IRS forms 1099 services

Miami-Dade County's Clerk of the Court and Comptroller is soliciting bids for IRS Forms 1099 data processing, production, printing, quality control, and mailing services under Event No. CL00000043, with bids due September 21, 2026 and a pre-bid conference scheduled for September 9, 2026 at 10:00 a.m. Eastern Time via Microsoft Teams.

The scope requires the contractor to consolidate and verify vendor data from multiple sources (up to four files) into unified files for form generation and IRS filing, with annual production and mailing by the January 31 IRS deadline. The contractor must submit two client references demonstrating prior experience with production, printing, and mailing services for IRS Forms to commercial or government entities. The implementation and testing timeline is compressed: implementation and testing complete by December 6, validation reports by January 21, proofs by January 23, authorization by January 27, and mailing complete by January 29, with digital copies delivered by January 31.

The contract term is 60 months commencing the first day of the month following Clerk approval. Pricing must remain fixed and firm for the contract term unless the Clerk negotiates lower pricing based on market research or applicable price indices such as the Producer Price Index for Commercial Printing. Pricing is calculated as unit price divided by 10,000 multiplied by the quantity ordered, rounded to the nearest cent. Postage invoices are submitted and paid separately based on standard first-class mail and foreign rates applicable at mailing time. Revisions resulting from contractor error must be reproduced and remailed at no additional cost to the Clerk.

The Awarded Bidder must furnish certificates of insurance: Worker's Compensation, Commercial General Liability ($1 million per occurrence / $2 million aggregate), Automobile Liability ($300,000 combined single limit if vehicles are used), Professional Liability ($1 million per occurrence and aggregate), and Cyber Liability/Data Breach Insurance ($1 million per occurrence and aggregate), with Miami-Dade County and the Clerk named as additional insureds. Award will be made to the lowest-priced, responsive, and responsible bidder; however, the lowest-priced bidder must provide a completed IT Security Matrix and demonstrate data protection compliance or may be deemed ineligible.

Bids are submitted electronically through INFORMS at https://supplier.miamidade.gov. A "Cone of Silence" restricts communications regarding the solicitation from issuance through the written recommendation phase.