IRS 1098-T Reporting Services

Seeking a provider for annual IRS 1098-T reporting services, including data handling, student mailings, and system support, for a five-year contract in Albany, New York.

Submit proposals electronically via email
Submit signed and notarized proposal
Submit Cost Proposal Worksheet as a separate document with no cost mentioned in the main proposal
Meet all mandatory requirements and qualifications
Address all points and questions in the RFP
Provide a clearly readable proposal
Submit all requested information in written form, complete and accurate
Indicate any deviations from technical specifications
Proposal must be fully and properly executed by an authorized person and notarized
Complete and submit Summary Information Form (Page 1 of RFP)
Complete and submit Attachment 1: Notary Acknowledgement Form
Complete and submit Attachment 2: Proposal Submission Checklist
Complete and submit Attachment 3: Submission Identification Form
Complete and submit Attachment 4: Cost Proposal Worksheet
Complete and submit Attachment 5: Procurement Lobbying Act Certification
Complete and submit Attachment 6: Non-Collusive Bidding Certification
Complete and submit Attachment 7: Diversity Practices Questionnaire
Complete and submit Attachment 8: NYS Finance Law § 139-1 Certification
Complete and submit Attachment 9: NYS Human Rights Law Executive Order 177 Certification
Complete and submit Attachment 10: NYS Subcontractor Identification Form
Complete and submit Attachment 11: NYS Executive Order 16 Certification / Russia Attestation
Complete and submit Attachment 12: Compliance Matrix
File required Vendor Responsibility Questionnaire online or submit a paper copy
Submit Form 7557-104: Equal Opportunity Policy Statement
Submit Form 7557-107: MWBE Utilization Plan
Submit Form 7557-108: EEO Staffing Plan
Agree to confidentiality/security provisions for SUNY information, including SSN/TIN
Perform all services at vendor's site through a secure link
Provide three references from organizations currently or formerly provided IRS Form 1098-T services, with at least one from a university or university system
Maintain network security including firewalls, intrusion detection, vulnerability assessments, and a data security plan
Maintain mandatory procedures for information security incident response
Comply with New York State Information Security Breach and Notification Act (ISBNA)
Comply with European Union General Data Protection Regulation (GDPR) and European Artificial Intelligence Act (Regulation (EU) 2024/1689)
Comply with Gramm-Leach-Bliley Act (GLBA) and Federal Trade Commission's Safeguards Rule (16 CFR Part 314)
Comply with HIPAA if applicable
Comply with NYS Personal Privacy Protection Law
Provide a Higher Education Community Vendor Assessment Tool (HECVAT) spreadsheet report
Provide a SOC 2 Type 2 report or ISO/IEC 27001:2022 certification
Address ability to provide security through multiple data access methods
Provide annual reports/certifications within 15 days of final issuance
Provide bridge letter for reports/certifications with end date greater than 90 days from receipt
Have an equal employment opportunity policy statement
Not discriminate against employees or applicants based on protected characteristics
Submit EEO Staffing Plan, Form 7557-108
Submit MWBE Utilization Plan, Form 7557-107
Comply with State Finance Law § 139-l regarding sexual harassment prevention policy and training
Maintain Professional Liability Policy of $1,000,000.00
Maintain Workers Compensation, Disability Benefits, and Paid Family Leave Coverage
Maintain General Liability Insurance with limits of $1,000,000.00 per claim and $2,000,000.00 aggregate, naming SUNY as additional insured
Maintain Business Automobile Liability insurance with a combined single limit of $2,000,000.00, naming SUNY as additional insured
Maintain Data Breach and Privacy/Cyber Liability insurance with a minimum of $10,000,000 each occurrence
Provide students with ability to view/print their 1098-T
Accept State-operated campus files based on IRS Publication 1220 specifications
Check student addresses for accuracy and update using postal software, pre-sort files, and assign bar codes for postal discounts
Generate, print, insert, seal, and mail IRS Form 1098-T to students with unique return addresses and 'IMPORTANT TAX INFORMATION' phrase
Accept correction batches and send updated IRS Form 1098-T notices to students
Store corrected 1098-T data and submit to IRS by February 28th (paper) or March 31st (electronic)
Create and provide archive files for State-operated campuses for 2023, 2024, and 2025 calendar years
Send regular IRS updates (corrections, additions, deletions) after initial submission
Create reports on website usage, initial file status, update/correction file status, and email notifications
Provide one hard copy of campus-specific IRS Form 1098-T (no student data) for each campus
Maintain a secured website for campus staff with unique access codes and passwords, including ability to add/update/delete students, request/reprint 1098-T, and provide prior year 1098-Ts
Provide phone and email support
Provide a detailed timeline of events on or about October 1st
Provide electronic error lists
Provide a 'user' handbook

$1,000,000 – $2,000,000

RFP Release Date: March 26th, 2026

Questions due: April 9th, 2026, at 5:00 PM EST

Answers provided on approximately: April 16th, 2026

Proposal Due Date and Time: April 23rd, 2026, by 5:00 PM EST

Anticipated Contract Start Date: September 1st, 2026

Testing Period: Vendor needs to be ready to accept test data starting October 13th, 2026, and provide results prior to December 15th, 2026

Mailing or providing electronically of IRS Form 1098-T To Students: Required by January 31st each year

Send initial set of IRS Form 1098-T Records: Required by February 28th each year if filing paper forms, otherwise by March 31st each year if filing electronic forms (extended by 30 days if extension granted by IRS)

State University of New York

Organization overview and procurement intelligence available on paid plans.

A government authority in Albany, New York is seeking a vendor to provide IRS 1098-T reporting services. The selected company will be responsible for ensuring that IRS Form 1098-T is mailed to students by January 31 each year, as mandated, and for submitting the required electronic filing information to the Internal Revenue Service by March 31 annually.

Services include exchanging electronic data files, manipulating and reporting data, providing phone and email support, and maintaining a website to facilitate additions, updates, and deletions. The anticipated contract term is five years. Interested parties should submit all questions regarding the RFP no later than April 9, 2026.

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