Amendment_1_Q_C_RFP_Tutoring_District_Support_Convenings.pdf

09-20-18 RFP-AMEND

RFP #33101-25102FAS2 – Amendment #01 Page 1 of 14

STATE OF TENNESSEE

DEPARTMENT OF EDUCATION

REQUEST FOR PROPOSALS #33101-25102FAS2

AMENDMENT #01

FOR TUTORING DISTRICT SUPPORT CONVENINGS

DATE: September 21, 2026

RFP #33101-25102FAS2 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 11, 2026

2. Disability Accommodation Request Deadline 2:00 p.m. August 14, 2026

3. Pre-response Conference 10:00 a.m. August 17, 2026

4. Notice of Intent to Respond Deadline 2:00 p.m. August 18, 2026

5. Written “Questions & Comments” Deadline 2:00 p.m. August 25, 2026

6. State Response to Written “Questions & Comments”

September 21, 2026

7. Response Deadline 2:00 p.m. September 30, 2026

8. State Completion of Technical Response Evaluations

October 15, 2026

9. State Opening & Scoring of Cost Proposals 8:00 a.m. October 16, 2026

10. Negotiations (Optional) October 19 - 20, 2026

11. State Notice of Intent to Award Released and RFP Files Opened for Public Inspection

2:00 p.m. October 23, 2026

12. End of Protest Period October 30, 2026

13. State sends contract to Contractor for signature

November 2, 2026

14. Contractor Signature Deadline 2:00 p.m. November 6, 2026

RFP #33101-25102FAS2 – Amendment #01 Page 2 of 14

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

General 1. Solicitation Number The cover page identifies the solicitation as RFP #33101-25102FAS2, while the body, response labels, reference instructions, and cost proposal identify it as RFP #33101-25102FAS3. Please confirm the correct solicitation number and the number respondents should use on all proposal documents, certifications, reference email subject lines, and packaging.

The correct solicitation number is RFP # 33101-25102FAS2. See Amendment Item #3 below for applicable revisions to RFP.

General 2. Access for Video Production Will the State coordinate access to participating Tennessee schools, classrooms, LEAs, staff, tutors, and students for filming? Please also clarify whether the State or contractor will be responsible for obtaining participant, parent, student, school, and location releases.

The State will coordinate access to participating Tennessee schools, classrooms, local education agencies (“LEAs”), staff, tutors, and students for filming.

The State will be responsible for obtaining participant, parent, student, school, and location releases.

General 3. Event Locations and Expenses Please clarify the respective responsibilities of the State and contractor for identifying, selecting, and securing event venues. Please also confirm which expenses respondents should include in their pricing, including venue rental, audiovisual and recording services, registration, catering, materials, technology support, attendee travel and lodging reimbursements, insurance, security, and cancellation contingencies.

The selected contractor will be responsible for securing a venue, providing all resources and materials for the training, and providing reimbursements for travel/lodging to LEA leaders.

Respondents should include venue rental, audiovisual and recording services, registration, catering, materials, technology support, attendee travel and lodging reimbursements, insurance, security, and cancellation contingencies in their cost proposals.

General 4. Relationship to the Prior Tennessee

RFP

How is this solicitation related to RFP #33101-25100FAR0 and the work awarded through that procurement?

• Will the contractor selected for this solicitation be expected to coordinate or work directly with the prior contractor? If so, please describe the anticipated division of responsibilities, transition or handoff process, communication structure, and any dependencies between the two contracts.

• Will the selected contractor receive access to training materials, guidance, research, videos, branding resources, participant information, data, or other deliverables developed under the prior contract?

The awarded contractors from RFP #33101- 25100FAR0 and this RFP will not coordinate directly. Any necessary collaboration or overlap in work will be facilitated by the State.

The selected contractor from this RFP will receive access to training materials, guidance, research, videos, branding resources, LEA participant information, and other resources needed to support the scope of work. The selected contractor will also meet virtually with the State two (2) times per month and as otherwise needed for collaboration and planning purposes.

RFP #33101-25102FAS2 – Amendment #01 Page 3 of 14

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QUESTION / COMMENT STATE RESPONSE

1.1 1 5. Annual Deliverables and Contract Term Because the stated contract term is eight months, please confirm whether the selected contractor will complete one full cycle consisting of one statewide training, three regional convenings, two virtual convenings, and two sets of training and support videos, totaling 12–24 videos.

The selected contractor will complete one (1) full cycle consisting of one (1) statewide training, three (3) regional convenings, two (2) virtual convenings, and two (2) sets of training and support videos (totaling twelve to twenty-four (12-24) videos).

Pro Forma A.6

PDF

pg. 2

6. Video Specifications Please provide any available assumptions regarding the anticipated duration, format, accessibility and captioning standards, review rounds, file specifications, and raw-footage requirements for the 12–24 videos.

The number of videos within each set and the duration of the videos will be determined based on the content included in each video/set;

however, the selected contractor must produce no fewer than twelve (12) videos and no more than twenty-four (24) videos during the initial Contract Term.

All guidance documents, videos, presentations, resources, and materials developed by the selected contractor must fully comply with the accessibility requirements of the Americans with Disabilities Act (“ADA”) (42 U.S.C. § 12101 et seq.) and Section 508 of the Rehabilitation Act of 1973 (“Section 508”) (29 U.S.C. § 794d), as applicable, at no additional cost to the State.

Resources, materials, presentations, video recordings, training and support videos, or other communications must be submitted in draft form to the State at least sixty (60) calendar days prior to the final publication date.

Pro Forma D.7

PDF

pg. 7

7. Subcontractors and Production Partners.

May respondents use subcontractors or production partners for video production and event logistics? If so, what qualifications, work samples, commitment letters, pricing information, or other documentation should be included for those partners?

In accordance with Section D.7. of the Pro Forma Contract, the selected contractor shall not assign the awarded contract or enter into a subcontract for any of the goods or services provided under the Pro Forma Contract without the prior written approval of the State.

Notwithstanding any use of State-approved subcontractors, the selected contractor shall be the prime contractor and responsible for compliance with all terms and conditions of the Pro Forma Contract.

The State reserves the right to request additional information or impose additional terms and conditions before approving an assignment of the Pro Forma Contract in whole or in part or the use of subcontractors in fulfilling the selected contractor’s obligations under the Pro Forma Contract. Qualifications, work samples, commitment letters, pricing information, or references may be included.

Subcontractors must be willing to comply with all ADA and Section 508 compliance and internal communications processes.

Pro Forma A.7.d

PDF

pg. 3

8. State Review and Approval Period The pro forma contract requires draft resources and materials to be submitted at least 60 calendar days before final publication. Please provide the anticipated schedule for the first statewide training, regional convenings, virtual sessions, and video releases so

The following schedule is tentative and subject to change.

• January 2027 - Virtual Convening #1

• February 2027 - Annual Statewide Training

• Early May 2027 - Regional In-Person Convenings

• Mid/Late May 2027 - Virtual Convening #2

RFP #33101-25102FAS2 – Amendment #01 Page 4 of 14

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QUESTION / COMMENT STATE RESPONSE

respondents can develop a realistic project timeline and cost proposal.

• Videos should be finalized by May 2027.

General 9. Will vendors be sent a recording of the pre-proposal conference if they were not in attendance? Thank you.

The Pre-Response Conference was not recorded. Respondents may contact the RFP solicitation coordinator for a copy of the Pre- Response Conference PowerPoint.

RFP

Attachment

6.6 D.39

PDF

pg. 15

10. Applicability of IT Security Requirements / State Data RFP Attachment 6.6, Section D.39 Please clarify whether the Information Technology Security Requirements in Section D.39 apply to this procurement if the Contractor is not hosting a State application, student information system, tutoring platform, or other technology solution, and is primarily providing convening, training, communications, and video-production services.

Section D.39. of the Pro Forma Contract applies to the extent the selected contractor accesses, processes, generates, stores, hosts, or transmits State Data in performance of the Pro Forma Contract.

The applicability of individual requirements within Section D.39. of the Pro Forma Contract is based on the selected contractor’s actual handling of State Data and the services used to perform the scope of services in the Pro Forma Contract.

The State does not anticipate the selected contractor will host a State application, student information system, or tutoring platform;

however, selected contractor activities such as participant registration, attendee management, communications, virtual convenings, and video production may involve State Data and, therefore, render Section D.39. of the Pro Forma Contract applicable.

FP

Attachment

6.6 D.39

PDF

pg.15

11. Definition and Expected Types of “State Data” RFP Attachment 6.6, Section D.39(a) For purposes of this engagement, what specific information does the State anticipate providing to the Contractor that would constitute ‘State Data’? For example, does the State anticipate sharing personally identifiable student information, education records, LEA staff contact information, attendance lists, recordings, or only operational information necessary to manage convenings?

The State anticipates that State Data may include operational and administrative information necessary to perform the scope of services outlined in the Pro Forma Contract, including but not limited to LEA and participant contact information, registration and attendance information, communications, training and convening records, and audio/video recordings or related production materials.

The State does not anticipate providing personally identifiable student education records to the selected contractor for purposes of performing the scope of services outlined in the Pro Forma Contract. To the extent students participate in filming, the State will coordinate participation, access approvals, and required student and adult releases.

FP

Attachment

6.6 D.39

PDF

pg. 15

12. U.S.-Only Access Requirement RFP Attachment 6.6, Section D.39(a)(1) Please confirm whether the requirement that access to State Data be limited to U.S.-based resources applies to all Contractor personnel who may support project administration, communications, video production, technical support, or other services, or only to personnel with direct access to State-hosted or State-provided confidential data.

The U.S.-only access requirement applies to selected contractor and subcontractor(s) personnel who access State Data in performance of the Pro Forma Contract.

Personnel who do not access State Data are not subject to the requirement solely by virtue of supporting the Pro Forma Contract; however, the selected contractor is responsible for ensuring that State Data is not accessed, processed, stored, or transmitted outside the United States in accordance with Section D.39(a)(1) of the Pro Forma Contract.

FP

Attachment

6.6 D.39

PDF

pg. 16

13. Quantum Computing / FIPS 203–205 Applicability RFP Attachment 6.6, Section E.7 Please clarify whether the Quantum

Section E.7. of the Pro Forma Contract remains applicable as written. The requirement is not conditioned solely on whether the selected

RFP #33101-25102FAS2 – Amendment #01 Page 5 of 14

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QUESTION / COMMENT STATE RESPONSE

Computing Readiness requirements in Section E.7, including the readiness plan and eventual FIPS 203/204/205 CAVP validation requirements, apply to a Contractor whose services under this RFP do not include hosting or providing a State-facing software application.

contractor hosts or provides a State-facing software application.

Respondents are expected to evaluate their systems, services, and cryptographic technologies used in performance of the Pro Forma Contract against the requirements of Section E.7. of the Pro Forma Contract and describe its compliance as required by the solicitation.

Pro Forma A.3.b

PDF.

Pg. 1

14. LEA Travel and Lodging Reimbursements RFP Attachment 6.6, Sections A.3(b) and A.4(b) Please clarify the Contractor’s responsibility for reimbursing travel and lodging expenses for LEA leaders attending statewide and regional convenings. Specifically, can the State provide anticipated numbers of reimbursed attendees, allowable reimbursement categories, applicable State travel rates, geographic assumptions, and any per-attendee or per-event reimbursement limits?

Eligible participants may receive travel and lodging reimbursements when traveling fifty

(50) miles or more to attend an event provided pursuant to the Pro Forma Contract. The State limits reimbursements to two (2) individuals per LEA. Thus, the State anticipates approximately 296 reimbursement eligible attendees.

The anticipated LEA leader travel and lodging reimbursement costs should be included within the fixed proposed cost per statewide training and regional convening. Respondent’s proposed costs should be based on the U.S.

General Services Administration’s daily lodging rates and the current “State Comprehensive Travel Regulations.”

Reimbursement cost categories include travel and lodging.

See Amendment Item #3 below for revisions to Pro Forma Contract Sections A.3. and A.4.a.

The statewide convening will be held at a State-approved venue within a forty (40) mile radius of Nashville, TN.

Please see revised Section A.4.a. of the Pro Forma Contract and the State’s response to Question #17 for additional information about the regional convenings locations.

Pro Forma Section C

15. How LEA Reimbursement Costs Should Be Priced Attachment 6.3 / Pro Forma Contract Section C Should anticipated LEA leader travel and lodging reimbursements be included within the fixed proposed cost per statewide training and regional convening, or will those expenses be handled separately by the State?

Please see the State’s response to Question #14.

Pro Forma A.3 and A.4

PDF

Pg. 1

16. Venue Costs and Expectations Sections A.3 and A.4 Because the Contractor is responsible for securing venues for statewide and regional convenings, please clarify whether venue rental, catering, audiovisual equipment, internet access, parking, security, and related event expenses are expected to be included within the proposed per-event price.

Please see the State’s response to Question #3.

https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results?action=perdiems_report&city=&fiscal_year=2026&state=TN&zip= https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results?action=perdiems_report&city=&fiscal_year=2026&state=TN&zip= https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results?action=perdiems_report&city=&fiscal_year=2026&state=TN&zip=

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QUESTION / COMMENT STATE RESPONSE

Pro Forma A.4

PDF.

pg 1

17. Locations for Regional Convenings Section A.4 Has the State identified preferred cities or geographic areas within the East, Middle, and West Grand Divisions for the three regional convenings? If not, should Respondents make assumptions regarding locations for purposes of pricing?

See Amendment Item #3 below for revisions to Pro Forma Contract Section A.4.a.

Respondents should consider pricing for suitable venues in the geographical areas outlined in the revised Section A.4.a. of the Pro Forma Contract and the below for cost proposal purposes.

• East Region:

o Knoxville, TN (within 30-mile radius of city center); or o Chattanooga, TN (within 30-mile radius of city center)

• Middle Region:

o Nashville, TN (within 30-mile radius of city center); or o Murfreesboro, TN (within 30-mile radius of city center)

• West Region:

o Jackson, TN (within 30-mile radius of city center); or o Dyersburg, TN (within 30-mile radius of city center)

Pro Forma C.5

PDF.

Pg. 4

18. Definition of Acceptable Similar Project Experience for C.5 Attachment 6.2, C.5 For Item C.5, may Respondents provide examples of projects involving large-scale professional learning, educator training, implementation support, or multi-site education programs that included convening and facilitation responsibilities, even if those projects were not formally titled ‘statewide’ or ‘regional convenings’?

Respondents may provide examples of projects involving large-scale professional learning, educator training, implementation support, or multi-site education programs that included convening and facilitation responsibilities, even if those projects were not formally titled “statewide” or “regional convenings.”

RFP

Attachment 6.2- C.11

PDF.

Pg. 25

19. Video Samples – C.11 Attachment 6.2, C.11 For C.11, must the submitted video samples have been produced entirely in-house by the Respondent, or may Respondents provide samples for which they directed content, provided instructional expertise, managed production, or partnered with a third-party production resource?

Respondents may provide samples for which they directed content, provided instructional expertise, managed production, or partnered with a third-party production resource and may include details regarding their involvement.

RFP

Attachment 6.2- B.14

PDF.

Pg. 22

20. Use of Subcontractors for Video Production/Event Logistics Attachment 6.2 B.14 / Pro Forma Contract May the Contractor use identified and approved subcontractors for specialized services such as venue logistics, professional videography, editing, or event production, provided the Respondent remains fully responsible as prime contractor?

Please see the State’s response to Question #7.

Pro Forma A.6

PDF.

Pg. 2

21. Video Production Scope – 12 to 24 Videos Section A.6

Per Section A.6. of the Pro Forma Contract, the exact number of videos within each set and the duration of videos shall be determined based

RFP #33101-25102FAS2 – Amendment #01 Page 7 of 14

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QUESTION / COMMENT STATE RESPONSE

For pricing purposes, can the State provide an anticipated average number, approximate duration, and production complexity of the videos within each of the two annual video sets? The RFP specifies a total of no fewer than 12 and no more than 24 videos during the Term.

on the content included in each video/set.

However, the selected contractor shall produce no fewer than twelve (12) videos and no more than twenty-four (24) videos during the Contract Term.

Pro Forma A,6

PDF

pg. 2

22. Filming Locations / Number of Schools and LEAs Section A.6 Can the State provide an anticipated number of schools/LEAs and geographic locations that may be involved in filming each video set, or should Respondents establish reasonable assumptions for pricing?

The State anticipates approximately twelve (12) LEAs in various locations across the state will support filming videos for this Pro Forma Contract.

Respondents should establish their pricing based on the information provided in the RFP, Pro Forma Contract, and this response and should account for any costs associated with filming at multiple LEA locations across the State, including any costs associated with complying with LEA-specific requirements for filming on school property. The selected contractor must comply with the applicable LEA’s policies and requirements when filming such videos pursuant to the Pro Forma Contract, including but not limited to visitor access, background checks, and other requirements that may apply when students are present.

Pro Forma A.7.d

PDF.

Pg. 3

23. 60-Day / 45-Day Communications Approval Timeline Section A.7(d) Please clarify how the requirement to submit draft materials at least 60 calendar days before publication and final materials at least 45 calendar days before publication should be reconciled with the anticipated eight-month Contract Term and the timing of convenings following contract execution.

The submission timelines outlined in the Pro Forma Contract are intended to ensure adequate review and approval of materials prior to publication and distribution.

Draft materials submitted at least sixty (60) calendar days before publication will be reviewed by the State within two (2) weeks of submission.

Following the incorporation of the State’s feedback and the selected contractor’s resubmission, materials will be submitted to the State’s Communications Office for review, which may take up to forty-five (45) calendar days.

The selected contractor should incorporate these review periods into their project schedules and planning for convenings occurring during the Contract Term.

The State will work collaboratively with the selected contractor to establish timelines that support timely review and delivery of required materials.

Pro Forma A.9

PDF

pg. 3

24. Work Product / Pre-Existing Intellectual Property Section A.9 Please clarify whether the State’s perpetual royalty-free license to off-the-shelf and pre-existing Contractor content is intended to apply only to pre-existing materials actually incorporated into deliverables developed under this Contract, rather than to the Contractor’s broader proprietary curriculum, methodologies, tools, or content library.

Yes, the State’s perpetual, royalty-free licensing rights to off-the-shelf content and training materials, as detailed in Section A.9. of the Pro Forma Contract, apply only to the extent that such pre-existing or off-the-shelf content or materials are incorporated into the work products developed or produced by the selected contractor pursuant to the Pro Forma Contract.

This provision is not intended to grant the State rights to the selected contractor’s broader propriety curriculum, methodologies, tools, RFP #33101-25102FAS2 – Amendment #01 Page 8 of 14

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QUESTION / COMMENT STATE RESPONSE

content library, or other intellectual property that is not incorporated into contract deliverables.

RFP

Attachment 6.2- C.9

PDF.

Pg. 24

25. Participant Survey / Evaluation Expectations Attachment 6.2, C.9 Does the State have an existing survey platform, evaluation instrument, or required measures that the Contractor will be expected to use for participant satisfaction and learning, or should the Contractor propose its own tools and methodology?

The State does not prescribe a specific evaluation instrument.

The selected contractor and the State will collaborate on measures. The selected contractor shall propose its own evaluation tools and methodology. Surveys will be administered through the State's selected platform, Formstack.

General 26. Existing TN ALL Corps Resources.

What existing TN ALL Corps materials will be made available to the awarded Contractor, including implementation frameworks, leadership resources, training curricula, facilitator guides, presentations, videos, recorded webinars, templates, toolkits, or implementation manuals?

Existing Tennessee Accelerating Literacy and Learning (“TN ALL”) Corps resources are available through the TN ALL Corps webpage and Best for All Central.

The selected contractor will be responsible for creating all resources under the Pro Forma Contract’s scope of work including implementation frameworks, leadership resources, training curricula, facilitator guides, presentations, videos, recorded webinars, templates, toolkits, or implementation manuals.

General 27. Hosting of Existing and Newly Developed Resources.

Will existing TN ALL corps resources and newly developed materials, recordings, facilitator guides, presentations, training videos, and implementation resources be housed within a State-managed platform or repository, or will the contractor be responsible for hosting, organizing, maintaining, and distributing those resources?

All resources will be housed within a State-managed platform.

General 28. Adaptation of Existing Materials.

If Existing TN ALL Corps materials are provided, may the awarded Contractor adapt, supplement, update, or expand them to address identified LEA needs, implementation challenges, emerging evidence, or State priorities, subject to State review and approval?

The selected contractor may adapt, supplement, update, or expand current resources to address identified LEA needs, implementation challenges, emerging evidence, or State priorities, subject to State review and approval.

General 29. Deliverable Quantities During Initial Term.

Given the eight-month Contract Term ending June 30, 2027, can the State confirm the number of Annual Statewide Trainings, Regional Convenings, Virtual Convenings, and Video Production sets anticipated during the initial Contract Term?

Please see the State’s response to Question #5.

General 30. Training and Production Calendar.

For Staffing, venue coordination, filming, resource development, and cost planning, can the State provide the anticipated dates, target months, or delivery windows for the statewide training, regional convenings, virtual

Please see the State’s response to Question #8.

https://www.tn.gov/education/tn-all-corps.html https://bestforall.tnedu.gov/lessons-and-learning-item?content-id=11467

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QUESTION / COMMENT STATE RESPONSE

convenings, and video production activities during the initial Contract term?

Pro Forma A,3

PDF.

Pg. 1

31. LEA Travel and Lodging Reimbursements.

The RFP requires the Contractor to provide reimbursements for travel and lodging to LEA leaders. Can the State Clarify the applicable reimbursement rates, maximum amounts, eligible expense categories, estimated number of participants requiring reimbursement, required documentation and approval process, and whether lodging should be direct-billed or reimbursed to participants?

The selected contractor may arrange and pay for lodging directly and seek reimbursement from the State. The selected contractor must maintain attendance records to support LEA reimbursement processing for convening participants.

Please see the State’s response to Question # 14 for additional information.

Pro Forma A.5

PDF

pg.2

32. Virtual Platform and Technical Requirements.

Section A.5 assigns technical hosting and support for virtual convenings to the Contractor. Does the state require a particular platform or approval of a Contractor-proposed platform, and what user-capacity, security, U.S.-hosting, accessibility, recording, reporting, and technical-support requirements must the platform satisfy?

The State does not require a specific virtual convening platform.

The selected contractor may propose an appropriate commercially supported platform capable of supporting the anticipated attendance and functionality required by the RFP and Pro Forma Contract. The selected contractor’s platform must provide appropriate security and access controls, support applicable accessibility requirements including ADA and Section 508, support recording where required by the Pro Forma Contract, and provide sufficient technical support to successfully conduct the convenings.

Any State Data collected, processed, stored, or transmitted through the selected contractor’s platform remains subject to the applicable State Data and security requirements outlined in the Pro Forma Contract, including applicable U.S.-hosting and U.S.-access requirements.

Respondents should identify their proposed platform and describe how it satisfies these requirements in their technical response to this

RFP.

For planning purposes, Respondents should assume capacity for at least two hundred (200) participants per virtual convening.

Pro Forma A.3

PDF.

Pg.1

33. Statewide Training Venue Responsibility.

Section A.3 States that the statewide training will occur in Middle Tennessee at a location determined by the State, while section A.3b requires the Contractor to secure the location. Can the state clarify the respective responsibilities for identifying, approving, contracting with, and paying the Statewide Training venue?

See Amendment Item #3 below for revisions to Pro Forma Contract Section A.3.

The State will provide recommendations to the selected contractor within the geographical area identified in the revised Section A.3. of the Pro Forma Contract, but the logistics related to securing the venue under the Pro Forma Contract will be the responsibility of the selected contractor.

The selected venue(s) must meet the capacity and technology/presentation needs of the designated event(s).

The State will provide approval of the selected venue.

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QUESTION / COMMENT STATE RESPONSE

The selected contractor will be responsible for contracting with and paying the selected venue directly.

General 34. Regional Venue Parameters.

Can the state identify any required or preferred cities, geographical parameters, venue standards, or approval procedures for the three regional convenings, one in each Grand Division?

See Amendment Item #3 below for revisions to Pro Forma Contract Section A.4.a.

Please see revised Section A.4.a. of the Pro Forma Contract and the State’s response to Question #17 for the regional convening location parameters.

The selected contractor should select venues that are professional, accessible, and appropriately equipped to accommodate large-group meetings.

All proposed venues are subject to the State’s review and approval.

Pro Forma A.6

PDF

pg. 2

35. Video Quantity and Scope.

Can the State confirm that the requirement for no fewer than twelve and no more than twenty-four videos applies to the total of both video sets during the Contract Term, and provide any anticipated target duration or content mix for individual videos?

The Pro Forma Contract’s requirement for no fewer than twelve (12) and no more than twenty-four (24) videos applies to the total of both video sets to be provided during the Contract Term.

Per Section A.6. of the Pro Forma Contract, the exact number of videos within each set and the duration of videos shall be determined based on the content included in each video/set.

General 36. School and Participant Permissions.

Will the State coordinate or facilitate LEA and school participation, access approvals, student and adult releases, and any required permissions for filming in Tennessee schools, or will the Contractor be responsible for obtaining and managing those permissions?

Please see the State’s response to Question #2.

General 37. Raw Footage Delivery Specifications.

What file formats, resolution, storage media, transfer method, naming conventions, metadata, and delivery specifications will the State require for final videos, edited project files, captions, transcripts, and all raw footage?

The Contractor shall provide requests the raw footage specifications below:

• Video: 3840 × 2160 (4K UHD)

• Codec: H.264 or H.265

• Container: MP4

• Frame rate: 29.97 fps

• Color: Color corrected

• Audio: Split mono audio tracks

• Transfer: Google Cloud transfer link available for 60 days

• Top-level folder: Project_Name_Date o Use underscores instead of spaces.

Example: Dyersburg_08_20_26.

The Contractor shall also provide - any Packaged Source Adobe project files.

General 38. Leadership and Tutor Competencies.

What leadership and tutor competencies has the State identified as most critical for successful implementation of the TN ALL Corps tutoring model?

Critical leadership competencies include implementation oversight, data-driven decision-making, and ensuring instructional coherence.

Key tutor competencies include collaboration with core teachers, use of learning acceleration strategies, relationship building, and consistent progress monitoring.

General 39. Successful Practices and Student Outcomes.

Practices with the greatest impact include implementation grounded in the TN ALL Corps

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QUESTION / COMMENT STATE RESPONSE

What TN ALL Corps practices have had the greatest positive impact on student academic outcomes, and what leadership, instructional, or programmatic challenges most commonly limit LEAs ability to achieve the desired results?

Model, learning acceleration strategies, and instructional coherence.

Common challenges include staffing, scheduling, and attendance.

General 40. Measures of Success.

What measurable outcomes or performance indicators will the State use to evaluate the effectiveness of the statewide training, regional convenings, virtual convenings, and training and support videos?

Success will be measured by at least eighty percent (80%) of participating LEAs demonstrating increased consistency and quality in implementing one (1) or more TN ALL Corps learning acceleration strategies, including front-loading, extended practice, and reinforcing unfinished learning, when delivering tutoring.

Evidence will be collected through participant surveys, tutoring learning walk data, and participant feedback gathered during debrief sessions.

General 41. Statewide Consistency and Local Flexibility.

How does the State envision balancing statewide consistency with local flexibility for LEAs that vary in size, resources, student populations, and tutoring program structures?

To balance statewide consistency with local flexibility, the State strongly encourages LEAs to implement tutoring using the TN ALL Corps Model.

The model includes core components and fixed guidelines that promote consistency and fidelity of implementation across the state, while also allowing for limited and local flexibility to accommodate varying LEA contexts and needs.

General 42. Long-Term Training Capacity.

What enduring training resources, repeatable processs, or LEA capacity-building outcomes does the State expect the Contractor to establish during the Contract Term to support continued high-quality tutoring training after the Contract Term concludes?

The primary deliverables are the annual statewide trainings, regional and virtual convenings, training and support videos, and associated resources and materials facilitated and/or developed by the selected contractor during the Contract Term.

To support ongoing access to information, resources developed for the training and convenings, including handouts, presentation materials, recorded videos, and transcripts, will be posted and made available to participants.

No additional sustainability or post-contract capacity-building requirements are anticipated.

Pro Forma A.7.d.1

PDF

pg.3

43. Review and Approval Process.

The Contract requires draft materials at least sixty calendar days before final publication and final materials at least forty-five calendar days before final publication. Can the State describe the review and approval process, including the anticipated turnaround time for State feedback , the number of review cycles to plan for, and the process for resolving revisions before final approval?

Please see the State’s response to Question #23.

Pro Forma A.2.C

PDF

pg. 1

44. State Style Guide.

When will the State provide its Style Guide, templates, branding standards, publication requirements, and communications guidance to the awarded Contractor?

The State will provide its Style Guide, templates, branding standards, publication requirements, and communications guidance to the selected contractor during the first meeting between the State and the selected contractor.

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Pro Forma A.8.

PDF

pg. 3

45. Section 508 Acceptance Criteria.

Section A.8 requires compliance with Section 508. Does the State have specific testing procedures, captioning and transcript specifications, document-remediation checklists, templates, or acceptance criteria beyond the statutory requirement?

No, the State does not have Section 508 compliance criteria beyond the statutory requirements. Note, however, that all resources and materials must also comply with all applicable ADA compliance requirements and the State’s Communications Office compliance processes.

Pro Forma D.13

PDF

pg. 8

46. Progress Reports.

Section D.13 requires brief periodic progress reports as requested. Can the State describe the anticipated frequency, format, required content, and submission process for these reports?

The State and selected contractor will meet twice each month of the Contract Term to discuss project deliverables, milestones, progress, and upcoming activities.

Upon the State’s request, progress reports may be submitted in a contractor-developed format.

At a minimum, reports should summarize completed activities, progress toward deliverables and milestones, upcoming tasks, any identified risks or challenges, and proposed mitigation strategies.

Progress reports should be submitted electronically and reviewed during scheduled project meetings.

Pro Forma E.8

PDF

pg. 17

47. Approved AI Tools.

Does the State maintain a list of approved AI platforms or services that contractors may use when performing Contract activities involving State Data or generating content on behalf of the State, and what written approval process applies before such tools may be used?

The State does not have a general list of AI platforms pre-approved for use under this Pro Forma Contract.

Any use of AI or Generative AI in performance of the Pro Forma Contract must comply with Section E.8. of the Pro Forma Contract and the State of Tennessee Enterprise Artificial Intelligence Policy.

State Data may not be entered into, processed by, or otherwise exposed to an AI platform unless that use and platform are expressly permitted under the Pro Forma Contract and approved by the State as required.

Respondents should disclose any anticipated use of AI in performing the Pro Forma Contract, including the proposed tool or service, purpose of use, data involved, and applicable security and privacy controls.

Any required State written approval must be obtained before such use occurs.

General 48. Participant Distribution.

Can the State provide the anticipated distribution of participants across LEAs.

Including whether participation is expected from all LEAs and the approximate number of representatives expected per LEA for the statewide training, regional convenings, and virtual convenings?

The State anticipates participation by all Tennessee LEAs.

For planning purposes, the Respondents should assume:

• Annual Statewide Training - Approximately three hundred (300) total LEA participants per convening

• Regional Convenings - Approximately two hundred (200) total LEA participants per convening. Attendance may vary by region.

• Virtual Convenings - Approximately one to two hundred (100-200) total LEA participants per convening. Participation may include multiple representatives from https://www.tn.gov/content/dam/tn/finance/artificial-intelligence/200-POL-007%20Enterprise%20Artificial%20Intelligence%20Policy.pdf https://www.tn.gov/content/dam/tn/finance/artificial-intelligence/200-POL-007%20Enterprise%20Artificial%20Intelligence%20Policy.pdf

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some LEAs and no representatives from others, depending on interest and need.

Actual participation levels may vary and will be determined by LEA interest, availability, and programmatic needs.

General

49. Food and Catering For the Annual Statewide Training and Regional Convenings, is the Contractor expected to provide meals, refreshments, or catering services? If so, what meal requirements, dietary-accommodation expectations, and applicable policies should Respondents incorporate into pricing?

The selected contractor will be responsible for providing a light breakfast and lunch for all participants at the Annual Statewide Training.

The selected contractor should collect all participant’s dietary accommodation requirements during event registration.

Lunch will not be provided at the regional convenings. All participants will be responsible for their own meals.

There are no applicable State policies Respondents should incorporate into pricing related to meals.

General 50. Registration and Attendee Management.

Will participant registration and attendee management be handled by the State or the Contractor? f the Contractor is responsible, what registration data, reporting, privacy, communication, and attendee-support requirements must be met?

The selected contractor will not be responsible for participant registration and attendee management.

General 51. Historical Performance and Lessons Learned.

Has a previous contractor provided these services? If so, can the State share relevant historical information from prior statewide trainings, regional convenings, virtual sessions, or video initiatives, including attendance levels, participant feedback trends, successful practices, implementation challenges, and lessons learned that should inform future planning and delivery?

Yes, a previous contractor provided support such as logistical and technical support for convenings. The previous contractor also supported the production of training sessions using State-provided content.

The State has held three (3) or four (4) convenings each year, including two to three (2-3) virtual convenings and at least one (1) in-person convening offered statewide or regionally. If offered regionally, this would be one (1) day in each of the three (3) Grand Divisions of Tennessee.

Virtual sessions typically included one to two hundred (100-200) participants and consisted of two (2) related live sessions, each lasting approximately sixty to ninety (60-90) minutes each. Sessions were held on the same day with at least one to two (1-2) hours between delivery, or sessions were held on consecutive days and recorded for later posting and viewing on our webpage.

Participant feedback was used to assess the success of each session, gauge participants’ knowledge and understanding, and identify additional support needs. It also informed revisions to future agendas, adjustments to presentation content and delivery, and decisions about follow-up resources or support.

Facilitators joined individual rooms to encourage discussion, provide support, and

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identify key practices or points to highlight when the full group reconvened.

Survey responses sometimes identified LEA practices or resources that were working well.

After the practice or resource was reviewed and the State worked with the LEA to confirm the information, LEAs were strategically selected to highlight relevant practices or resources during future convenings.

3. Delete RFP #33101-25102FAS2, in its entirety, and replace it with RFP # 33101-25102FAS2 , Release # 2, attached to this amendment. Revisions of the original RFP document are emphasized within the new release. Any sentence or paragraph containing revised or new text is highlighted.

4. 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.