32701-25-416_FTC_Database_Amendment_5.pdf
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- Attached to
- A commercial off-the-shelf state certification and training program management system - UPDATED
- Solicitation number
- RFP 32701-25-416
- Issued by
- Davidson County, Tennessee
About this file
This is Amendment No. 5 to Request for Proposals (RFP) No. 32701-25-416 issued by the State of Tennessee Department of Environment and Conservation (TDEC) for a Commercial Off-the-Shelf (COTS) Certification and Training Management System (CTMS). The amendment updates the RFP schedule of events and clarifies key requirements for an enterprise-wide Learning Management System to support certification and training management across 16 TDEC program areas, with initial implementation focused on the Division of Water Resources' Fleming Training Center. The system must support 1,000 internal users and 7,500 external users, manage 50 certification programs, process 20,000 annual renewals, and accommodate 150 internal training courses, 100 internal continuing education courses, and 10,000 external training and continuing education courses. The amended response deadline is October 24, 2025, at 2:00 p.m. central time. Key milestones include technical response evaluation completion by November 19, 2025, respondent oral presentations or field tests scheduled for December 8–9, 2025, cost proposal opening and scoring on December 10, 2025, negotiation on December 15, 2025, and the State Notice of Intent to Award released on December 17, 2025. The protest period ends December 26, 2025, with the contractor signature deadline set for January 5, 2026. The contract term is sixty months.
The initial implementation has an estimated maximum liability of $500,000, covering ongoing support, software licensing, hosting, and system support for the Fleming Training Center, after which the remaining 15 programs may onboard. The amendment revises the tiered licensing structure to Tier 1 (1–8,500 internal and external users) and Tier 2 (greater than 8,500 users with annual flat fee enterprise cost pricing). License fees accrued under Tier 1 will be prorated into the Tier 2 annual flat fee when the arrangement converts. The contractor must provide mechanisms for tracking, auditing, and reporting license usage and compliance. The COTS solution must have capacity to handle significant fluctuations in user traffic during peak renewal and reporting periods. All license types required for usage, support, and management of the solution are to be included within all licensing tiers. The amendment also indicates that Attachment 6.3 has been replaced with a new version.
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RFP # 32701-25-416 Amendment # 5
STATE OF TENNESSEE
Department of Environment and Conservation
REQUEST FOR PROPOSALS # 32701-25-416
AMENDMENT # 5
A COMMERCIAL OFF-THE-SHELF STATE
CERTIFICATION AND TRAINING PROGRAM
MANAGEMENT SYSTEM
DATE: October 13, 2025
RFP # 32701-25-416 IS AMENDED AS FOLLOWS:
1. This RFP Schedule of Events updates and confirms scheduled RFP dates. Any event, time, or date containing revised or new text is highlighted.
EVENT
TIME
(central time zone)
DATE
1. RFP Issued August 27, 2025
2. Disability Accommodation Request Deadline 2:00 p.m. September 2, 2025
3. Pre-response Conference 10:00 a.m. September 3, 2025
4. Notice of Intent to Respond Deadline 2:00 p.m. September 4, 2025
5. Written “Questions & Comments” Deadline 2:00 p.m. September 9, 2025
6. State Response to Written “Questions & Comments”
September 26, 2025
7. Response Deadline 2:00 p.m. October 24, 2025
8. State Completion of Technical Response Evaluations
November 19, 2025
9. State Schedules Respondent Oral Presentation or Field Test
December 1, 2025
10. Respondent Oral Presentation or Field Test December 8, 2025 – December 9, 2025
11. State Opening & Scoring of Cost Proposals 2:00 p.m. December 10, 2025
12. Negotiation December 15, 2025
13. State Notice of Intent to Award Released and RFP Files Opened for Public Inspection
2:00 p.m.
December 17, 2025
14. End of Protest Period 4:30 p.m. December 26, 2025
15. State sends contract to Contractor for signature
December 29, 2025
16. Contractor Signature Deadline 2:00 p.m. January 5, 2026
2. State responses to questions and comments in the table below amend and clarify this RFP.
Any restatement of RFP text in the Question/Comment column shall NOT be construed as a change in the actual wording of the RFP document.
RFP
SECTION
Page #
QUESTION/COMMENT STATE RESPONSE
1.1 3 49. What amount is being budgeted for ongoing support, software licensing, hosting, and support of the new CTMS?
The initial implementation (including:
ongoing support, software licensing, hosting, and support of the new CTMS) will be for the Fleming Training Center (FTC) and has an estimated maximum liability of $500,000. After the initial implementation for FTC is complete, the other 15 programs will then have the ability to onboard.
80. What is the total budget for the ongoing costs for licensing and system support? Has it been budgeted beyond the initial $500,000?
The initial implementation (including:
ongoing support, software licensing, hosting, and support of the new CTMS) will be for the Fleming Training Center (FTC) and has an estimated maximum liability of $500,000. After the initial implementation for FTC is complete, the other 15 programs will then have the ability to onboard.
Pro Forma A.16.
9 82. Can you please confirm/clarify the following? Licensing Structure: The Contractor must be able to accommodate a tiered licensing structure to adequately support enterprise usage of the Solution for the entirety of the contract.
Tier 1: 1 – 16,000 internal/external users.
Tier 2: greater than 16,000 (annual flat fee enterprise cost) internal/external users).
The vendor must be able to accommodate a licensing structure that covers licensing to support initial implementation usage (<16,000) as well as enterprise-wide usage (>16,000).
The vendor must be able to accommodate a licensing structure that covers licensing to support initial implementation usage (<8,500) as well as enterprise-wide usage (>8,500).
3. Contract Section A.16. is deleted in its entirety and replaced with the following:
A.16. Licensing Structure. The Contractor must be able to accommodate a tiered licensing structure to adequately support enterprise usage of the Solution for the entirety of the contract.
a. Tier 1: 1 – 8,500 internal/external users.
b. Tier 2: greater than 8,500 (annual flat fee enterprise cost) internal/external users).
The initial implementation of the Solution must be able to cover user licensing requirements for Tier 1. All license types (single-user, site, network, etc.) required for the usage, support, and/or management of the Solution are to be included within all licensing tiers. License fees accrued under Tier 1 will be prorated into the annual flat fee enterprise cost model when the licensing arrangements is converted from Tier 1 to Tier 2. The Contractor must provide access to a mechanism for tracking, auditing, and reporting on license usage and compliance.
4. Contract Section 1.1.2. is deleted in its entirety and replaced with the following:
1.1.2. Estimated Volume of Users
To provide respondents with an overview of the expected users by function, the following estimates have been compiled based on users, certifications, renewals, training, and CE volume:
• Users: 1,000 users estimated across internal and 7,500 external users
• Certifications: 50 certification programs across TDEC
• Renewals: 20,000 renewals annually across TDEC certification programs
• Training/CE: 150 internal training courses, 100 internal CE courses, 10,000 external training and CE courses
Please note, the COTS solution must have the capacity to handle significant fluctuations in user traffic during peak renewal and reporting periods.
5. Contract Attachment 6.3. is deleted in its entirety and replaced with the new attachment 6.3. attached herto.
6. RFP Amendment Effective Date. The revisions set forth herein shall be effective upon release. All other terms and conditions of this RFP not expressly amended herein shall remain in full force and effect.
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