158-27-048 Tax Reporting Solution

The Virginia Retirement System is soliciting bids for a tax information reporting and filing solution under IFB 158-27-048, with bids due September 16, 2026 at 10:00 AM EST (extended from September 9 via Addendum 01). Award will be made to the lowest responsive and responsible supplier; a Small Business Subcontracting Plan with a Commonwealth goal of 42% purchases from DSBSD-certified small businesses is a required condition of award.

The scope requires processing approximately 326,100 annual tax forms—270,000 Form 1099-R, 56,000 Form W-2, and 100 Form 1099-MISC/NEC filings, plus approximately 100 correction forms annually. The supplier must support secure data ingestion from VRS systems, data validation, electronic filing with the IRS, Social Security Administration, and Commonwealth of Virginia tax authorities, and generation of recipient copies in PDF format, all without requiring VRS to use the vendor's payroll or payment platform. SOC 2 Type II certification and IRS authorization for electronic filing are mandatory qualifications. The supplier must comply with Commonwealth of Virginia data security standards, including encryption of data in transit and at rest, secure authentication and access controls, and incident response procedures, and must successfully complete a VRS security compliance review before award.

Pricing is structured as fixed unit pricing per form type plus one-time implementation costs. The contract term is three years from award with two optional one-year renewal periods. The supplier must maintain workers' compensation insurance, employer's liability insurance of $100,000, and commercial general liability insurance of $1,000,000 per occurrence, with the Commonwealth named as an additional insured. Invoices are submitted directly to VRS Accounts Payable with payment due within 30 days. The Commonwealth exempts sales from state sales tax.

A virtual pre-bid conference is scheduled for September 2, 2026 at 11:30 AM EST. Questions are due by September 8, 2026 at 12:00 PM EST to Kim Palmer at kpalmer@varetire.org. Public bid opening occurs virtually on September 16, 2026 at 11:00 AM EST. Bids must be submitted electronically through eVA, by mail, or hand-delivered to 1200 East Main Street, Richmond, VA 23219. Bidders must acknowledge Addendum 01 either prior to bid due date or attached to their submission. Late, unsealed, faxed, or emailed bids will not be accepted. All bids must be submitted on the official state form with no modifications to VRS's terms and conditions.