention and Sports Authority t/a Events DC (“Events DC”) is an independent authority of the District of Columbia (“District”) Government and operates as a corporate body with a legal existence separate from the District. Events DC is governed by a twelve (12) member Board of Directors appointed in accordance with D.C. Code § 10-

1202.05. Its day-to-day operations are managed by its President/Chief Executive Officer.

A2. Events DC has the responsibility to, among other things, promote, develop and maintain the District as a location for conventions, trade shows, meetings, concerts, sporting and entertainment events, and other special events. In that regard, it owns, manages and/or operates the Walter E. Washington Convention Center (the “Convention Center”), the Carnegie Library at Mt. Vernon Square (“Carnegie”), Robert F. Kennedy Memorial Stadium and its surrounding campus (which includes the Festival Grounds, the Fields at RFK Campus, and Skate Park), the non-military portions of the District of Columbia Armory, Gateway DC, the R.I.S.E. Demonstration Center, Nationals Park, and CareFirst Arena (each a “Facility”;

collectively, the “Facilities”).

A.3 The Washington Convention and Sports Authority (t/a Events DC) is seeking a qualified contractor (the “Contractor”) to provide Printing, Mailing, and Filing IRS 1094C and 1095C Forms Services (the “Services”) for the Walter E. Washington Convention Center (the “Convention Center”) located at 801 Allen Y. Lew Place, NW, Washington, DC 20001 and at any of its Facilities. The Contractor shall be able to meet all specifications identified in the Scope of Work.

A.4 Events DC intends to award a single, firm-fixed price contract (“Contract”) for the Services identified herein. The Base Term of the Contract will be from October 1, 2026, through September 30, 2027.

A.5 If a prospective Bidder has any questions relative to this RFQ, the Bidder must submit the questions in the OpenGov system via the “Question and Answer” Tab to receive a binding answer. Any question asked and answered outside of the OpenGov system will be considered informal and non-binding. Questions must be received no later than close of business, 5:00 P.M, EST, September 1, 2026. Events DC will not consider any questions received after this date.

-End of Section A-

SECTION B – GENERAL REQUIREMENTS AND PRICING/COST

B.1 CONTRACTOR QUALIFICATIONS

To be considered for award of the Contract, the Bidder must:

(a) Possess a minimum of five (5) years of demonstrated experience providing end-to-end Affordable Care Act (ACA) compliance services, including data validation, eligibility determination, preparation, printing, mailing, and electronic filing of Forms 1094-C and 1095-C, for organizations with at least three hundred (300) employees.

(b) Demonstrate a sound reputation for timely service, delivery, regulatory compliance and client satisfaction, which shall be supported by three (3) references.

(c) Provide a dedicated account representative for Events DC (Account representatives may service other clients in addition to Events DC).

(d) Possess the ability to meet all applicable federal and District reporting deadlines, including:

1. Furnishing Form 1095-C statements to employees by the applicable IRS deadline (generally January 31st, unless otherwise extended); and

2. Electronic filing with the Internal Revenue Service by the applicable deadline (generally March 31st).

(e) Possess all licenses required to provide the Services set forth in this solicitation

(f) Perform all Services in full compliance with all applicable federal, state, and District laws and regulations, including requirements under the Affordable Care Act.

B.2 PRICE/COSTS

(a) The Contractor shall quote a fixed price for the Services specified in Section C below. The Contractor shall provide a price per employee to include processing, printing, and mailing to employees. The Contractor shall also breakout data conversion fees (if it cannot be included in the price per employee) which may be assessed once per term. The Contractor shall quote prices for the Base Term and all Option Years.

(b) The prices offered shall be as low as or lower than those charged to the Contractor’s most favored customers for comparable quantities, terms and conditions.

-End of Section B-

SECTION C – SPECIFICATIONS/SCOPE OF WORK

C.1 PRIMARY REQUIREMENTS

Events DC seeks a qualified firm to provide end-to-end Affordable Care Act (ACA) compliance services, including processing and validating (employee demographic and employment data provided via monthly file feeds from Events DC), eligibility determination, form preparation (1094- C and 1095-C, hereafter “Forms”), printing and mailing of employee statements as required by District of Columbia law, and electronic filing with the IRS on behalf of Events DC. The Contractor shall:

(a) Accept and process monthly file feeds provided by Events DC containing employee demographic and employment data necessary for the preparation of the Forms. The Contracting Officer’s Technical Representative (COTR) will be responsible for providing these file feeds to the Contractor on an ongoing basis. The COTR will only be responsible for providing demographic information and company information to the Contractor to file on Events DC’s behalf. It is Events DC’s intent that the Contractor will accept the monthly file feeds provided by Events DC and complete the work as requested

(b) Process raw data provided by the COTR.

(c) Analyze all raw data provided by Events DC, including employee demographic, payroll, and benefits information, to accurately prepare data for the generation of Forms 1094-C and 1095-C. This includes data organization, formatting, and alignment with applicable federal and District reporting requirements.

(d) Perform comprehensive validation checks to ensure data accuracy, completeness, and compliance with all applicable federal and District reporting requirements.

(e) Provide a dedicated account representative responsible for receiving data files, coordinating instructions, managing timelines, and serving as the primary liaison with Events DC’s point of contact. File copies of the forms with the IRS no later than one week in advance of the federal filing deadlines, generally March 31st annually, and provide a written confirmation to the COTR of such filing.

(f) File copies of the forms with the District of Columbia Office of Tax and Revenue by no later than one week in advance of the DC filing deadlines, generally March 31 annually, and provide written confirmation to the COTR of such filing.

(g) Provide printing and mailing of the forms for up to five hundred (500) employees with copies forwarded to the designated Events DC representative. Forms shall be mailed to the employee at their address of record by no later than the published IRS deadline annually, generally January 31st. Employee Demographic Information will be provided by Events DC.

(h) The Contractor shall provide ongoing benefits eligibility determination support based on employee hours worked in accordance with the Affordable Care Act’s look-back measurement method. Events DC utilizes a twelve (12) month standard measurement period beginning October 1st and ending September 30th of each year (the “Measurement Period”).

(i) The Contractor shall analyze monthly file feeds provided by Events DC to track and accumulate hours of service for all employees — including full-time, part-time, variable-hour, and seasonal employees — throughout the Measurement Period.

(j) The Contractor shall apply the ACA look-back measurement method to determine each employee’s full-time status for the applicable stability period, consistent with IRS regulations under IRC §4980H and applicable Treasury guidance.

(k) The Contractor shall identify employees who meet or exceed an average of thirty (30) hours of service per week (or 130 hours per month) during the Measurement Period, and flag such employees as benefits-eligible for the corresponding stability period.

(l) The Contractor shall provide Events DC with a benefits eligibility determination report at the conclusion of each Measurement Period (no later than October 31st of each year), identifying newly eligible employees, employees losing eligibility, and employees whose status is unchanged.

(m) The Contractor shall provide mid-year eligibility alerts for any employee who reaches or is projected to reach full-time status thresholds prior to the conclusion of the Measurement Period, to allow Events DC sufficient time to offer coverage within the applicable enrollment window.

(n) The Contractor shall maintain records of hours-of-service calculations, eligibility determinations, and look-back results for each Measurement Period in a format accessible to Events DC’s designated representative and retain such records for a minimum of three (3) years.

(o) The Contractor shall coordinate eligibility determination data with Events DC’s HRIS and benefits administration systems as directed by the COTR, to support timely and accurate ACA employer reporting on the Forms.

Secure Data Transmission Given the sensitive nature of employee demographic, payroll, and benefits data transmitted in connection with ACA reporting, the Contractor shall provide and maintain a secure method for the exchange of all data files to and from Events DC. At a minimum, the Contractor’s data transmission solution shall:

OpenGov Bid BID # 25-S-0566

(a) Utilize a secure file transfer protocol, such as SFTP, FTPS, or an equivalent encrypted transmission method, for all data exchanges between Events DC and the Contractor.

(b) Provide a dedicated, password-protected portal or secure file exchange platform accessible to Events DC’s designated COTR and authorized personnel.

(c) Implement role-based access controls limiting data access to authorized personnel only, on both the Contractor’s and Events DC’s sides.

(d) Provide written confirmation of each successful file transmission and notify Events DC’s COTR promptly of any transmission failure, data discrepancy, or suspected security incident.

(e) Comply with all applicable federal and District of Columbia data privacy and security requirements, including but not limited to IRS Publication 1075 safeguarding standards for federal tax information, to the extent applicable.

Optional Requirement: System Integration (Preferred) Events DC utilizes UKG Pro as its primary human capital management system. Monthly file feeds provided to the Contractor will be generated from this system and will contain the employee demographic, payroll, and hours-of-service data necessary to support ACA employer reporting and benefits eligibility determinations. While not required for award, Events DC strongly prefers a Contractor that offers one or more of the following data integration capabilities:

(a) A direct API connection or automated file feed integration with UKG that eliminates the need for manual data exports and reduces the risk of data entry error.

(b) Support for standard file formats compatible with UKG data exports, including but not limited to CSV, XML, or other structured data formats as specified by Events DC’s team.

(c) A vendor-hosted integration or middleware solution capable of receiving scheduled, automated data transfers from Events DC’s workforce management systems on a monthly or more frequent basis.

Bidders shall describe in their response whether they offer any API connections, pre-built integrations, or automated file feed capabilities, and shall provide detail on any implementation requirements, additional costs, or technical specifications associated with such integrations

-End of Section C-

OpenGov Bid BID # 25-S-057

SECTION D - CONTRACTOR TERM AND DELIVERABLES

D.1 TERM

(a) The Base Term of the Contract shall be from October 1, 2026, through September 30, 2027, with four (4), one-year renewal options.

(b) Events DC has the right to extend the term of the Contract for four (4), one-year option periods, or successive fractions thereof, by written modification to the Contract before expiration, provided that Events DC gives the Contractor a preliminary written notice of its intent to extend at least thirty (30) days before the Contract expires. The preliminary notice does not commit Events DC to an extension. The Contractor may waive the thirty (30) days preliminary notice requirement by providing a written waiver to the COTR prior to the expiration of the Contract. The exercise of an option is subject to the availability of funds at the time the option is exercised.

Option Year 1: 10/1/2027 – 9/30/2028 Option Year 2: 10/1/2028 – 9/30/2029 Option Year 3: 10/1/2029 – 9/30/2030 Option Year 4: 10/1/2030 – 9/30/2031

D.2 DELIVERABLES

The Contractor shall provide, at a minimum, the deliverables set forth below.

Deliverables Qty Format/Metho d of Delivery Due Date To Whom

Services As requested

E-mail To Be Determine d by the

COTR

COTR

Certificates/Licenses One each E-mail Within 14 days of Contract award

COTR

Insurance One E-mail Thirty (30) days prior to commencing

Services

COTR

Invoice(s) N/A E-mail After performance of Services

COTR and Invoices@eventsdc.com

-End of Section D-

SECTION E – STANDARD CONTRACT PROVISIONS

E.1 STANDARD CONTRACT PROVISIONS

Events DC’s Standard Contract Provisions are located under the Attachments tab of the bid. In the event of a conflict between this RFQ and the Standard Contract Provisions, the prevailing document shall be this RFQ.

-End of Section E-

SECTION F - EVALUATION OF RESPONSES

F.1 EVALUATION OF RESPONSES

(a) Events DC intends to make a single award to the responsive Bidders whose responses conform to the solicitation and is most advantageous to Events DC and is compliant to the stated or implied specifications.

(b) All quotations received in response to this RFQ will be evaluated based on lowest price.

Price will be evaluated in terms of the lowest aggregate overall price over the life of the Contract.

F.2 DEPARTMENT OF SMALL AND LOCAL BUSINESS DEVELOPMENT (DSLBD)

PREFERENCE CRITERIA

Any Bidder seeking to receive preferences for this solicitation must submit at the time of, and as part of its bid or proposal, evidence of the Bidder’s certification by the DSLBD.

F.3 CERTIFIED BUSINESS ENTERPRISE (CBE) PREFERENCE POINTS: 12 Points Maximum

Events DC will allocate a maximum of twelve (12) preference points to qualified vendors in accordance with D.C. Code § 2-218.43 as follows:

(a) 3 points for a small business enterprise (“SBE”)

(b) 5 points for a resident-owned business (“ROB”)

(c) 5 points for a longtime resident business (“LRB”)

(d) 2 points for a local business enterprise (“LBE”)

(e) 2 points for a local business enterprise with its principal office located in an enterprise zone

(“DZE”)

(f) 2 points for a disadvantaged business enterprise (“DBE”)

(g) 2 points for a veteran-owned business enterprise (“VOB”)

(h) 2 points for a local manufacturing business enterprise (“LME”)

-End of Section F-

SECTION G - SUBMISSION INSTRUCTIONS

G.1 Responses must be submitted electronically no later than 5 PM, September 14, 2026, and shall consist of the following:

(a) Completion of the Quote Form in Attachment A, including confirmation that you have received Events DC’s Standard Contract Provisions:

(b) Disclosure Statement;

(c) Clean Hands;

(d) A copy of your W-9;

(e) Tax Certification Affidavit;

(f) Automated Clearance House (ACH) Form;

(g) Bidder’s General Services Administration (GSA)/DC Supply Schedule Contract (if applicable);

(h) Bidder’s current Local, Small, and Disadvantaged Business Enterprise Certification Letter

(if applicable); and

(i) Three (3) customer references each, to support Section B.1(b), B.1(c), and B.1(d) (references must provide at a minimum a satisfactory rating and are allowed to overlap each section) in support of the Contractor’s ability to provide the required services as identified within this solicitation.

G.2 PRIMARY POINT OF CONTACT

Name: Macky Cherif, Contracts and Procurement Analyst II E-mail: macky.cherif@eventsdc.com Phone: (202) 249-3038

-End of Section G-

SECTION H - AMENDMENTS

H. AMENDMENTS

Any amendments to this RFQ, including changes in the due date or scope of work, will be issued via the e-procurement system and will appear on the Amendments Tab of the bid.

Enclosures: Attachment A – Quote/Cost Form Attachment B – Events DC’s Standard Contract Provisions

ATTACHMENT A

QUOTE/PRICING FORM

PRINTING, MAILING, AND FILING IRS 1094C AND 1095C FORMS SERVICES

(a) Please provide the price per employee for the services required and the one-time data conversion fee per term under this solicitation for the Base Year and all Option Years. The Firm-Fixed loaded rate includes postage, mailing costs, and other costs.

Item Requested Base Year Option Year

Option Year

Option Year

Option Year

Price Per Employee for 1094 C and 1095 C Printing, Mailing and Filing with the IRS and the DC Office of Tax and Revenue. Price shall include postage and mailing costs, and ongoing look-back calculation assessment etc.

One-Time Data Conversion Fee (Per Term)

Events DC Standard Contract Provisions Acceptance

a. Events DC is exempt from Federal Excise Tax, Transportation Tax, and District of Columbia Sales and Use Taxes. All prices shall exclude all taxes.

b. Price quote shall be FOB Destination, unless otherwise specified in writing by the Events DC.

By checking this box, I confirm that I have received Events DC’s Standard Contract Provisions (Attachment B).

Signed by: ________________________________Date____________________________

Title: _________________________________ Company________________________

Quotes are valid for a period of ninety (90) calendar days from date of quote.