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Employees Retirement System of Texas Request for Proposals for Transmission to Information Returns Intake System (IRIS) Services RFP No. 26-15697-001
Questions and Answers October 7, 2026
| Question 1 |
| Is the total number of 1099-Rs to be transmitted 150,000? |
Annual filing and recipient-delivery volumes The optional-service pricing tables in Appendix E, Sections D.2 and D.2.a use 150,000 forms. Does this also represent the expected annual volume of original 1099-R returns for electronic filing? Please confirm anticipated annual original-return and correction volumes, the expected print/mail and electronic-delivery quantities, and whether recipient counts differ from form counts.
| Answer 1 |
| ERS anticipates producing approximately 150,000 form 1099-Rs to recipients in the 2026 tax year. |
| Question 2 |
| Optional print and mail: pressure-seal |
Appendix E, Section D.2 lists CASS Validation, IMB, Pressure-Seal, and USPS First Class Postage. Our print/mail processor uses an envelope-based fulfillment process rather than pressure-seal. Is pressure-seal mandatory for respondents offering this optional service, or will ERS accept envelope-based fulfillment that meets the other stated requirements? If acceptable, please confirm how respondents should describe and price that option.
| Answer 2 |
| Respondent shall provide its answer in Appendix E, Section C.4.a. Respondent shall provide its corresponding pricing in Appendix E, Section D.2. The pressure-seal is not required. |
| Question 3 |
| IRIS transmission channel |
RFP Section A.1.b specifies direct transmission through the IRIS Application-to-Application (A2A) API, while Section C.1 references the IRIS Taxpayer Portal. Please confirm that direct A2A transmission satisfies the required scope and that manual Taxpayer Portal submission is not required.
| Answer 3 |
| Yes, ERS confirms that direct A2A transmission satisfies the required scope and that manual Taxpayer Portal submission is not required. ERS seeks a vendor who can provide direct transmission through the IRIS Application-to-Application (A2A) API. Per Appendix E, Section C.4., Respondent shall describe how it will deliver this service. |
| Question 4 |
| Source files and implementation |
Please identify the upstream data source, expected file formats, transfer method, and delivery frequency. Can ERS provide a representative sanitized file and record layout before proposals are due so respondents can assess mapping and validation requirements? Please also identify any required implementation, testing, acceptance, and print-vendor handoff milestones ahead of the 2027 filing season.
| Answer 4 |
| The upstream data source is PeopleSoft custom table. ERS is using fixed file format as per IRS publication 1220. The transfer method is SFTP. For delivery frequency, ERS generates the file annually to send to IRS and the corrected file, as needed. Also, see Answer 5. For the sanitized file, ERS will provide a mock-up file to the selected Respondent. Per Appendix E, Section C.4., Respondent shall explain how it will implement the services for timely filing. |
| Question 5 |
| Corrections to earlier FIRE filings |
For the corrections required by RFP Section C.1, which tax years and correction types are in scope, and what annual volumes are anticipated? Will ERS provide the original filed data, relevant acknowledgments or filing identifiers, and corrected records, including for originals transmitted by another vendor? Please clarify which transmission channel is expected for these historical corrections.
| Answer 5 |
| ERS submits our 1099-Rs ourselves. ERS sends one 1099-R correction file for each of the last five (5) years, including the current reporting year. On the correction files, ERS currently provides the original file year, corrected data, members’ information, and an identifier. ERS could provide the original information submitted to the selected Respondent, if needed. On the last set of correction files sent to the IRS through FIRE, there were a total of thirty (30) records for all five (5) tax years. |
| Question 6 |
| Required pricing structure |
RFP Section E.1 requires all-inclusive pricing that remains firm for the initial four-year term and prohibits assumptions or conditions. What quantities and pricing structure should respondents use for the required electronic-filing services: a fixed annual amount, a per-form rate, or another structure? Please confirm how implementation, recurring charges, and historical corrections should be presented and how ERS will compare total pricing over the four-year term.
| Answer 6 |
| Per Appendix E, Section D.1., ERS asks that Respondent provide its standard pricing. Per RFP Section B.7., ERS retains the right to enter into negotiations with any Respondent on any portion of its Proposal and per RFP Section B.5.a.i. “[b]efore final award, ERS and selected Respondent must mutually agree to the Contract. ERS reserves the right to negotiate the terms of…and/or any other terms.” |
| Question 7 |
| Security due diligence and insurance |
For the SOC 2 Type II report requested under RFP Section B.5.a.ii, does ERS have a minimum observation-period length or maximum report age, and will a bridge letter be accepted where appropriate?
| Answer 7 |
| Generally, ERS prefers SOC-2 Type II reports to be conducted at least every two (2) years. ERS would accept a bridge letter, where appropriate. |
| Question 8 |
| Please also specify the required insurance types and minimum coverage limits under Section C.6. |
| Answer 8 |
| For insurance, ERS requires “sufficient” insurance. See RFP Section C.6. for further information. |
| Question 9 |
| Are the contract terms negotiable? |
| Answer 9 |
| The contract terms in Appendix C are negotiable to a limited extent but may not vary significantly from the terms published with the RFP. |
Questions and Answers Page 1 of 1 Transmission to Information Returns Intake System (IRIS) Services RFP