Printing of 1099R and W2 Tax Documents

Location:	North Carolina
Posted:	Feb 20, 2026
Due:	Mar 12, 2026
Agency:	State Government of North Carolina
Type of Government:	State & Local
Category:	70 - General Purpose Information Technology Equipment (including software).
Solicitation No:	Doc2032432198
Publication URL:	To access bid details, please log in.

Solicitation Number:	Doc2032432198
Project Title:	Printing of 1099R and W2 Tax Documents
Description:	The North Carolina Department of State Treasurer (NCDST), Retirement Systems Division (RSD) administers the public employee retirement systems for more than 950,000 North Carolinians and is required to issue annual tax documents, IRS forms 1099R and W-2's, for retirees and certain disability benefit recipients to execute fiscal and operational responsibilities and to provide annual tax information, including income received from the North Carolina Retirement System for a given tax year. NCDST is seeking a vendor to provide this service including printing, sorting, filing, adhering provided postage, and mailing of the tax documents. Vendor shall also provide required supplies to complete this task such as paper and envelopes.
Opening Date:	3/12/2026 2:00 PM
Posted Date:	2/20/2026
Status:	Open
Department:	DEPARTMENT OF TREASURER


Solicitation Number * Doc2032432198	Department DEPARTMENT OF TREASURER	Status Reason Open
Opening Date 2026-03-12T14:00:00.0000000	Posted Date * 2026-02-19T15:48:56.0000000Z	Primary Commodity Code Printing
Mandatory Conference/Site Visit — —	Special Instructions —	Solicitation Type * Select RFP IFB RFI
Owner Taryn Madden
Description The North Carolina Department of State Treasurer (NCDST), Retirement Systems Division (RSD) administers the public employee retirement systems for more than 950,000 North Carolinians and is required to issue annual tax documents, IRS forms 1099R and W-2's, for retirees and certain disability benefit recipients to execute fiscal and operational responsibilities and to provide annual tax information, including income received from the North Carolina Retirement System for a given tax year. NCDST is seeking a vendor to provide this service including printing, sorting, filing, adhering provided postage, and mailing of the tax documents. Vendor shall also provide required supplies to complete this task such as paper and envelopes.

Attachment Preview

STATE OF NORTH CAROLINA

DEPARTMENT OF STATE TREASURER

RETIREMENT SYSTEMS DIVISION

Refer ALL inquiries regarding this IFB through the

Message Board in the Ariba Sourcing Tool and/or

via the below:

Taryn Madden

Taryn.Madden@nctreasurer.com

(919) 814-3897

INVITATION FOR BIDS NO. 07-2025-IT013

Offers will be publicly opened: On or Before

Thursday, March 12, 2026, by 2:00PM ET

Issue Date: February 19, 2026

Commodity Number: 821215 – Printing

Description: Annual Issuance, Printing & Mailing of

1099R’s & W2’s Documents for Retirees

Using Agency: The North Carolina Department of

State Treasurer (NCDST) Retirement Systems

Division (RSD)

Requisition No.: N/A

OFFER AND ACCEPTANCE

The NCDST seeks offers for the goods, software, and/or services described in this solicitation. The NCDST’s acceptance

of any offer must be demonstrated by execution of the acceptance found below and any subsequent Request for Best and

Final Offer, if issued. Acceptance shall create a contract having an order of precedence as follows: In cases of conflict

between documents comprising the contract, the order of precedence shall be (1) Best and Final Offers, if any, (2) special

terms and conditions specific to this IFB, (3) specifications, (4) Department of Information Technology Terms and Conditions

of this IFB, and (5) the agreed portions of the awarded Vendor’s offer. No contract shall be binding on the NCDST until

an encumbrance of funds has been made for payment of the sums due under the contract.

EXECUTION

In compliance with this Invitation for Bid, and subject to all the conditions herein, the undersigned offers and agrees to

furnish any or all Services or goods upon which prices are offered, at the price(s) offered herein, within the time specified

herein. By executing this offer, I certify that this offer is submitted competitively and without collusion.

Failure to execute/sign offer prior to submittal shall render offer invalid. Late offers are not acceptable.

OFFEROR:

STREET ADDRESS:

P.O. BOX:

ZIP:

CITY, STATE & ZIP:

PRINT NAME & TITLE OF PERSON SIGNING:

TELEPHONE NUMBER: TOLL FREE TEL.

FAX NUMBER:

AUTHORIZED SIGNATURE:

DATE:

E-MAIL:

Offer valid for sixty (60), days from date of offer opening unless otherwise stated here: ____ days

ACCEPTANCE OF OFFER

If any or all parts of this IFB are accepted, an authorized representative of The North Carolina Department of State

Treasurer shall affix their signature hereto. A copy of this acceptance will be forwarded to the successful vendor(s).

FOR STATE USE ONLY

Offer accepted and contract awarded this ______ day of _____________________, 2026, as indicated on attached certification,

by __________________________________ (Authorized representative of The North Carolina Department of State Treasurer).

IFB Number: 07-2025-IT013

TABLE OF CONTENTS

1.0 INTENT AND BACKGROUND ............................................................................................................... 4

2.0 GENERAL INFORMATION .................................................................................................................... 4

2.1 IFB SCHEDULE.....................................................................................................................................4

2.2 VENDOR QUESTIONS .......................................................................................................................... 4

2.3 ADDENDA .............................................................................................................................................. 5

2.4 OFFER SUBMITTAL...............................................................................................................................5

2.5 BASIS FOR REJECTION........................................................................................................................ 6

2.6 LATE OFFERS ....................................................................................................................................... 6

2.7 NON-RESPONSIVE OFFERS ................................................................................................................ 6

2.8 NOTICE TO VENDORS..........................................................................................................................6

2.9 VENDOR REGISTRATION WITH THE SECRETARY OF STATE .......................................................... 7

2.10 VENDOR REGISTRATION AND SOLICITATION NOTIFICATION SYSTEM........................................ 7

2.11 E-PROCUREMENT SOLICITATION..................................................................................................... 7

2.12 POSSESSION AND REVIEW ............................................................................................................... 7

2.13 BEST AND FINAL OFFERS (BAFO) .................................................................................................... 7

2.14 AWARD ................................................................................................................................................ 8

2.15 POINTS OF CONTACT ........................................................................................................................ 8

2.16 NC SUBSTITUTE W-9 PROCESS FROM THE OFFICE OF THE STATE CONTROLLER .................... 8

2.17 VENDOR REMITTANCE ADDRESS ..................................................................................................... 9

3.0 SPECIFICATIONS ................................................................................................................................. 9

3.1. VENDOR STANDARD AGREEMENT(S)................................................................................................ 9

3.2. VENDOR UTILIZATION OF WORKERS OUTSIDE U.S. ........................................................................ 9

3.3. E-VERIFY ............................................................................................................................................ 10

3.4 SECURITY SPECIFICATIONS ........................................................................................................... 10

3.5 ENTERPRISE ARCHITECTURE SPECIFICATIONS........................................................................... 12

3.6 CONTRACT TERM.............................................................................................................................. 12

3.7 SPECIFICATIONS ............................................................................................................................... 12

3.8 TEMPLATE SPECIFICATIONS ............................................................................................................ 13

3.9 SECURE DATA STORAGE AND TRANSFER SPECIFICATIONS ..................................................... 13

3.10 PRINTING AND MAILING SPECIFICATIONS ................................................................................... 14

3.11 TRANSPORATION AND IDENTIFICATION....................................................................................... 15

3.12 DELIVERY AND TIMELINE SCHEDULE ............................................................................................ 16

4.0 FURNISH AND DELIVER .................................................................................................................... 17

4.1 INVOICES & PAYMENT SCHEDULE .................................................................................................... 22

5.0 ADDITIONAL INFORMATION.............................................................................................................. 23

5.1. HISTORICALLY UNDERUTILIZED BUSINESSES ............................................................................... 23

Page 2 of 38

Version June 30, 2025

IFB Number: 07-2025-IT013

6.0 DEPARTMENT OF INFORMATION TECHNOLOGY INSTRUCTIONS TO VENDORS ....................... 23

7.0 DEPARTMENT OF INFORMATION TECHNOLOGY TERMS AND CONDITIONS .............................. 26

Page 3 of 38

Version June 30, 2025

IFB Number: 07-2025-IT013

1.0 INTENT AND BACKGROUND

The intent of this Invitation for Bid (IFB) is to obtain pricing for and procure a qualified Vendor to provide

The North Carolina Department of State Treasurer (NCDST), Retirement Systems Division (RSD) with

issuance, printing, mailing of the State of North Carolina 1099R and W-2 Forms (tax documents) to be

sent to retirees and certain disability recipients of the North Carolina Retirement Systems Division each

year. The awarded Vendor must provide the NCDST with envelopes, paper, printing, sorting, filing,

adhering provided postage, and mailing of the tax documents.

This shall be an Agency Specific Term Contract, whereas the quantity of goods or services is

undetermined. Quantities are estimates only and the NCDST shall only be responsible for items ordered

and received. No minimum or maximum quantities are guaranteed. The NCDST reserves the right to

increase or decrease the quantities, as needed, as a result of usage and/or budgetary restrictions. Bids

shall be submitted in accordance with the terms and conditions of this IFB and any addenda issued

hereto. Services will be provided in accordance with the terms and conditions of this IFB.

The NCDST RSD administers the public employee retirement systems for more than one million active

and retired public employees and benefit recipients. NCDST RSD issues tax documents IRS forms

1099R and W-2 for retirees and certain disability benefit recipients to execute fiscal and operational

responsibilities and to provide annual tax information, including income received from the North Carolina

Retirement System for a given tax year.

2.0 GENERAL INFORMATION

2.1 IFB SCHEDULE

The table below shows the intended schedule for this IFB. The NCDST will make every effort to adhere

to this schedule.

Event

Issue IFB

Submit Written Questions

Provide Response to Questions

Submit Bids

Contract Award

Responsibility

State

Vendor

State

Vendor

State

Date and Time

February 19, 2026

February 26, 2026 at 10:00AM EST

March 3, 2026

March 12, 2026 at 2:00PM EST

May 1, 2026

2.2 VENDOR QUESTIONS

All inquiries regarding the solicitation specifications or requirements are to be addressed to Taryn

Madden via the Ariba Sourcing Tool’s message board or by email at Taryn.Madden@nctreasurer.com.

Vendor(s) contact regarding this Solicitation with anyone other than the contact person listed on Page

One of this Solicitation may be grounds for rejection of said Vendor’s offer.

Written questions concerning this Solicitation will be received until February 26, 2026 at 10:00AM Eastern

Time. They must be submitted to the contact person listed on Page One of this Solicitation. Please enter

“Questions Solicitation IFB# 07-2025-IT013” as the subject for the message.

REFERENCE

IFB Section,

Page Number

Page 4 of 38

VENDOR QUESTION

Version June 30, 2025

IFB Number: 07-2025-IT013

2.3 ADDENDA

If written questions are received prior to the submission date, an addendum comprising questions

submitted and responses to such questions, or any additional terms deemed necessary by the NCDST

shall become an Addendum to this IFB and provided via the State’s Ariba Sourcing Tool. Vendors’

questions posed orally must be reduced to writing by the Vendor and provided to Taryn Madden as

referenced in Section 2.2 above. Oral answers are not binding on the NCDST.

Critical updated information may be included in these Addenda. It is important that all Vendors responding

to this IFB, periodically check the State’s Ariba Sourcing Tool for any and all Addenda that may be issued

prior to the offer opening date.

2.4 OFFER SUBMITTAL

Due Date: On or Before Thursday, March 12, 2026

Time:

2:00PM Eastern Time

The North Carolina Department of State Treasurer will be conducting the live bid opening over Microsoft

Teams. Below is the information for this procurement’s bid opening scheduled for Thursday, March 12,

2026, at 2:00PM ET. Join on your computer or mobile app. Join with a video conferencing device.

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/21700013009812?p=WSQWZIt8EGFb6KQ241

Meeting ID: 217 000 130 098 12

Passcode: ud6wL9bf

Need help? | System reference

Dial in by phone

+1 984-275-3153,,204676730# United States, Raleigh

Find a local number

Phone conference ID: 204 676 730#

For organizers: Meeting options | Reset dial-in PIN

________________________________________________________________________________

IMPORTANT NOTE: Vendor shall bear the risk for late submission due to unintended or unanticipated

delay. Vendor must include all the pages of this solicitation in their response. It is the Vendor’s

sole responsibility to ensure its offer has been delivered by the specified time and date of opening. Any

bid delivered after the bid deadline will be rejected.

Offer Submission Details:

Sealed offers, subject to the conditions made a part hereof, will be received until 2:00PM Eastern Time

on the day of opening and then opened, for furnishing and delivering the commodity as described herein.

Offers must be submitted with the Execution page signed and dated by an official authorized to bind the

Vendor’s firm. Failure to return a signed offer shall result in disqualification.

Attempts to submit a bid via facsimile (FAX) machine, telephone or email in response to this IFB

shall NOT be accepted.

a) Submit one (1) signed, original electronic offer through the Ariba Sourcing Module.

b) The Ariba Sourcing Module document number is: WS1733029387

Page 5 of 38

Version June 30, 2025

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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