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

Gwinnett County Board of Commissioners is requesting proposals for 1099 processing services on an annual contract with four one-year renewal options under PA038-26, with sealed proposals due October 2, 2026 at 2:50 P.M. local time at the Financial Services Purchasing Division in Lawrenceville, Georgia. Questions are due September 18, 2026 at 10:00 A.M. local time to Blake Christopher, Purchasing Associate II.

The scope requires independent processing and delivery of approximately 3,000 1099 forms annually for the Department of Financial Services, including data processing through Oracle systems, form generation, printing, mailing, electronic delivery, IRS e-filing, corrections, reprints, and support for federal and state reporting compliance. The service provider must handle the entire process without subcontractors and retain overall responsibility for county relationship management. Full implementation and functionality are required by December 1, 2026. County staff will require data access only after the filing process is completed, not during filing. Three-year recipient portal access must be priced within the contract period; post-contract portal access will be determined through negotiation.

Vendors must demonstrate proven experience processing 100,000 or more 1099 forms annually. Insurance requirements include commercial general liability of $2,000,000 and cyber liability insurance of $1,000,000 per claim, with A.M. Best ratings of A-7 or higher.

Evaluation consists of three phases: Phase I awards up to 90 points based on vendor experience (5 points), IRS compliance and reporting accuracy (15 points), data security and certifications (15 points), end-to-end service capabilities (35 points), customer support and responsiveness (15 points), and references (5 points). Phase II evaluates fee proposals (10 points) among short-listed vendors, with lowest cost receiving the most points. Phase III may include optional interviews (up to 10 additional points). Pricing must remain firm for the initial contract term, with percentage increases or decreases for renewal options specified by the vendor.

Proposals must include an original and four copies of the technical proposal, one electronic copy on a flash drive, a separate sealed fee proposal envelope, completed fee schedule, minimum three references, contractor affidavit, and code of ethics affidavit. Pricing must follow unit formats (per-form, per-item, monthly, and annual) that include all associated costs. Addendum #1 clarifies that service providers must acknowledge the addendum on Page 9 of the Fee Schedule.