Printing and Mailing Services for Tax Forms (1099R & W-2) and Self Mailers

Background
The Virginia Retirement System (VRS), an independent agency of the Commonwealth of Virginia, is seeking bids for printing and mailing services related to tax forms (1099R & W-2) and self-mailers.

The purpose of this Invitation for Bids (IFB) is to establish a two-year term contract with options for three additional two-year renewals. This contract aims to ensure timely and accurate processing of tax documents for VRS beneficiaries.

Work Details
The contractor will provide comprehensive services including printing, processing, and mailing of VRS mass benefit statements and tax documents. Specific requirements include:

1. **1099R/W-2 Combination Mailings**:
- Mail Date: No later than January 15 each year
- Quantity: Approximately 50,000
- Size: 8 1/2” x 11” overall; 8 1/2” x 3 2/3” finished
- Parts: Two forms each
- Ink: Part 1 Front-2 color, Back-1 color; Part 2 Front-2 color, Back-1 color
- Paper: 24# OCR White
- Imaging: Ion deposition at minimum 300 x 300 DPI
- Envelope: White Wove Printed Teal/Inside Tint Window (9 1/8” x 4 1/2”)

2. **1099 Statements**:
- Mail Date: No later than January 15 each year
- Quantity: Approximately 260,000
- Size: Same as above with one part (3-up) and two perfs.

3. **Benefits Notification Changes**:
- Mail Dates: Within 72 hours of receipt or by the 25th of the month information is received, whichever occurs first. Monthly mailings are typical.
- Quantities vary by month (e.g., February: approx. 152,000; August: approx. 230,000) with size specifications of 8” x 10 1/2” overall; self-mailer construction with variable message area.

All mailings must comply with IRS formats and utilize secure file transfer protocols for data handling. The contractor must also provide all paper used for printing, ensuring it meets specified quality standards.

Period of Performance
The contract period is from March 1, 2025, through February 28, 2027, with options for three additional two-year renewals.

Place of Performance
The services will be performed in Richmond, VA.