USCA27R0019 Questions and Answers.xlsx
XLSX spreadsheet 26 KB Posted
- Solicitation number
- USCA27R0019
- Issued by
-
Administrative Office of the U.S. Courts
About this file
This file is a Questions and Answers document for federal contract solicitation USCA27R0019. The Administrative Office of the United States Courts (AO) issued this solicitation seeking contractor services for printing and mailing IRS information returns, specifically W-2s (Wage and Tax Statement), 1099-Rs (Distributions from Pensions, Annuities, Retirement or Profit-Sharing Plans, IRAs, Insurance Contracts), 1099-INTs (Interest Income), 1099-MISCs (Miscellaneous Income), and 1099-NECs (Nonemployee Compensation). The contractor will receive ready-to-print PDF data files with all tax form boxes prepopulated with appropriate tax information and must be capable of printing and mailing these documents domestically, to U.S. territories, and to international addresses as provided by the judiciary. The contract scope is limited to printing and mailing services only and does not include any other tax-related services.
The Questions and Answers document addresses inquiries submitted by potential bidders. A note in the solicitation clarifies that the correct solicitation number is USCA27R0019 (Section L previously referenced USCA27Q0010 in error). Amendment 0001 has been posted incorporating responses to submitted questions, with updates made to Sections B, C, L, and M, as well as the Price Workbook. All questions were due by 12:00 PM Eastern Time on October 26, 2026, and should have been submitted via email to Anita_Middleton@ao.uscourts.gov and Jess_Gonzalez@ao.uscourts.gov, with submissions referencing the specific document sections, clauses, and page numbers.
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Other files
| File | Type | Posted |
|---|---|---|
| USCA27R0019 Amd 0001 W2 and 1099 Pricing Workbook.xlsx | XLSX spreadsheet | |
| USCA27R0019 Amd 0001 Changes to B C L M Workbook QA.pdf | ||
| USCA27R0019 W2 1099 Printing and Mailing Services.pdf |
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Questions and Answers
| Question | Answer | |
| 1 | Can we request the name of the incumbent vendor and their contract number, considering they are currently performing? | SourceOne Graphics | USCA21C1013 | Awarded: 11/2020 |
PoP Expired: 5/15/2026 | $84,233.39
| 2 | What is the total award value of the ongoing contract held by the incumbent vendor? | |
| 3 | If there is an incumbent, would you be able to share the vendor’s name, and the contract number, value, contract award date and expiration date? | |
| 4 | Is this activity considered a new requirement or a follow-on to an existing contract? | |
| 5 | Mailing permit and postage: May the contractor use its own USPS bulk mailing permit and indicia instead of the AO’s permit? Additionally, should proposed unit prices include or exclude First-Class postage, regardless of the permit used? | The contractor must use the AO permit. Contractor must use First-Class postage. |
| 6 | Mailing class and postage administration — Section C-1, page 10 |
Please identify the required USPS mail class and service level for domestic, U.S. territory, international, and corrected-form mailings.
| Please also describe the required process for accessing the AO’s USPS permit, preparing postage statements, reconciling postage charges, and addressing any insufficient permit balance. | The contractor must use the AO permit. Contractor must use First-Class postage. . See Section C.3 Scope of Work last 4 paragraphs. The AO will provide the accessing process after award | ||
| 7 | What format will the data files be provided in? | PDF format | |
| 8 | How frequently will these mailings occur—monthly, quarterly, or annually? | Once per year for CLINs 0002, 0003, 0007. Twice per year for all remaining CLINs (original and corrected). | |
| 9 | Will all data files be provided at once, or at different intervals based on the mailing type? | Once per year for CLINs 0002, 0003, 0007. Twice per year for all remaining CLINs (original and corrected). | |
| 10 | Postage — Section C, Scope of Work, pages 9–10: Will domestic and international postage be charged directly to an AO-funded postal account using the AO’s permit, or must the contractor advance postage costs? If contractor-funded, should postage be included in unit prices or separately itemized? | Postage charges are directed to the specified postal account using the AO's permit. | |
| 11 | Postage: Will the Judiciary fund postage through its permit, or must the contractor include postage charges in the proposed unit prices? | Postage charges are directed to the specified postal account using the AO's permit. | |
| 12 | Section C-1, Scope, p. 10 | ||
| The scope requires use of the AO’s USPS bulk-mailing permit. Please confirm whether postage is government-funded separately or must be included in CLIN unit prices. Please also provide the estimated domestic, U.S. territory and international mailing distribution and applicable mail classes. | Postage charges are directed to the specified postal account using the AO's permit. | ||
| 13 | Section C.3, page 10: Please confirm whether all domestic, territorial, and international postage will be charged directly to the AO’s mailing permit. Please identify any postage, permit, or postal certification fees the contractor must include in its price. | Postage charges are directed to the specified postal account using the AO's permit.The AO is responsible for any postage, permit, or postal certification fees occurred in performance of the SOW. | |
| 14 | Section B, page 3, and Section C.7, page 13: The pricing schedule lists 71,000 W-2s and 71,000 1099-Rs, while the SOW estimates 25,000 W-2s and 3,000 1099-Rs. Which quantities should offerors use for pricing? | The correct estimates are: 25,000 W-2s and 3,000 1099-Rs. Schedule B has been updated to reflect correct estimates. | |
| 15 | Section B, CLINs 0002–0006, p. 3; Section C-1, Scope, pp. 9–10 | ||
| The base-year pricing schedule totals 158,300 initial statements, while the scope references approximately 45,000 information returns annually. Please confirm the estimated annual quantities by form and whether the CLIN quantities represent individual statements, printed copies or mailed envelopes. | The correct estimate is 45,000 for the annual information returns. | ||
| 16 | Section B lists annual quantities of 71,000 W-2s and 71,000 1099-Rs, while Section C-1 on page 13 lists estimated annual quantities of 25,000 W-2s and 3,000 1099-Rs. Page 10 also states that approximately 45,000 information returns will be transmitted each January. Please confirm the quantities offerors should price for W-2s and 1099-Rs. | Section B has been updated to reflect SOW estimates. | |
| 17 | Quantities: Should bidders’ price 71,000 W-2s and 71,000 1099-Rs annually, or the lower volumes stated in the SOW? | Section B has been updated to reflect SOW estimates. | |
| 18 | Quantities. Section B lists 71,000 for each of CLIN 0002 (W-2) and CLIN 0003 (1099-R), while Section C estimates about 45,000 forms in total. Which quantity should offerors price and use for extended amounts? | Section B has been updated to reflect SOW estimates. | |
| 19 | Quantities — Section B, pages 3–4; Section C, pages 13–14: The base-year pricing schedule lists 71,000 W-2 forms and 71,000 1099-R forms, while the statement of work estimates 25,000 W-2 forms and 3,000 1099-R forms. Which quantities should offerors use for pricing, production capacity, and staffing? Are these estimates or guaranteed quantities? | Section B has been updated to reflect SOW estimates. | |
| 20 | Estimated annual quantities — Section B, pages 3–9, and Section C-1, pages 12–14 |
Section B lists annual quantities of 71,000 W-2s and 71,000 1099-Rs. The detailed deliverables instead identify approximately 25,000 W-2s and 3,000 1099-Rs, and the general scope references approximately 45,000 information returns.
| Please confirm which quantities bidders should use for pricing and production planning. | Section B has been updated to reflect SOW estimates. | ||
| 21 | Annual quantities: The pricing schedule lists more than 150,000 tax forms annually, while the SOW references approximately 45,000 information returns. Please confirm the quantities to use for pricing. If available, please also provide the actual number of forms printed and mailed for tax year 2025. | Section B has been updated to reflect SOW estimates. | |
| 22 | Section L.2, page 27, Corporate Experience: May the five recent and relevant examples include the proposed subcontractor’s contracts? If so, what supporting documentation is required? | If subcontractors are proposed, then at least three separate recent and relevant examples shall be submitted. | |
| 23 | Corporate experience — Section L.2, page 27; Section M-1, page 28: May the five required relevant experience examples be supplied by a proposed subcontractor or teaming partner? If so, what documentation is required, and must the prime contractor independently demonstrate comparable experience? | If subcontractors are proposed, then a separate at least three recent and relevant examples shall be submitted. Same documentation as the prime is required. Yes, the prime shall demonstrate comparable experience. | |
| 24 | Section L.3, page 27: The definition of relevant corporate experience refers to implementing a budget solution. Please confirm whether this should instead refer to comparable secure tax-form printing and mailing services | Yes, this should refer to a comparable secure tax-form printing and mailing services | |
| 25 | Experience definition — Section L.3, page 27: The definition of relevant corporate experience refers to implementing a budget solution. Please confirm whether this should instead refer to secure tax-form printing and mailing services of comparable size, scope, and complexity. | Yes, this should refer to a comparable secure tax-form printing and mailing services | |
| 26 | Evaluation of Corporate Experience | ||
| • | Reference: Section M, Evaluation Factors (Page 28 of 29) | ||
| • | Question: The solicitation states that Corporate Experience will be evaluated to assess the likelihood of successful performance. Will the Government evaluate the combined experience of the prime and its proposed subcontractors, or only the prime's direct corporate experience? | It will be a combined experience of the full team. | |
| 27 | Past Performance References | ||
| • | Reference: Section L, Volume I – Technical, Corporate Experience (Page 27 of 29) | ||
| • | Question: The solicitation requires at least five recent and relevant past performance examples. If the prime contractor does not possess five direct examples of W-2/1099 print-and-mail contracts, may it submit references from a proposed subcontractor who will perform the technical work, provided the prime clearly identifies the performing entity and its role? | The solicitation says "at least" five recent and relevant examples. Subcontractors are separate and shall submit at least three recent and relevant examples | |
| 28 | Section L.2, Corporate Experience; Section L.3, p. 27 | ||
| The definition of relevant corporate experience refers to implementing a budget formulation and execution solution. Please confirm this is a drafting error and that relevance will be evaluated against secure printing and mailing services. | Yes, this should refer to a comparable secure tax-form printing and mailing services | ||
| 29 | Section L.2, Corporate Experience, p. 27; Section M, Factor 3, p. 28 | ||
| May the five required experience examples include contracts performed by a proposed production/mailing subcontractor or teaming partner? Please explain how the prime’s and partner’s experience will be evaluated. | If subcontractors are proposed, then at least three separate recent and relevant examples shall be submitted. | ||
| 30 | Paper: Is standard 20 lb. white bond acceptable for all forms, or is a particular weight, size, or security stock required? | Standard 20 lb. white bond is fine. | |
| 31 | Paper and envelope specifications — Section C-1, pages 9–10 and 13 |
Will the Judiciary accept the contractor’s standard house paper and standard house envelopes, provided they comply with IRS requirements and accommodate the required address visibility, “IMPORTANT TAX DOCUMENT ENCLOSED” language, return address, and government permit indicia?
| Please also confirm whether any specific paper weight, size, color, security features, envelope dimensions, window configuration, or security tint is required. | Standard house paper and envelopes is fine, as long as the contractor complies with the mailing label and USPS barcode insertion requirements. | ||
| 32 | Mailpiece: Are pressure-seal forms acceptable for every W-2 and 1099 type, including forms requiring recipient instructions? | Pressure-seal forms are not acceptable. W-2/1099 forms must be inserted into an envelope. | |
| 33 | Color: Can all tax forms be printed in black and white on white paper, provided they comply with applicable IRS requirements? | Yes, as long as the printed forms comply with IRS requirements. | |
| 34 | Please provide redacted representative ready-to-print PDF samples for each form type (W-2, 1099-R, 1099-INT, 1099-MISC, and 1099-NEC), if available. Our prospective printing partner needs the layouts to determine folding and envelope compatibility. | This question implies that the mailing label and USPS barcode insertion requirement is not understood. The forms provided by the government will not be used to display mailing information on the outside of the envelope. The mailing label added by the contractor will do that. | |
| 35 | 1099-C scope — Section C, page 9: The scope mentions Form 1099-C, but Section B does not include a corresponding line item. Is 1099-C included? If so, please provide estimated quantities, deliverables, and pricing instructions. | The 1099-NEC changed to 1099-C. |
| 36 | Artwork: Will the Judiciary supply complete print-ready PDFs, including all form backgrounds and recipient instructions, or must UDS reproduce any IRS form elements? | No, the contractor must "...add the applicable recipient instructions to each form mailing, on the back of the form or on a separate sheet of paper..." |
| 37 | Artwork: Can you share sample artwork of your envelopes, and print ready PDFs for my team to review prior to submitting a proposal? | The forms provided by the government will not be used to display mailing information on the outside of the envelope. The mailing label added by the contractor will do that and the contractor must use their own envelopes that comply with the requirements. |
| 38 | Liability for security incidents — Section C.6.1, page 11, and Clause 2-57 incorporated through Clause 3-3 |
Section C.6.1 states that the contractor “assumes full responsibility for taking corrective action,” potentially including credit monitoring. Clause 2-57 may also require notification, credit-monitoring, call-center, and related response services.
| Would the Judiciary agree to establish an aggregate limitation of liability covering security incidents, breach-response services, notifications, credit monitoring, call-center services, and other corrective actions? If so, please identify the applicable liability cap and any exclusions. | Clause 2-57 is required. No limitation of liability will be established separately. | ||
| 39 | Section C-1, Scope, p. 10; C.6.1, pp. 11–12; CLIN 0007 deliverable, p. 14 | ||
| The solicitation requires deletion of source data following mailing and delivery of electronic copies of mailed records. Please clarify the required sequence, whether AO acceptance must occur before deletion, and the required treatment of backup copies, temporary files and print-spool data. | Once the samples are approved for the production forms, there is a "no" acceptance that occurs. The AO will then receive confirmation of the printing and mailing, the USPS mailing slips will confirm the service was performed. The contractor must perform the required sanitization steps to delete and dispose of Judiciary information in their possession once printed, folded, sealed and delivered to USPS. | ||
| 40 | Production schedule — Section C, pages 10 and 13–14: Does the seven-business-day completion period include the AO’s sample review and approval time? Will the deadline be adjusted if AO approval or required production inputs are delayed? | Yes, there is a one business day turnaround time for AO review detailed in the CLINs, but if delayed, the AO will adjust the deadline. | |
| 41 | Section C-1, Scope, p. 10; Deliverables, pp. 12–14 | ||
| Please confirm whether the seven-business-day production period includes government sample review and approval. If approval or corrected source files are delayed, will the production deadline be adjusted accordingly? | Yes, there is a one business day turnaround time for AO review detailed in the CLINs, but if delayed, the AO will adjust the deadline. | ||
| 42 | Subcontracting — Section C.6, pages 11–12; Section F-2, pages 15–16: May the prime contractor subcontract printing, inserting, sealing, and mailing to an experienced U.S.-based service bureau while retaining contract management and quality oversight? What approvals and security reviews would apply to the subcontractor and its facility? | The prime contractor is required to do 51% of the work required. Security requirements shall match the same as the Prime Contractor. | |
| 43 | Subcontracting/Teaming Arrangements | ||
| • | Reference: Section L, Volume I – Technical, Corporate Experience (Page 27 of 29) | ||
| • | Question: The solicitation requires offerors to demonstrate corporate experience in high-volume print and mail distribution. If a prime contractor intends to utilize a subcontractor for the actual printing and mailing functions, may the prime rely on the subcontractor's past performance to satisfy the Corporate Experience factor? If so, what documentation is required to demonstrate the subcontractor's commitment (e.g., letter of commitment, teaming agreement)? | The prime contractor is required to do 51% of the work required. Security requirements shall match the same as the Prime Contractor. | |
| 44 | Security and personnel screening — Section C.4 and C.6, pages 10–12: What is the anticipated timeframe for personnel suitability checks and system security reviews? Must these approvals be completed before award or before access to production data, and how will approval delays affect required milestones? | The security and personnel screening process takes place after contract award and usually takes 2-5 business days for completion. The judiciary will only provide the data to the contract after all clearances have been secured. This process will not impact stated/required milestones. |
| 45 | Section C-1, Personnel Security, p. 11; C.6.1, pp. 11–12 | ||
| Please provide the expected staff suitability-processing timeline and security-assessment process. Must the IT security policy, system security plan and sanitization/breach procedures accompany the proposal, or may they be delivered after award before production access? | Section C-1, C.6.1 Information Security has been added to the Deliverable List | ||
| 46 | Payment timing — Incorporated Clauses 2-120 and 7-125, page 15; Section G-1, page 16: What is the expected payment timeframe following receipt of a proper invoice and acceptance of services? Does this contract provide for payment within 30 calendar days? | Typically invoice processing occurs within 30 days of receipt; however, the judiciary is not bound by the Prompt Payment Act should any delays occur with invoice processing or revision requests. | |
| 47 | Invoice milestones — Sections B and G-1, pages 3–8 and 16: May the contractor invoice separately upon acceptance of file testing, each completed form-type mailing, and electronic records delivery? Please identify the authorized billing milestones and supporting documentation. | The contractor may invoice for a specific CLIN once all performance is completed under the CLIN. | |
| AMO/PMD-specific Questions | |||
| 48 | Is page 1 of the RFP ‘Solicitation/Contract/Order for Commercial Products’ form required to be completed and included with our RFP submittal or does this get completed only by the winning bidder once the work has been awarded? | Yes; all offerors must complete and submit this as part of their Price/Business Volume | |
| 49 | Section L.2, Price and Business, p. 27 | ||
| Please confirm how the six-month extension should be priced and evaluated in the workbook, including quantities and whether one-time setup/testing charges should be included or excluded. | The quantities will remain unchanged and one-time setup/ testing charges will remain unchanged. | ||
| 50 | Option-year pricing — Sections F-1 and 4-1, pages 15 and 26 | ||
| May offerors propose different firm-fixed unit prices for each option year to account for anticipated increases in materials, labor, and transportation costs, or must the base-year pricing remain fixed throughout all option periods and the potential six-month extension? | You're to propose pricing for your respective solutions and account for any anticipated increases, etc. as deemed appropriate | ||
| 51 | Pricing workbook. Section L.2 asks for the Excel pricing workbook (Attachment 4), but the SAM.gov notice shows only the solicitation PDF. Please send the workbook, or confirm that offerors may use their own .xls with the same CLIN structure. | The workbook has been posted; we will look at the permissions of the file and adjust it accordingly | |
| 52 | Pricing workbook — Section L.2, page 27: The required Excel pricing workbook is identified as a controlled attachment. Please confirm how interested offerors should request access and whether any additional controlled documents are required for proposal preparation. | ||
| 53 | The RFP attachment ‘W2 1099 Pricing Workbook.xlsx’. is not available to download and shows access as ‘controlled’. We’ve had both of our points of contact for our Sam.gov account to download and neither have access. Can you send this attachment to us? | ||
| 54 | Please provide the “W2 1099 Pricing Workbook.xlsx” referenced in Section J and Section L, as it was not included in the available solicitation package. | ||
| 55 | Budget — Section B, pages 3–8: Is an estimated annual budget, funding ceiling, or anticipated contract value available for this requirement? | This is not disclosable | |
| 56 | Section L.1, page 26: Please confirm the correct solicitation number for proposal documents and email subjects, as the cover identifies USCA27R0019 while submission instructions reference USCA27Q0010 | USCA27R0019; will be amended on the RFP | |
| 57 | Solicitation number — Page 1 and Sections L.1.1–L.1.2, page 26 |
The solicitation cover identifies the number as USCA27R0019, while the question and proposal instructions require the email subject to reference RFQ USCA27Q0010.
File details come from the government source that posted it. Updated .