1099R forms & mailing

The Commonwealth of Kentucky, on behalf of the Kentucky Retirement Systems (KRS), issued Request for Bid (RFB) 758 1900000231 for the procurement of 1099R forms printing and mailing services, with bids closing on October 22, 2018, at 1:30 PM ET. The solicitation requires qualified vendors to produce and mail approximately 138,000 to 140,000 IRS Form 1099-R tax documents annually to retirement plan payees. The deliverables include 140,000 units of 1099R continuous computer forms printed on 8.5 x 11 paper with trifold perforations for separation into Copy B, Copy C, and Copy 2 sections, mailed in #10 window envelopes with preprinted return addresses and "Return Service Requested" markings in black ink only, along with first-class presort postage and return service. Vendors must possess coding resources to apply KRS' existing file layout, populate forms using KRS-provided data files, execute NCOA and CASS address processing programs prior to printing, and deliver a return address file to KRS following mailing; sample submissions are required at multiple stages with 4-5 day turnaround times for KRS review, with the critical mailing deadline of January 15, 2019, to ensure compliance with IRS requirements and protect KRS' qualified plan status. The evaluation methodology employs a best value basis with pricing weighted at 1,000 points and delivery time weighted at 5 points, where vendors delivering within 30 days receive no additional points and faster delivery receives bonus points proportionally; a one percent daily penalty applies to invoices for each day delivery is delayed beyond the contracted due date. Vendor questions were due October 12, 2018, at 4:30 PM ET, and bids must be submitted in sealed hard copy format to the Commonwealth's Office of Procurement Services at 702 Capitol Avenue, Capitol Annex Room 095, Frankfort, Kentucky, with inquiries directed to Richard Mize at 502-564-6521.

Kentucky resident bidders and qualified bidders receive reciprocal preferences equal to 15-20 percent of maximum points awarded, with qualified bidder status including Kentucky Industries for the Blind and nonprofit agencies serving individuals with severe disabilities that employ such individuals for at least 75 percent of direct labor man hours. All bidders must execute an Annual Affidavit certifying compliance with Kentucky campaign finance laws (KRS 45A.110 and KRS 45A.115), conflict of interest provisions (KRS 45A.485), current Kentucky Department of Revenue sales and use tax registration, and non-delinquency on state taxes and fees; a Resident Bidder Affidavit confirming authorization to conduct business in Kentucky and compliance with state income tax, unemployment insurance, and workers' compensation requirements for the preceding year; and a Qualified Bidder Affidavit establishing compliance with 200 KAR 5:410(3) standards. All required affidavits must be notarized and executed by duly authorized representatives. Pricing must be quoted as F.O.B. Destination with freight prepaid and allowed, while actual USPS postage costs are estimated only with exact reimbursement provided upon submission of USPS statements; the Commonwealth will not include federal excise taxes or Kentucky sales and use taxes in quoted prices, and vendors must provide evidence of Kentucky tax registration or existing sales and use tax permits. The contract may be canceled with 30 days' written notice, and the Commonwealth reserves the right to cancel the RFB if all responses exceed available funding. No incumbent vendors or existing contract values are specified in the solicitation documents; the prior year example indicated 132,324 forms were mailed, providing baseline volume data for vendor estimation purposes.