NSF 1099 Services

This RFQ is hereby extended to Friday, September 18, 4:00pm EDT This RFQ will be awarded on a best value to the Government of technical, price, and past performance. Each vendor must supply three past performance references with contact information. This RFQ is extended to include the questions asked by vendors and the answers provided by the Government. The Q&A is below. 1. Is there any requirement for a local presence at your facility a. No, for the contact the 1099 file was usually sent to the vendor for processing and mailing in the ASCII format. 2. Will meeting be held by teleconference or in person? a. The National Science Foundation (NSF) can accommodate either methods. 3. Is this a one time, one-year event or will multiple years? a. This one year contact is created for the purpose of creating and mailing 1099s. In addition address validation and TIN matching is included and need to be done before the mailing and the IRS 1099 mailing deadline. 4. What is the volume? How many NSF's 1099 and W-9 recipients are there? a. This contact does not include the production of W-9 b. there are an estimated 11,000 1099s to be validated, matched, produced and mailed. c. The vendor will deliver the completed 1099s to the NSF contracted United States Post Office in Merrifield, VA. 5. Reference Item 13: Would the "soft copy of all mailings" be provided to NSF through a graphical user interface (GUI) or a text delimited data file or both? a. The soft copy of the mailing should be as a pic, jpeg, adobe, etc. on disc. If the vendor wish to provide the information using a GUI on a temporary basis that is okay as long as the data is protected by some type of encryption technology. NSF will prefer the data on a disc for historical records. 6. Are the data files (ASCII delimited text format, bulk files, 1099 files, sampling [files], bulk files) identified in questions 6, 6a, 8a, 9 and 10 formatted the same or differently? a. The files mentioned above are the same and will be in ASCII. This is a bulk file and in the past was delivered to the vendor via an internet protocol download. The new vendor is open to suggest other delivery options. 7. Are the files shared between the NSF and vendor in record or XML format? a. NSF will send a bulk file to the vendor using ASCII format. Samples or views of the completed 1099s will be delivered to NSF using jpeg, pic, adobe, or vendor recommended format with NSF agreement. 8. Is the list provided to the NSF in question 7 and 8a hard copy report, data file, or a graphical user interface, or some combination of these forms? a. NSF would like both a hard copy and excel of the report. The vendor can make recommendation on the best method with NSF agreement and approval. 9. The Vendor's computers and application are separated and not connected to the NSF's computer and application? a. This is correct, this is an external process 10. In regards to the change date of 9/2/09, it states, "The offeror shall propose a price for these services bassed on the criteria set out in this RFP. " Where is the RFP located or is the RFP the 15 questions. a. The RFP is the 15 questions. 11. Which type of 1099 forms is NSF requesting? Example: 1099-Misc, 1099-Div, 1099-R and 1099_Int. a. 1099 -Misc 12. Who are the 1099 forms provided to? Example: Consultants, Contactors, etc a. The 1099 are for vendors i. Individual businesses ii. Individuals iii. Consultants b. Any disbursement made by NSF for services over $600.00 as required by the United State Internal Revenue Service. c. The forms are to be delivered to the Merrifield, Virginia Post Office for mailing 13. How many Form 1099 and are these forms other than form 1099-MISC? a. There is an estimate 11,000 1099-MISC forms to be created b. We will need both 1099s and B-notices 14. How many B-notices in the past two-years? a. This will be the first year NSF will be issuing B-notices, from last years CP2100 there are about 122 incorrect TIN and/or Names. 15. IS the service provided at year-end only with data from only one system (i.e. one file sent at year end)? a. This data will be coming from only one system the NSF core financial system. This service is for the 2009 tax year and should be done in time for the IRS mailing deadline in February; this is for the specified services and is not an on-going contact throughout the year. 16. Does NSF reconcile withholding on the Forms 1099 to the Form 945, and since not listed, does NSF file the Form 945? a. NSF does not reconcile to the Form 945 nor do we file the form. 17. Any Prohibition of utilizing Region 10 (India) resources? a. Due to restrictions set out under the Privacy Act, no we cannot use such resources. 18. Is the bidder to include in the proposal any known out of pocket expense, such as software licensing fee, paper, postage, etc? a. We pay for the postage of the 1099's through contacting with the United States Post Office. Any other expense incurred by the vendor is on the vendor and at the vendor's discretion to include in the bid or not. 19. Confirm that is not a small business set aside and is full and open a. This is not a small business set aside 20. For item 2 of the SOW, can NSF provide the field description for the file format used to transmit data from the NSF system to the 1099 processor a. The file is ASCII delimited text format, Record Size = 1650, Block Size = 26,400 21. Please describe the process NSF currently uses or has used in the prior year 1099 reporting to identify all non-incorporated service providers with payment greater than $600. a. NSF Financial accounting system create an ASCII delimited text format based past vendor specification for the creation of 1099s. It has edits in it systems to calculate disbursements per TIN over $600.00, TIN number range based on IRS TIN specifications, Object class and vendor type individual or Institutions. These clause are included in this RFQ and will be incorporated in the award. 52.224-1 Privacy Act Notification 52.224-2 Privacy Act