PA038-26 Provision of 1099 Processing Services on an Annual Contract

Gwinnett County Board of Commissioners, Department of Financial Services is requesting sealed proposals for comprehensive 1099 processing services on an annual contract with four optional one-year renewal periods, with proposals due October 2, 2026 at 2:50 P.M. local time at 75 Langley Drive, Lawrenceville, Georgia.

The scope encompasses end-to-end 1099 processing: data receipt from the Oracle system, form generation, printing, mailing, electronic delivery, IRS e-filing, corrections, reprints, compliance support, monthly portal access for recipients, and annual support and maintenance. The anticipated annual volume includes approximately 3,000 1099 forms, 30 B Notice handling requests, and 30 correction handling requests. Implementation must begin immediately upon contract execution, with all systems fully functional by December 1, 2026.

Vendors must maintain comprehensive insurance coverage, including commercial general liability with $2 million general aggregate limits, automobile liability, workers' compensation, and cyber liability insurance with $1 million per claim and aggregate limits (insurance companies must have an A.M. Best rating of A-7 or higher). Vendors must comply with the Illegal Immigration Reform Enhancements for 2013 by participating in E-Verify, provide a notarized Contractor Affidavit and Agreement, complete a Code of Ethics affidavit, and submit at least three references from similar engagements.

Evaluation employs six criteria categories: vendor experience (5 points), IRS compliance and reporting accuracy (15 points), data security and certifications (15 points), service capabilities end-to-end (35 points), customer support and responsiveness (15 points), and references (5 points), with fee proposals (10 points) evaluated separately after initial scoring and potential interviews worth up to 10 additional points. Pricing must remain firm for the initial contract term, with any percentage increases or decreases for renewal options clearly stated and explained by the vendor. The fee schedule must include unit pricing for 1099 form processing per form, B Notice handling per notice, correction handling per correction, monthly portal access, and annual support and maintenance. All costs associated with services, including travel, supplies, and postage, must be included in quoted rates, with no additional fees permitted outside the fee schedule.

Submission requires one original unbound document, four copies without fee proposal, one electronic copy on flash drive labeled "Technical," with the fee proposal submitted separately in a sealed envelope. The proposal opening will be conducted virtually via Microsoft Teams.