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

September 9, 2026
INFORMAL REQUEST FOR PROPOSAL
PA038-26
The Gwinnett County Board of Commissioners is soliciting competitive sealed proposals from qualified
service providers for the Provision of 1099 Processing Services on an Annual Contract with four (4) options
to renew for the Department of Financial Services.
Proposals must be returned in a sealed container marked on the outside with the Request for Proposal
number and Company Name. Proposals will be received until 2:50 P.M. local time on October 2, 2026 at the
Gwinnett County Financial Services - Purchasing Division - 2nd Floor, 75 Langley Drive, Lawrenceville,
Georgia 30046. Any proposal received after this date and time will not be accepted.
The proposal opening will be virtual ONLY. To access the proposal opening virtually, visit this link. A list of
firms submitting proposals will be available the following business day on our website
www.GwinnettCounty.com. Questions regarding proposals should be directed to Blake Christopher,
Purchasing Associate II at Blake.Christopher@GwinnettCounty.com or by calling 770-822-8820, no later than
10:00 A.M. local time on September 18, 2026.
Successful service provider will be required to meet insurance requirements. The Insurance Company must
be authorized to do business in Georgia by the Georgia Insurance Department and must have an A.M. Best
rating of A-7 or higher.
Proposals are legal and binding upon the vendor when submitted. One (1) unbound 8 12" x 11" single sided
marked "original", four (4) exact copies minus the fee proposal, one (1) electronic copy on a flash drive
(labeled Technical), one (1) copy of the fee proposal should be submitted. Fee Schedule should be submitted
in a separate sealed envelope.
Gwinnett County does not discriminate on the basis of disability in the admission or access to its programs
or activities. Any requests for reasonable accommodations required by individuals to fully participate in any
open meeting, program or activity of Gwinnett County Government should be directed to the ADA Coordinator
at the Gwinnett County Justice and Administration Center, 770-822-8165.
The written proposal documents supersede any verbal or written prior communications between the parties.
Selection criteria are outlined in the request for proposal documents. Gwinnett County reserves the right to
reject any or all proposals to waive technicalities and to make an award deemed in its best interest.
Award notification will be posted after award on the County website, www.gwinnettcounty.com and
companies submitting a proposal will be notified via email.
We look forward to your proposal and appreciate your interest in Gwinnett County.
Blake Christopher
Purchasing Associate II
The following pages should be returned with your quote: Fee Schedule, Pages 8-9
References, Page 10
Contractor Affidavit, Page 15
Code of Ethics, Page 16

PA038-26 Page 2
I. Introduction
Gwinnett County is soliciting quotes from qualified service providers for the provision of
comprehensive 1099 services, including processing of 1099 data provided through the County's
Oracle system of record, form generation, printing, mailing, electronic deliver, corrections and
reprints and support for applicable federal and state reporting and compliance requirements.
II. Scope of Work
The selected service provider must be able to meet the following requirements:
A. General Requirements
* The service provider must have a proven track record delivering 1099 services
(100,000+ annually).
* Service provider must begin implementation work immediately upon contract
execution. The solution must be fully implemented and functional no later than
December 1, 2026.
B. Service Requirements
Service Description
Print & Mail Recipient Copies Must meet IRS deadline
E-Filing with IRS (IRIS) Must meet IRS e-file deadline
Tax Identification Number (TIN) Pre-filing TIN matching with IRS database
Matching
B Notice Handling First and second B Notice tracking, TIN
solicitations
Recipient Reissues Reprint or resend upon request
Online Access for Recipients Secure portal for self-serve form download
Electronic Consent Tracking Compliance with IRS e-delivery rules
Correction Handling Submit corrections to IRS and re-send to
recipients
Security and Protection of Taxpayer Meet or exceed standards in IRS Pub. 1075
Information
C. 1099 Processing and Form Generation
* Receive and process 1099 data files through an Oracle-standard file supplied by
Gwinnett County.
* The Supplier must be capable of processing Oracle-standard 1099 information
without requiring the County to develop or maintain a Supplier-specific file format,
custom extract, or proprietary data transformation.
* Process the applicable Oracle-generated 1099 data and generate accurate, IRS-
compliant 1099 forms, including, but not limited to, 1099-MISC and 1099-NEC.
* The Supplier shall be responsible for identifying and communicating any required
data elements, file specifications, or technical requirements that are not included in
the standard Oracle 1099 output.
* Support corrections, reprints, voids, and replacement forms, of the following 1099-
NEC, 1099-MISC, and 1099-S.
D. Social Security Numbers (SSNs) and TINs Masking/Truncation
* All SSNs/TINs must be truncated on printed and electronic forms to display only the
last four digits, replacing the remaining digits with masking characters (e.g., X or *).
per IRS and Gwinnett County privacy standards.
o SSN: XXX-XX-1234, ***-**-1234
o TIN: XX-XXX1234, **-***1234

PA038-26 Page 3
E. Printing and Mailing
* High volume printing of 1099s on IRS-approved forms.
* Folding, stuffing, and mailing via USPS First Class or approved similar delivery.
* Returned mail handling and reporting.
* Gwinnett County will issue payment for satisfactory services performed once per
month per the contracted rate schedule. As an option, estimated postage (only) may
be paid in advance for a mutually agreed upon period of time (i.e. 2 weeks, 4 weeks,
etc.). Advance payments will be issued to cover estimated postage charges prior to
each time period.
F. Electronic Delivery
* Provide a secure online portal for recipients to access their 1099s electronically.
o Must support multi-factor authentication, email notifications, and
download tracking.
o Portal must remain available for at least 3 years from issuance of 1099.
G. IRS Filing
* E-file of 1099s directly to the IRS.
* Provide confirmation of successful filings.
H. B Notice and TIN Matching Support
* Support for handling backup withholding notices (B Notices) if required.
* Ability to assist with TIN matching processes as needed.
I. Reporting & Support
* Administrative portal or dashboard for County staff to:
o Track form status
o Run reports
o Request reprints or resend notifications
* Support must be available during normal business hours (8:00 A.M - 5:00 P.M. local
time)
J. Security & Compliance
* Must meet or exceed standards in IRS Pub. 1075 and industry best practices.
* Solution must support data encryption at rest and in transit.
* Must meet all applicable Security Requirements for Purchase Standards enclosed.
* Maintain insurance per the attached Gwinnett County requirements.
K. Implementation Timeline
* Implementation must start immediately upon contract execution.
* All systems and integrations must begin work upon contract execution with final
testing and validation completed by December 1, 2026.
III. Proposal Submission Instructions
Service providers are asked to read the request for proposal carefully to ensure that the specific
requirements of this request are addressed and all requested information is submitted. Proposing
service providers will be evaluated and scored based on the information provided in the proposals
as it relates to this request. The service provider's proposal should be organized in the order and
format described below.

PA038-26 Page 4
Service providers are encouraged to submit clear and concise responses, and excessive length or
extraneous information is discouraged. In an effort to ensure the ability to evaluate and choose a
successful service provider for this project, respondents are encouraged to be responsive to the
specific range of issues requested in this solicitation. Submission of excessive "boiler plate"
information, including sales brochures, is discouraged. Service providers should not submit website
links in lieu of written responses. Website links and any information contained within may not be
reviewed or considered by the County.
A. Vendor Experience
Provide a narrative description of the service provider's history, purpose, range of
services, resources, and past and current business activities. In the latter area, describe
in detail the service provider's experience in processing 1099s and providing audit
support. Describe any special capabilities of the service provider, such as resources,
programs or practices that set it apart from other service providers.
B. IRS Compliance & Reporting Accuracy
* Describe how the service provider adheres to IRS deadlines, formatting,
publications, and compliance (1179, 1220, 1281).
* Describe how the service provider properly handles the corrections and validation
process.
* How does the service provider ensure compliance with current IRS e-filing
requirements for 1099 forms?
* Describe the service provider's process for validating file formats and rejecting
incorrect submissions.
C. Data Security & Certifications
* Describe the service providers controls for protecting sensitive data such as
SSNs and TINs during transmission, processing, and storage.
* Explain the service providers approach to truncating SSNs and TINs on printed
1099 forms to meet confidentiality and privacy standards.
* How does the service provider handle and secure physical copies of sensitive
documents?
* What encryption standards does the service provider use for data in transit and
at rest?
* Is the service provider SOC 2 Type II certified or compliant with similar security
standards? Please explain and provide supporting documentation.
D. Service Capabilities (End-to-End)
* Backup withholding support
* Describe the service provider's end-to-end process for printing and mailing 1099
forms.
* How does the service provider ensure accurate matching of payee data for both
printing and electronic filing?
* What is the service provider's typical turnaround time from file receipt to mailing
and e-filing?

PA038-26 Page 5
* Can the service provider support multiple 1099 form variants (1099-MISC, 1099-
NEC, 1099-Setc.)?
* What file formats and data transmission methods does the service provider
support for receiving 1099 data files?
* Does the service provide an API or web portal for submitting data and tracking
job status?
* How does the service provider handle errors or rejections in the e-filing process?
What is the correction workflow?
* Describe the service provider's disaster recovery and business continuity plans.
* What types of reports does the service provider produce post-printing and e-filing
(e.g., mailing confirmations, IRS acknowledgments)?
* Describe the service providers end-to-end process for managing IRS B Notices on
behalf of clients.
* Do the service provider handle both First and Second B Notices? If so, how does
the service provider differentiate the handling of each?
* Does the service provider perform TIN matching (against IRS records) before
1099 forms are filed?
* If yes, please describe the TIN matching process and how it reduces B Notice
volume.
* How and when does the service provider notify clients upon receiving a B Notice
from the IRS?
* Does the service provider assist with generating B Notice letters to payees, and
are they compliant with IRS publication 1281?
* Does the service provider facilitate the collection of corrected TINs/W-9s from
payees?
* Can the service provider track and report which payees have responded and
which have not?
* How does the service provider support backup withholding requirements if a
payee does not respond to a B Notice?
* Can the service provider's system flag payees for withholding and generate the
necessary documentation?
* How long does the service provider retain records related to B Notices and
responses?
* Can the service provider produce reports or audit trails showing actions taken for
each B Notice?
E. Customer Support & Responsiveness
* Does the service provider have an accessible and knowledgeable support team?
Please explain.
* What is the average response time?
* How does the service provider communicate with the County and with clients?
* How does the service provider handle customer support and issue escalation?

PA038-26 Page 6
* Has the service provider assisted clients during an IRS audit related to B Notice
follow-up? If so, describe the support provided.
F. References
Provide a minimum of three (3) references from recent engagements of similar size and
work. The reference form attached to the proposal document specifies what details to
include.
G. Cost
Please complete the attached Fee Schedule and submit in a separate sealed envelope with
"PA038-26 fee proposal" and the service provider's name written on the outside. This can be
submitted in the same container but should not be included in the technical proposal
documents. Please note that ALL costs associated with these services MUST be included in
the hourly rates including but not limited to travel, supplies, etc. The County will not pay any
fees outside of what is listed on the Fee Schedule.
IV. Review and Rating of Evaluation Criteria
Gwinnett's evaluation committee will review the proposals. Proposals will be evaluated based on
their relative responsiveness to the criteria described above and with those criteria's values
weighted as shown below:
Phase 1 Criteria Points Allowed
A Vendor Experience 5
B IRS Compliance & Reporting Accuracy 15
C Data Security & Certifications 15
D Service Capabilities (End-to-End) 35
E Customer Support & Responsiveness 15
F References 5
Subtotal 90
Phase II
G Fee Proposal 10
Subtotal 100
Phase III
H Optional Interview 10
TOTAL 110
Basis of Short-Listing / Selection
Phase I - Initially, proposals will be evaluated based on relative responsiveness to the criteria
described above and will be scored based on the point values as shown. Please note that
references, and subsequent reference checks, are a required component of Phase I scoring.
Phase II - Service providers may be short-listed for further consideration. The Proposal Fee
Schedules of the short-listed service providers from Phase I will be opened, reviewed, and scored
with the lowest cost receiving the most points and the other service providers receiving
proportional points based on the differences in proposal costs.
Phase III - At the County's discretion, or as deemed in the County's best interest, service providers

PA038-26 Page 7
may be short-listed a second time for an interview. At this time, the County may request further
information, explanations, clarifications, presentations, interviews, or meetings with some or all of
the remaining service providers.
If interviews are necessary for selection, details on the scoring criteria for interviews will be
provided along with notification of the scheduled interview.
All presentations/interviews will be the sole responsibility of the service provider and at no cost to
the County.
If an agreement with the highest ranked service provider cannot be reached, the County may then
negotiate with the second-ranked service provider and so on until a satisfactory agreement has
been reached.

PA038-26 Page 8
FAILURE TO RETURN THIS PAGE AS PART OF YOUR QUOTE PACKAGE MAY RESULT IN REJECTION OF QUOTE.
FEE SCHEDULE
APPROX
ITEM
ANNUAL DESCRIPTION
UNIT PRICE TOTAL PRICE
#
QTY
1. 3,000 each 1099 Form Processing, including print, mail, and e-file $ $
2. 30 each B Notice Handling, including all solicitations and tracking $ $
Correction Handling, including re-filing with the IRS and
3. 30 each $ $
resending to the recipient
4. 12 months Portal access for Recipients on a monthly basis $ $
5. 1 each Annual Support and Maintenance $ $
TOTAL $
Gwinnett County requires pricing to remain firm for the duration of the initial term of the contract.
Failure to hold firm pricing for the initial term of the contract will be sufficient cause for Gwinnett
County to declare quote non-responsive. Contract to begin upon award.
Unless otherwise noted, quoted prices will remain firm for four (4) additional 12-month periods.
If a percentage increase/decrease is a part of the renewal options, please note this in the space
provided together with an explanation.
Renewal Option 1: % Increase % Decrease Explanation
Renewal Option 2: % Increase % Decrease Explanation
Renewal Option 3: % Increase % Decrease Explanation
Renewal Option 4: % Increase % Decrease Explanation
Service Provider Name _________________________________________________________________________

PA038-26 Page 9
FAILURE TO RETURN THIS PAGE AS PART OF YOUR QUOTE PACKAGE MAY RESULT IN REJECTION OF QUOTE.
FEE SCHEDULE CONTINUED
The undersigned acknowledges receipt of the following addenda, listed by number and date
appearing on each:
Addendum No. Date Addendum No. Date
Certification Of Non-Collusion in Proposal Preparation
(Signature) (Date)
In compliance with the attached specifications, the undersigned acknowledges all requirements outlined
in the "Instructions to Vendors" and all documents referred to therein. offers and agrees, if this proposal
is accepted by the Board of Commissioners within one hundred twenty (120) days of the date of proposal
opening, to furnish any or all of the items upon which prices are quoted, at the price set opposite each
item, delivered to the designated point(s) within the time specified in the fee schedule.
Legal Business Name
Address
Does your company currently have a location within Gwinnett County? Yes No
Representative Signature
Print Authorized Representative's Name
Telephone Number Fax Number
E-Mail Address
Contact Person (if someone other than the authorized representative listed above)
Telephone Number Fax Number
E-Mail Address

PA038-26 Page 10
FAILURE TO RETURN THIS PAGE AS PART OF YOUR QUOTE PACKAGE MAY RESULT IN REJECTION OF QUOTE.
REFERENCES
Gwinnett County requests a minimum of three (3) references where work of a similar size and scope has
been completed.
Note: References should be customized for each project, rather than submitting the same set of references
for every project bid. The references listed should be of similar size and scope of the project being bid on.
Do not submit a project list in lieu of this form.
1. Company Name
Brief Description of Project
Completion Date
Contract Amount $ Start Dates
Contact Person Telephone
E-Mail Address
2. Company Name
Brief Description of Project
Completion Date
Contract Amount $ Start Date
Contact Person Telephone
E-Mail Address
3. Company Name
Brief Description of Project
Completion Date
Contract Amount $ Start Date
Contact Person Telephone
E-Mail Address
Service Provider Name