SaaS Solution for IRS Form 1042-S Compliance and R

Request for
Proposal
Information
BillTo: ShipTo:
TheUniversityofMississippi TheUniversityofMississippi THIS IS NOT AN ORDER
OfficeofProcurementServices OfficeofProcurementServices
P.O.Box 1848 DistributionCenter
University,MS 38677-1848 164JeanettePhillipsDrive
Phone: (662)915-7448 UniversityMS 38677 RFBNumber 4100029005
Email: payables@olemiss.edu Coll.Number RFP 827
Date 07/19/2026
Vendor Address
RequisitionNo. 10207955
NAME: Buyer/Phone Purchasing Dept. / 662-915-7448
STREET ADDRESS: Biddueon 08/20/2026
CITY, STATE ZIP:
PHONE: FAX: PleasereturnthebidrequesttoProcurementServices.
EMAIL: attheaboveaddress. Bidsmustbereturnedinthe
envelopeprovided,oraddressedwith thecollective
VendorBidInformationsubmittedby:
numberandopeningdatedisplayedontheoutsideof
PrintedName _________________________
envelope.
Signature _________________________
DeliveryDateARO _________________________ Page 1of 2
Item Material/Description Quantity UM UnitPrice Amount
IMPORTANT!!! ALL SUBMISSIONS ARE DUE NO LATER THAN
1:00 PM, THURSDAY, AUGUST 20, 2026.
ALL SUBMISSIONS ARE DUE AT:
RFP 827
OFFICE OF PROCUREMENT SERVICES
164 JEANETTE PHILLIPS DR
UNIVERSITY, MS 38677
OUR PREFERRED METHOD OF SUBMISSION IS
ELECTRONICALLY BY FOLLOWING INSTRUCTIONS AT THIS
LINK: https://secure24.olemiss.edu/prelecbids/CurrentBids
IF SUBMITTING VIA PAPER HARDCOPY, YOUR SEALED AND
PROPERLY IDENTIFIED (ATTACHED LABEL AFFIXED TO
OUTSIDE OF PARCEL PACKAGE) BID MUST ARRIVE AT THE
PROCUREMENT SERVICES BUILDING NO LATER THAN THE
STATED DATE AND TIME. PLEASE SEND YOUR PROPOSAL IN
A TIMELY FASHION THAT ALLOWS FOR UNFORESEEN DELAYS
BY YOUR CHOSEN DELIVERY METHOD.
THE UNIVERSITY RESERVES THE RIGHT TO REJECT ALL
PROPOSALS RECEIVED.
YOUR COMPANY IS NOT REQUIRED TO BE A REGISTERED
VENDOR TO SUBMIT A PROPOSAL, HOWEVER, YOUR
INSTRUCTIONSTOVENDOR
GENERALSPECIFICATIONS
(1)Bids-AllbidswillbequotedF.O.B.UniversityorOxford,Mississippi. NobidwillbeconsideredunlessF.O.Btermsareasstatedabove. Allpricesare
tobefirmquotations.See 'GeneralInformationtoBidder'includedwithbidpacket.
(2)Terms-Bidderwillstatetermsofsale. Ourtermsare2%10days,net45days. Thesetermswillapplyunlessotherwisespecified.
(3)Delivery-Bidderwillstateinbiddeliverythatpurchasercanexpectoneachitem.
DETAILEDSPECIFICATIONS
Itistheintentofthesespecificationsparticularlywheremanufacturer'snameand/orcatalognumberisusedtoselectanitemofcomparablematerials
and/ordesign. Itisnottheintenttolimitthebidding,however,allbiddersarecautionedthatthelistedmanufacturer'sstandardsshallbeaminimum. Itisa
requirementthatallbidderswhofurnishquotationsonproductsofmanufacturerotherthanthoselistedshallfurnishwiththeirbidcompleteinformation
togetherwithfullspecificationsofitemstheyproposetofurnish.

Request for
Proposal
Information
BillTo: ShipTo:
TheUniversityofMississippi TheUniversityofMississippi THIS IS NOT AN ORDER
OfficeofProcurementServices OfficeofProcurementServices
P.O.Box 1848 DistributionCenter
University,MS 38677-1848 164JeanettePhillipsDrive
Phone: (662)915-7448 UniversityMS 38677 RFBNumber 4100029005
Email: payables@olemiss.edu Coll.Number RFP 827
Date 07/19/2026
Vendor Address
RequisitionNo. 10207955
NAME: Buyer/Phone Purchasing Dept. / 662-915-7448
STREET ADDRESS: Biddueon 08/20/2026
CITY, STATE ZIP:
PHONE: FAX: PleasereturnthebidrequesttoProcurementServices.
EMAIL: attheaboveaddress. Bidsmustbereturnedinthe
envelopeprovided,oraddressedwith thecollective
VendorBidInformationsubmittedby:
numberandopeningdatedisplayedontheoutsideof
PrintedName _________________________
envelope.
Signature _________________________
DeliveryDateARO _________________________ Page 2of 2
Item Material/Description Quantity UM UnitPrice Amount
COMPANY MUST BE REGISTERED WITH THE UNIVERSITY OF
MISSISSIPPI (UM) IF AWARDED.
TO REGISTER AS A VENDOR WITH UM, PLEASE VISIT
https://olemiss.edu/procurement/vendors/ AND FOLLOW THE
INSTRUCTIONS ON THE WEBSITE.
PLEASE MAKE SURE ALL DOCUMENTS INCLUDE YOUR
CORRECT NAME, COMPANY NAME, AND CONTACT
INFORMATION (ADDRESS, PHONE NUMBER, EMAIL, ETC.).
THIS PURCHASE WILL BE GOVERNED BY THE UNIVERSITY OF
MISSISSIPPI TERMS AND CONDITIONS AS LISTED ON OUR
WEBSITE: http://olemiss.edu/procurement.
SaaS SOLUTION FOR IRS FORM 1042-S COMPLIANCE AND
0001 REPORTING 1 each
PLEASE SEE THE ATTACHED THIRTEEN (13) PAGE
DOCUMENT FOR RFP INSTRUCTIONS AND SPECIFICATIONS.
Total $
INSTRUCTIONSTOVENDOR
GENERALSPECIFICATIONS
(1)Bids-AllbidswillbequotedF.O.B.UniversityorOxford,Mississippi. NobidwillbeconsideredunlessF.O.Btermsareasstatedabove. Allpricesare
tobefirmquotations.See 'GeneralInformationtoBidder'includedwithbidpacket.
(2)Terms-Bidderwillstatetermsofsale. Ourtermsare2%10days,net45days. Thesetermswillapplyunlessotherwisespecified.
(3)Delivery-Bidderwillstateinbiddeliverythatpurchasercanexpectoneachitem.
DETAILEDSPECIFICATIONS
Itistheintentofthesespecificationsparticularlywheremanufacturer'snameand/orcatalognumberisusedtoselectanitemofcomparablematerials
and/ordesign. Itisnottheintenttolimitthebidding,however,allbiddersarecautionedthatthelistedmanufacturer'sstandardsshallbeaminimum. Itisa
requirementthatallbidderswhofurnishquotationsonproductsofmanufacturerotherthanthoselistedshallfurnishwiththeirbidcompleteinformation
togetherwithfullspecificationsofitemstheyproposetofurnish.

The University of Mississippi
Request for Proposals
Software as a Service Solution for IRS Form 1042-S Compliance and Reporting
RFP # 827
OVERVIEW
The University of Mississippi (UM) seeks a secure, cloud-based Software as a Service solution to support
compliance, document collection, tax residency and treaty determinations, withholding calculations,
reporting, recipient delivery, and electronic filing of IRS Forms 1042-S for foreign student employees,
foreign employees, foreign suppliers/vendors, and other foreign payees.
Contingent upon periodic review by UM, the contract duration will initially be three (3) years, and may
subsequently be extended by single or multiyear contracts as may be needed in the sole determination
of UM. Initially, there will be no specific planned end date for the platform's application; it will be
considered an ongoing and renewable contract until UM decides to terminate its use with notice.
Notice is hereby given that UM Office of Procurement Services is releasing a Request for Proposal (RFP)
for responses from vendors for a Software as a Service Solution for IRS Form 1042-S Compliance and
Reporting.
RFP SCHEDULE:
A.
EVENT DATE
Issue RFP July 19, 2026
Deadline to Submit Questions August 7, 2026 3:00 PM CT
Response to Written Questions* August 14, 2026
Submission of Proposal Deadline August 20, 2026 1:00 PM CT
Proposal Evaluation* August 20-28, 2026
Contract Award** September 2026
*UM Will make every effort to adhere to the proposed dates, but Offeror
understands and agrees that these dates are tentative and subject to change.
**The potential Contract Award is a projected timeframe and may be subject to
change and to IHL approvals.
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PROPOSAL REQUIREMENTS
1. Sealed proposals will be received in the UM Office of Procurement Services on or before 1:00
pm CT , August 20, 2026. No proposal will be accepted after this time.
2. Sealed proposals shall be delivered in 1 of 2 options:
a. One (1) sealed hard copy and two (2) USB flash drives, each containing 1 PDF copy delivered
to:
The University of Mississippi
Office of Procurement Services
Attn: RFP 827
164 Jeanette Phillips Drive
University, MS 38677
b. One (1) PDF copy submitted electronically following instructions found at
https://secure24.olemiss.edu/prelecbids/CurrentBids
3. Proposals should be plainly marked on the outside of the container: RFP 827 - Software as a
Service Solution for IRS Form 1042-S Compliance and Reporting. A label has been provided in
the RFP documents.
4. Proposals must be completed and signed in ink. The individual signing the proposal must be an
authorized agent of the vendor.
5. All proposals shall remain firm for a period of ninety (90) days from the indicated submission
date for proposals.
6. The contact term start date will be mutually agreed upon by the vendor and UM.
7. Any questions regarding this RFP should be directed to Katherine Jones, Director of
Procurement Services by email at bids@olemiss.edu and be received no later than 3:00 pm CT,
AUGUST 7, 2026. All emails must reference RFP 827 - Software as a Service Solution for IRS Form
1042-S Compliance and Reporting in the subject line of the email. Any responses deemed
necessary by UM will be issued as an addendum to this RFP. Any unauthorized contact shall not
be used as a basis for responding to this RFP and may result in the disqualification of the
proposer's submittal.
8. From the date of issuance of this RFP until a Contractor is selected and a contract award is
made, Offerors are not allowed to communicate about the subject of the RFP with any
University administrator, faculty, or staff except:
a. The Procurement Department representative or others authorized in writing by the
Procurement Department and
b. University representatives during Offeror presentations (if applicable).
If violation of this provision occurs, the University reserves the right to reject the Offeror's
proposal.
9. Proposal must include the name of a primary contact person, email address, and telephone
number.
10. Proposal must include a detailed statement explaining how each item in the Solution and
Vendor Requirements section included elsewhere in this RFP will be satisfied.
11. Proposal must include a project timeline showing typical implementation phases.
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12. Proposal must specify any and all licensing, implementation, integration, hosting, training,
support, tax filing, record volume, and other costs. Proposal should indicate these as one-time
and ongoing costs and present full life-cycle costs for a term of five years. If not the incumbent
vendor, your proposal should include transition costs.
13. Proposal must include hardware specifications and system requirements as well as any other
required software such as database licenses.
14. Proposal must describe the type of training methods available.
15. Proposal must include at least two university references with similar size and mission as UM. At
least one of these references must involve use of the proposed solution for nonresident alien
tax compliance, Form 1042-S preparation and filing, foreign national payroll withholding, and/or
foreign supplier/vendor tax documentation. For each reference, proposal must include
institution name, contact name, title, email address, telephone number, and brief project
description.
16. Proposal should include a statement describing coverage of general and professional liability
insurance with limits of at least $1,000,000. A copy of the insurance certificate should also be
included.
17. If an onsite visit is necessary, all onsite visit / demonstration costs are to be absorbed by the
vendor. If awarded, the contract will be awarded to the vendor whose proposal, based upon
the evaluation criteria, is deemed to be the best fit for UM. Finalist Offerors may be asked to
submit revisions to their proposals for the purpose of obtaining best and final offers.
SOLUTION AND VENDOR REQUIREMENTS
- Vendor must verify that its application works on UM's Oxford campus.
- Vendor must demonstrate overall quality and long-term viability as a company by responding to the
following questions:
1. What is the legal name of your company?
2. How many years has your company has been in business? Is your company authorized to do
business in Mississippi?
3. Are you a subsidiary, affiliate, or franchise? If yes, what is the name of your parent company?
4. Please provide the headquarters location address, phone number and website.
5. How many employees do you have worldwide? In North America? Locally?
6. Please attach a copy of your most recent annual report and audited financial statements.
IMPORTANT! The offeror/proposer should mark any and all pages of the proposal considered to be
proprietary information which may remain confidential in accordance with Mississippi Code
Annotated 25-61-9 and 79-23-1 (1972, as amended). Each page of the proposal that the proposer
considers trade secrets or confidential commercial or financial information should be on a different
color paper than non-confidential pages and be marked in the upper right-hand corner with the
word "CONFIDENTIAL." Failure to clearly identify trade secrets or confidential commercial or
financial information will result in that information being released subject to a public records
request.
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7. Please provide a proposed contract for services you are providing. Any proposed contract in
response to this RFP should include or comply with the provisions in the Mandatory Addendum to
All University of Mississippi Contracts. (See Attachment A)
8. Is your company currently for sale or involved in any transaction to expand or to become acquired
by another business entity? If yes, please explain the impact both in organizational and directional
terms.
9. Please list all litigation, mediation, and/or settlements from the last five (5) years that your company
has been a party to, either as a plaintiff or defendant. Your response should include the parties'
names as stated in the case caption, the court and jurisdiction, a summary of the claims and
defenses, and the current status of the litigation, mediation, and/or settlement. Except where the
settlement is subject to a confidentiality agreement, please state the final disposition of the
litigation, mediation and/or settlement, if any.
10. Is your company currently in default on any loan agreement or financing agreement with any bank,
financial institution, or other entity? If yes, specify date(s), details, circumstances, and prospects for
resolution.
11. Does any relationship, whether by relative, business associate, capital funding agreement or any
other such kinship, exist between your company and a UM employee? If yes, please explain.
12. What policies and procedures do you have in place to maintain compliance with HIPAA (Health
Insurance Portability and Accountability Act), FERPA and other Federal or State programs?
13. Describe your company's quality assurance program. What software development standards,
programming guidelines, test plans, etc. are used?
14. Please describe any relevant privacy and security policies and procedures for use with the solution.
15. Describe how your company protects user data?
16. What challenges do you anticipate in serving UM and how do you plan to manage these? What
assistance will you require from UM?
17. Please provide any additional information that demonstrates the long-term viability of your
company and superiority of your products and/or services.
18. The solution will be subject to the terms of the UM Technology Accessibility Policy, which requires
review and approval from the UM CIO. To aid in this review, please provide a completed Voluntary
Product Accessibility Template (VPAT). The VPAT and instructions for completing it can be found
here: https://www.section508.gov/sell/vpat .) (We can also allow this information to be provided on
a flash drive.)
19. The solution will be subject to the terms of the UM Information Confidentiality/Security Policy,
which requires review and approval from the UM CIO. To aid in this review, please provide a
completed Higher Education Cloud Vendor Assessment Tool (HECVAT). The "Light" version of the
HECVAT will be sufficient for this purpose. The HECVAT template and instructions can be found
here: (https://www.educause.edu/higher-education-community-vendor-assessment-toolkit)
FEATURE CRITERIA
Integration with UM's Single Sign On (SSO) solution, Shibboleth, is required. Solutions that cannot use
Shibboleth for UM users will not be considered. However, since some users (e.g., external reviewers)
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will not have UM identities, the solution must have a parallel login track using local-to-the-solution
accounts for non-UM users. Any costs to set up or maintain this parallel-track login system (SSO and
local accounts) for the solution should be included in the proposal.
The proposed solution will be evaluated on the following solution, compliance, security, and service
criteria:
1. Form 1042-S preparation and filing: solution must support preparation, validation, recipient
delivery, correction, record retention, and electronic filing of IRS Forms 1042-S for foreign
student employees, foreign employees, foreign suppliers/vendors, and other foreign payees.
Solution should also support related year-end Form 1042 reporting as applicable.
2. Foreign payee coverage: solution must support both payroll and non-payroll populations,
including foreign student employees, foreign employees, scholarship or fellowship recipients,
independent contractors, foreign suppliers/vendors, and other foreign persons receiving U.S.
source income reportable by UM.
3. Tax residency determination: solution must determine U.S. tax residency status for foreign
nationals using information provided by the payee and must support documentation of the
determination for UM review and audit purposes.
4. Tax treaty eligibility: solution must determine potential tax treaty eligibility, applicable treaty
limits, expiration timelines, and documentation requirements, and must allow UM
administrators to review and approve treaty-related determinations before application where
appropriate.
5. Withholding calculations: solution must calculate applicable federal tax withholding for covered
payments based on tax residency, visa/status information, income type, treaty eligibility,
payment amount, and current IRS requirements.
6. Required tax forms and documentation: solution must generate, collect, maintain, and, where
applicable, support e-signature for required forms and documents, including but not limited to
Forms 8233, W-4, W-8BEN, W-8BEN-E, W-9, and other documentation necessary for foreign
national and foreign supplier/vendor compliance.
7. Document exchange and retention: solution must provide a secure document exchange or
document repository so that supporting documentation, generated forms, approvals, and
related communications are maintained in a single location with appropriate retention and
retrieval capabilities.
8. Administrative dashboard and workflow: solution must provide an administrative portal that
allows UM to view user status, track outstanding tasks, send reminders, manage payments,
review forms, approve or reject records, assign tasks, and monitor compliance in real time.
9. User questionnaire and guided experience: solution must provide a secure, user-friendly
questionnaire or intake process that guides foreign nationals and foreign vendors through
profile completion, document upload, form generation, and submission requirements based on
income type, residency status, treaty eligibility, and visa or entity status.
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10. Audit flags and approvals: solution must flag key data changes, incomplete records, missing
documentation, treaty expiration, conflicting information, or other compliance risks, and must
support administrative review and approval before records are finalized or transmitted.
11. Reporting and data export: solution must provide flexible standard and custom reporting,
including the ability to download or transfer data by CSV and to generate reports needed by UM
for payroll, accounts payable, tax reporting, audit, reconciliation, and management review.
12. Integration capabilities: solution must support data upload from multiple sources and must
describe available integration options with UM systems, including Workday or other
ERP/payroll/accounts payable systems. Proposal must describe available API capabilities,
whether integrations are one-way or two-way, and any related implementation, annual,
maintenance, or transaction costs.
13. Single Sign-On and authentication: solution must support UM Single Sign-On where applicable
and must describe options for multi-factor authentication for administrators and users. Proposal
must describe account creation, role-based access, password management, and authentication
options for any users who cannot authenticate through UM Single Sign-On.
14. Role-based access and administration: solution must support multiple administrators, unlimited
or scalable administrative users if available, and flexible permission settings that allow UM to
restrict access based on role, department, data type, and business need.
15. Security and privacy: solution must provide enterprise-grade physical, technical, and
administrative safeguards appropriate for tax, payroll, student, supplier, and personally
identifiable information. Proposal must describe encryption in transit and at rest, data
segregation, access logging, vulnerability management, incident response, breach notification,
and subcontractor/cloud hosting controls.
16. Cloud hosting, backups, and reliability: solution must be cloud-based, vendor-hosted, and
accessible through standard web browsers. Proposal must describe hosting environment,
redundancy, backups, disaster recovery, uptime commitments, maintenance windows, and
service-level agreement terms.
17. Compliance with applicable laws and policies: solution must support UM compliance with IRS
requirements and applicable federal, state, university, privacy, accessibility, and security
requirements, including FERPA where student information is involved.
18. Support for users and administrators: solution must provide support resources for UM
administrators and covered foreign nationals/vendors, including live chat, email support, help
guides, training materials, webinars, and access to qualified tax or product specialists for
complex questions.
19. Implementation and training: proposal must include an implementation plan, expected timeline,
UM resource requirements, data conversion or data upload approach, testing plan, training
plan, communication plan, and go-live support.
20. Pricing and scalability: proposal must clearly state pricing assumptions, including license tiers,
covered record counts, hosting fees, setup fees, SSO fees, API/integration fees, filing fees,
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support fees, additional record or transaction fees, renewal terms, and cost impacts if UM
volume increases.
21. Data ownership, export, and transition: UM must retain ownership of its data. Proposal must
describe UM's ability to export data and documents in usable formats during the contract term
and at termination, as well as vendor support for transition to another solution.
22. Product roadmap and long-term viability: proposal must describe the vendor's product roadmap
for nonresident tax compliance, Form 1042-S reporting, IRS regulatory updates, security
enhancements, and higher education use cases.
23. Describe your existing integration architecture for Workday. Indicate whether a pre-built
integration exists, the Workday customers currently using it, the technologies utilized (API, EIB,
file transfer, middleware, etc.), and the expected implementation effort and responsibilities for
both the vendor and UM.
24. Provide a detailed inventory of required source data elements, file layouts, APIs, and mapping
specifications necessary to support tax residency, treaty determinations, withholding
calculations, 1042-S generation, corrections, and filing.
25. Describe your solution's process for calculating withholding tax on supplier transactions,
including timing within the procure-to-pay lifecycle, required supplier and invoice data,
treatment of payment adjustments, and methods for returning withholding information to
Workday.
26. Can the following be returned to Workday?
a. Withholding amounts
b. Treaty determinations
c. Documentation status
d. Tax residency determinations
e. Form status
f. Filing status
g. Correction status
h. Error messages
27. Describe your end-to-end annual 1042-S processing cycle, including data intake, validation,
withholding determination, form production, recipient distribution, correction management,
and filing with the IRS.
28. Describe how IRS regulatory changes are monitored, incorporated into the solution, tested, and
communicated to clients. Include examples of recent regulatory changes that required product
updates.
REJECTION OF RESPONSES
UM reserves the right to reject responses for the following reasons, but shall not be limited to:
- Failure to follow specifications and instructions contained in this RFP
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- A response that alters terms or limits contained in this RFP
- Any response determined by the University as being unreasonable
The information provided within this proposal is intended to assist vendors in the preparation of a
proper response to this RFP. This RFP is designed to provide interested vendors with sufficient basic
information to submit proposals meeting minimum requirements. It is not intended to limit a proposal's
content, or to exclude any relevant or essential information or data thereof. Vendors are permitted to
(and encouraged to) expand upon specifications to evidence service capability under any agreement.
PROPOSAL REJECTION
This RFP does not commit UM to contract for any requirements detailed in this document. UM reserves
the right to reject any or all offers and to waive informalities and minor irregularities in the proposal
received.
CRITERIA FOR THE AWARD OF THE CONTRACT
UM will choose the response that provides the overall value, which will be determined by solution
functionality and compliance capabilities (45%), cost and pricing transparency (30%), implementation
approach and support model (10%), demonstration of vendor financial stability and long-term viability
(5%), and reference checks (10%).
DISCLOSURE OF PROPOSAL CONTENTS
Proposals will be kept confidential until evaluations and award are completed by UM. The evaluation
process is deemed to be in effect until the contract is awarded pursuant to this Request for Proposals.
Awarded in this context means the final required UM signature on the contract resulting from the
procurement has been obtained. At that time, all proposals and documents pertaining to the proposals
will be open to the public, except for material that is clearly marked proprietary or confidential.
IMPORTANT! The offeror/proposer should mark any and all pages of the proposal considered to be
proprietary information which may remain confidential in accordance with Mississippi Code Annotated
25-61-9 and 79-23-1 (1972, as amended). Each page of the proposal that the proposer considers trade
secrets or confidential commercial or financial information should be on a different color paper than
non-confidential pages and be marked in the upper right-hand corner with the word "CONFIDENTIAL."
Failure to clearly identify trade secrets or confidential commercial or financial information will result in
that information being released subject to a public records request.
SUFFICIENT APPROPRIATION
Any contract awarded as a result of this RFP process may be terminated if sufficient appropriations or
authorizations do not exist. Such terminations will be affected by sending written notice to the
contractor. UM's decision as to whether sufficient appropriations and authorizations are available will
be accepted by the vendor as final.
CONTRACT TERMS AND CONDITIONS
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