The Generation, Printing and Mailing of Tax Slips for Non-pay Taxable benefits

AAFC has a legal obligation under the Income Tax Act to provide employees, farmers and contractors who have received a taxable benefit from the department a formal tax slip every calendar year.

AAFC requires the services of a company to generate print and mail up to six different types of tax slips for non-pay taxable benefits on behalf of Agriculture and Agri-Food Canada in accordance to Canada Revenue Agency (CRA) and Revenue Quebec (RQ) standards.

In February of each year, AAFC issues four tax slips (T4A, AGR-1, Relevé 1, and Relevé 21) to Canadian producers and employees who have received tax benefits over the course of the previous calendar year. The (T4A, AGR-1, Relevé 1, and Relevé 21) tax slips must be received by recipients no later than February 28th of each year.

In addition, in March of each year AAFC issues two tax slips (T1204, and T4ANR) to Canadian and non-resident companies who have received tax benefits over the course of the previous calendar year. The T1204 and T4ANR tax slips must be received by recipients no later than March 31st of each year.

The Contractor will be required, through their secure system, to import data from multiple files sent from AAFC (in xml and txt format) containing recipients’ tombstone and financial data (Protected B information) for each one of the tax slips. The Contractor’s system will be required to exchange information (i.e. receive electronic data and documents from AAFC) to process. With the electronic data and documents provided by AAFC, the Contractor will be required to produce a record for each tax recipient according to Canada Revenue Agency (CRA) and Revenue Quebec standards. The Contractor will then be required to print and mail up to 6 different tax slips for an anticipated production volume of +/-45,000 slips per calendar year by the deadlines mentioned above.

This contract has a total limitation of expenditure not to exceed $200,000.00 plus applicable taxes including the contract period and option periods.

There is a security requirement associated with completing the statement of work. The contractor must meet the security requirements and submit evidence of security clearance within their bid submission.

At the date of bid closing, the contractor must possess and provide evidence of a valid Designated Organization Screening (DOS), issued by the Canadian Industrial Security Directorate (CISD), Public Works and Government Services Canada (PWGSC), with approved Document Safeguarding (DSC) at the level of PROTECTED “B” and Contractor personnel requiring access to PROTECTED information, assets or sensitive work site(s) must EACH hold a valid RELIABILITY STATUS, granted or approved by CISD/PWGSC.

The Contractor MUST NOT utilize its Information Technology systems to electronically process, produce or store PROTECTED information and/or perform production until the CISD/PWGSC has issued written approval. After approval has been granted or approved, these tasks may be performed at the level of PROTECTED “B”.

Refer to Appendix G for a copy of the Security Requirements Checklist and AAFC’s IT security requirements for the contract.