Responses to USCA21R0018 Questions and Answers_10-16-20.xlsx

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W-2 and 1099 (R/MISC/NEC/INT) Printing and Mailing Distribution Support
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USCA21R0018
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USCA21R0018 Amd 0001.pdf PDF
USCA21R0018 10082020.pdf PDF

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Sheet1

USCA21R0018 W2 and 1099 Printing and Mailing Distribution Services
Questions and Answers
SectionParagraphPageQuestionAnswer
C111Is this a new contract or a renewal?This is a follow-on contract
C311Do you supply the paper and envelopes for W-2s and 1099s?No
Will the AOUSC be providing any stationaries to the contractor, i.e. the actual Tax Forms, Pre-stamped AOUSC USPS envelopes, etc.No
C412Will the AOUSC be providing contractor any pre-printed AOUSC Stationeries? ( i.e. envelopes, formatted blank tax forms W-2, Form 1099s, etc). I assume no, but please confirm. And if contractors are to provide the stationaries, are there any specific format or quality the AOUSC requires?No
C412The paragraph states that the information return will be inserted into an approved double window envelope, then later says provided envelope.

It is confusing as to whether you will be approving the envelope that will be used for the mailing or you will provide an approved IRS envelope.

Will you or the contractor be providing the approved envelopes and stamps? As this will change structure of cost associated with this project.We will not provide the envelopes. The envelopes used by the contractor must meet the requirements provided in the SOW.
C412Can the files arrive before the 15th of January?No
C412Is the 7 days to complete 7 business days or does it include the weekend?Does not include weekends.
Regarding the inserts mentioned; how will AOUSC provide the inserts?No inserts will be provided.
12The Government indicates that files and inserts will be sent in double window envelopes… will the Government be providing these envelopes , preprinted with postage and "important tax document included" stamp or is the contractor to provide?No
May the contractor add machine control marks (2D barcodes) to the mail pieces for integrity purposes?Yes
How will contractors invoice for any volume over and above the listed quantities?Not expected as overage contemplated into estimates. However, a separate invoice should be submitted for the overage using the normal process.
C211Will the Contractor be required to have any specific software or download software at instance of the AOUSC that will be compatible with its JIFMS?No. Removed references to JIFMS.
C311What type of specific electronic format ( i.e. is it Excel, etc) will the Contractor be required to provide the AOUSC with copies of mailed Tax Forms?PDF copies on encrypted compact disc, for W-2 and 1099-R. For all other 1099s, data file transfer through Secure File Transfer Protocol (SFTP) or Secure Sockets Layer (SSL). The specified data file transfer may be used for W-2 and 1099-R if compact disc is not possible.
C412I take it that the electronic secure data files with the 71,000 information will not be transmitted to the Contractor via email. Do Contractor need to have any specific type of program installed on this computer in order to receive the electronic secure data transmission??Yes. Contractors must have capability for digital file transfers of data such as Secure File Transfer Protocol (SFTP) or Secure Sockets Layer (SSL) as required in Section C.10.
C412Will the AOUSC provide a copy of NIST Special Publication 800-88, Guidelines for Media Sanitization available as part of the RFP? I have an IT Security staff with CISSP certification, so am not worried about compliance.The NIST publication is a document in the public domain.
C512What level of security suitability check will be required? i.e. is it “Confidential”, “Secret”, etc. And I take that the CO will submit the order for the security check so Contractor don’t need to have active security clearance to submit their proposal in response to the RFP. Please confirm.the contractor must met clause 7-20 upon issuance of solicitation
C9.113What type of proof does the AOUSC require from Contractor (if any) to verify our IT system security?Copy of contractor IT Security Policy

A system security plan that at a minimum details the implementation of basic requirements provided by the Judiciary Information Security Framework requirements for:

Access Control (AC-2 Account Management, AC-3 Access Enforcement, AC-4 Data Flow Enforcement, AC-5 Separation of Duties, AC-6 Least Privilege);

System and Communication Protection (SC-8 Transmission Confidentiality and Integrity, SC-28 Protection of (information at Rest); and Media Protection (MP-2 Media Access, MP-3 Media Marking, MP-4 Media Storage, MP-5 Media Transport MP-6 Media Sanitization).

Procedures for the sanitization/destruction of data.

Procedures for promptly notifying any individual whose PII was, or is reasonably believed to have been, breached.

C9.114In terms making our file transfer and printing system available, how will the AOUSC do that? Our firm currently uses Citrix Sharefile to transmit files securelyContractors must have capability for digital file transfers of data such as Secure Sockets Layer (SSL) or Secure File Transfer Protocol (SFTP) as required in Section C.10.
C1014With regards the requirement that “…..The Contractor shall create five separate files with production-like copies of the following for review and approval…..” Can you please clarify the specific type of file format to be produced and mode of delivery to the AOUSC?Searchable PDF files delivered to AOUSC using Secure Sockets Layer (SSL) or Secure File Transfer Protocol (SFTP)
C1016With regards to CLINs 0007, etc and Submission of Nine Separate Data Files, what is the format of this data file? i.e. will it be in Excel format, etc?Searchable PDF files (search paramaters provided under CLIN 0007 (a) and (b))
H2-6518I did not see list of “ key personnel under this contract”…..I presume the Contractor is the one to provide the listing on their proposal. Please confirm.Key Personnel is proposed by the contractor, for example Program Manager/Project Manager is considered Key Personnel
C412Is an envelope insertion rather than printing on a pressure seal paper a requirement of the RFP?Pressure seal paper may be used as long as it complies with IRS requirements.
C412Paragraph 2 and 3: If pressure seal is allowed then the next two statements are irrelevant:

>Envelope insertion of a W2 printing on 8.5x11 paper is a half fold and then inserted into a two window envelope.

>Multiple inserts in addition to the RFP (1+) affect the weight (therefore postage) and time to insert, what is the answer to these functions that may increase the postage and insertion time.

>The PDF files will have to be suitable to print on a 8.5x14 for W2s, and 8.5x11 for all other forms.Section C has been updated.
C111This contract will be for printing and mailing services ONLY and DOES NOT contemplate the contractor providing any other tax related services. AOUSC will provide ready to print and mail W-2 and 1099 Portable Document File (PDF) data files to the contractor. PDF file to contain all relevant report data, box outlines and field descriptors as seen on a preprinted form?AOUSC will provide ready to print and mail Portable Document File (PDF) to the contractor with all W-2 and 1099 boxes prepopulated with the appropriate tax information.
C311The contractor shall provide AOUSC with electronic copies of all W-2 and 1099 forms mailed to the recipients.
If the forms are supplied in a printable format via a PDF, we are not processing any data to print on a page so what are you looking to be returned? It is the same as was sent to us.Yes. However the data file must be searchable using the paramaters provided under CLIN 0007 (a) and (b)

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