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Synopsis: E12622P - Combined Solicitation/Synopsis - Tax Year 2012 1099 Forms

GENERAL INFORMATION
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Document Type:

Combined Solicitation/Synopsis – Tax Year 2012 1099 Forms

Solicitation Number:

E12622P

Posted Date:

September 19, 2012

Current Response Date:

September 26, 2012 12:00 p.m. (EDT)

Classification Code:

T012 – Reproduction Services

Set Aside:

Small Business

NAICS Code: 

323111 – Printing

CONTRACTING OFFICE ADDRESSbluefade

National Science Foundation, Division of Administrative Services, 4201 Wilson Boulevard, Room 295, Arlington, Virginia 22230

DESCRIPTION
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This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a separate written solicitation will not be issued. This action is for the production, printing, and distribution of Tax Year 2012 Form 1099s (including postage).

The solicitation/synopsis reference number is E12622P - Combined Solicitation/Synopsis - Tax Year 2012 1099 Forms is being issued as a Request for Quote (RFQ).

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-61. Contractors shall submit a unit price and a total price for the item included in this acquisition. Pricing shall be FOB destination. All responsible sources may submit a quotation, which shall be considered by the agency.

Vendor Question 1

Just to confirm the specifications for printing of the 1099's. Is this an NCR form or is this printed as a single sheet 8.5x11 form?

NSF response

As stated in the RFQ Statement of Work, bullets 2 and 3; and in paragraph 8: The data provided to the vendor populates the appropriate boxes on a Standard 1099 Form. NSF does not provide a preformatted 1099 form. This will be the contractor's responsibility. Additionally, it is recommended the contractor use 8.5 x 11 inch paper.

Vendor Question 2

You request that the vendor accept Adobe .pdf files for "direct printing". Please confirm that the print files will be formatted and tested for use with the 7777-2 double window 1099 envelopes so that secure information is not visible through the windows.

NSF Response

As it states in the RFP, in the Vendor's Responsibilities, paragraphs 9, 11, and 12 (paraphrased here): The vendor is responsible for formatting and printing the information provided by NSF so that no inappropriate information will be exposed using the identified envelopes. Additionally, in the NS's Responsibilities, paragraph 1, NSF will generate a 1099 test file for printing.

Vendor Question 3

Also please confirm that with the Adobe print option, NSF will be responsible for the production of any barcoding and NCOA processing to qualify for USPS postage discounts.

NSF Response

As the RFQ states in the Vendor Responsibility Section, paragraph 13: "Contractor shall print or affix proper postage to each envelope prepared for mailing."

Vendor Question 4

In previous years, there was a requirement to have the forms distributed using paper products that were Forest Stewardship Council (FSC) certified. As this is not noted in the 2012 proposal request, can you please confirm that the paper products no longer need to be FSC certified?

NSF Response The FSC certification is not required.

STATEMENT OF WORK
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  • The contractor shall take the encrypted text file generated by Division of Financial Management and generate 1099s from the file in accordance to the specifications published in IRS Publication 12201;
  • The contractor shall supply the printing paper and envelopes as per specifications detailed below in accordance to the ‘IRS 2012 General Instructions for Certain Information Returns for Form 1099-MISC’;
  • The contractor shall supply paper and envelopes and print the cover letter supplied by NSF with each 1099 filing;
  • The contractor shall stuff the Copy-B 1099-MISC and cover letter in the appropriate envelope with both the 1099 sender’s and recipient’s name and address displayed and fitting the envelope windows in preparation for mailing;
  • The contractor shall count the number of 1099s and they must reconcile to the total count on the 1099 file provided by NSF; final count to be reported to the Contracting Officer and the Contracting Officer’s Representative (COR) (to be determined at award);
  • The contractor shall calculate total amount of postage used and amount must reconcile to the total count of the 1099s mailed multiplied by cost of each mailing; final amount is to be reported to the COR.

VENDOR'S RESPONSIBILITIES/DELIVERABLES
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Task Description Schedule/Deliverable Date
Contractor shall establish an initial meeting with the Contracting Officer’s Representative (COR). NLT 1 week from project start date
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Contractor shall produce a communications plan to include key individuals, communication method, and frequency on project status.

NLT 2 weeks from project start date
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Contractor shall produce a project plan detailing the specified deliverables and requirements on meeting the deliverables.

NLT 2 weeks from project start date
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Contractor shall receive test file from NSF COR, perform a trial run of the 1099 file generation to ensure software compatibility, and report the results of the trial run to the NSF COR.

NLT 6 weeks from project start date
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Contractor shall give NSF COR an encrypted medium in which sensitive information can be transferred securely between Contractor and NSF COR.

NLT November 2, 2012
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Contractor shall produce samples of the forms to be used for review and approval by NSF COR. NLT November 16, 2012
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Contractor shall have the ability to upload NSF 1099 information into the contractor’s software for printing using a text delimited or excel format.  Contractor shall also have the ability to accept Adobe pdf format for direct printing.

NLT January 11, 2013
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Contractor shall supply all necessary paper for printing, including official Form 1099-MISC, complete with Instructions for Recipients, as indicated in the ‘IRS 2012 General Instructions for Certain Information Returns, or substitute form, complete with Instructions for Recipients, as indicated in IRS Publication 1179, General Rules and Specifications for Substitute Forms 1096, 1098, 1099, 5498, W-2G, and 1042-S. NLT January 11, 2013
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Contractor shall supply all envelopes associated with the mailing of Form 1099-MISC.  Envelopes to be used will be envelope Form 7777-2 - Double Window with Gum Seal, specifically used for mailing Form 1099-MISC. NLT January 11, 2013
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Contractor shall print, fold (as necessary), perforate (as necessary), stuff, and seal all envelopes with printed forms 1099-MISC as generated from the file sent by the NSF COR.

NLT January 24, 2013
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Contractor shall ensure that both NSF’s and 1099 Recipient’s names and addresses are properly displayed in the appropriate envelope windows. 

Contractor shall ensure that all information considered security sensitive of the 1099 Recipient is not displayed on the envelope window.

NLT January 24, 2013
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Contractor shall print or affix the proper postage to each envelope prepared for mailing. 

NLT January 25, 2013
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Contractor shall perform a final count of mailings, as well as a final postage calculation and report to Buyer’s POC for approval prior to mailing. NLT January 25, 2013
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Contractor shall deliver to the Post Office for mailing all completed, stuffed, and sealed Form-1099s. NLT January 31, 2013
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Closeout report due NLT February 8, 2013

NSF'S RESPONSIBILITIES
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Task Description Schedule/Deliverable Date

NSF will generate a 1099 test file with truncated Social Security Numbers (SSN) to Contractor for printing.  File will be passworded and encrypted using Guardian Edge encryption software.

NLT than 4 weeks after project start date
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NSF will generate the 1099 file(s) with truncated SSN to Vendor for printing.  File(s) will be passworded and encrypted using Guardian Edge encryption software.

NLT January 18, 2013
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NSF will generate cover letters that correspond to the 1099 recipients’ names and address in a file for Vendor to include with the 1099s for mailing.

NLT January 18, 2013
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Contractor will provide the postage upon completion of the printing, and stuffing of envelopes.

Notification of the completion of printing and stuffing of 1099 by Vendor
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NSF will give approval on mailing upon receiving from Contractor the final count of 1099s to be mailed and total final postage charged. NLT January 29, 2013

11Previous contracts for 1099 production averaged 15,000 information returns per tax year.

This requirement will be awarded on best value to the government based on, price, ability to meet the schedule, past performance/demonstrated, and ability to provide the requisite services/product. This requirement is set aside for small businesses. All eligible sources may submit a quotation, which, if received before the deadline below, will be considered by NSF.

CLAUSES
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The following clauses and provisions are incorporated and will remain in full source in any resultant award. The full text of these clauses and provisions may be accessed electronically at this website: https://www.acquisition.gov/far/.

FAR 52.212-1 Instructions to Offerors-Commercial

FAR 52.212-2 Evaluation - Commercial Items. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforms to the solicitation. The government will award on a Best Value basis.

Offerors shall use the following website to completed their Certifications and Representations https://www.sam.gov/portal/public/SAM/ (FAR 52.212-3)

The following items are incorporated by reference: FAR 52.212-4 (Feb 2007) Contract Terms and Condition Commercial items applies to this acquisition. FAR 52.212-5 (Jun 2008) Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items, applies to this acquisition that includes the following clauses cited therein 52.222-21 (FEB 1999) Prohibition of Segregated Facilities; 52.222-26 (MAR 2007) Equal Opportunity; 52.222-35 (SEP 2006) Equal Opportunity for Special Disabled Veterans of the Vietnam Era, and Other Eligible Veterans; 52.222-36 (JUN 1998)Affirmative Action for Workers with Disabilities; 52.222-50 (AUG 2007) Combating Trafficking in Persons; 52.225-1 (JUN 2003) Buy American Act - Supplies; 52.225-13 JUN 2008), Restrictions on Certain Foreign Purchases; 52.232-33 (OCT 2003) Payment by Electronic Funds Transfer - Central Contractor Registration, 52.211-11 (SEPT 2000) Liquidated Damages – Supplies, Services, Research and Development.

Any questions are due not later than Thursday, September 20 at 12pm EDT. Quotes are due no later than Monday, September 26, at 12pm EDT by email to tmclendo@nsf.gov. If you are unable to send your quote by email, please contact Timothy P. McLendon for alternative delivery instructions. Quote should be marked with RFQ number E12622P and addressed to Timothy McLendon, Contracting Officer.

Contracting Officer: Timothy P. McLendon, Contracting Officer, Phone 703/292-4268

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