09-20-18 RFP-AMEND

RFP # 33501-265001 – Amendment # 1 Page 1 of 4

STATE OF TENNESSEE

DEPARTMENT OF COMMERCE AND INSURANCE

REQUEST FOR PROPOSALS # 33501-265001

AMENDMENT # 1

FOR TECHNICAL, MANAGEMENT, AND TRAINING

SERVICES FOR THE EMERGENCY

COMMUNICATIONS BOARD

DATE: February 2, 2026

RFP # 33501-265001 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 January 5, 2026

2. Disability Accommodation Request Deadline 2:00 p.m. January 9, 2026

3. Pre-response Conference (virtual) 2:00 p.m. January 12, 2026

4. Notice of Intent to Respond Deadline 2:00 p.m. January 13, 2026

5. Written “Questions & Comments” Deadline 2:00 p.m. January 20, 2026

6. State Response to Written “Questions & Comments” February 2, 2026

7. Response Deadline 2:00 p.m. February 18, 2026

8. State Completion of Technical Response Evaluations (Sections B. and C., RFP Attachment 6.2.)

February 27, 2026

9. State Schedules Respondent Oral Presentation (virtual) March 3, 2026

10. Respondent Oral Presentation (virtual) 8 a.m. - 4:30 p.m. March 10-11, 2026

11. State Completion of Technical Response Evaluations (Section D., RFP Attachment 6.2.) March 23, 2026

12. State Opening & Scoring of Cost Proposals 2:00 p.m. March 24, 2026

13. Negotiations March 26-April 1, 2026

14. State Notice of Intent to Award Released and RFP Files Opened for Public Inspection 2:00 p.m. April 6, 2026

RFP # 33501-265001 – Amendment # 1 Page 2 of 4

15. End of Protest Period April 13, 2026

16. State sends contract to Contractor for signature April 14, 2026

17. Contractor Signature Deadline 2:00 p.m. April 17, 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. How will the State measure “remain current with Esri minor and major releases” if the expected baseline in this solicitation is ArcGIS Server / ArcMap (Desktop), given Esri’s current strategic emphasis on ArcGIS Enterprise (Server as a role) and ArcGIS Pro for desktop authoring (sunset on ArcMap in 2026)? Is there any exception for bidders who use the current tools vs. the legacy Esri capabilities assuming the user experience isn’t negatively impacted?

The quoted language “remain current with Esri minor and major releases” is f rom the introduction narrative in Section 1.1.1 of the RFP and not part Section A. Scope of the Pro Forma contract. The State evaluates prospective vendors on their responses to the RFP and the awarded vendor’s performance will be measured against the Scope as agreed to in the Contract.

However, per the Scope of the Pro Forma section A.4 and A.5, the State expects the Contractor’s solution to comply with nationally accepted standards, requirements, and recommendations applicable to NG911 SI and GIS data models and the Contractor must upgrade the solution to maintain compliance with industry standards. If standards, requirements and recommendations dictate or necessitate transitioning f rom ArcGIS Server/ArcMap to ArcGIS Enterprise/Pro, then the State will expect that to be performed.

The State’s expectation will be for the Contractor’s solution to utilize both current and legacy ESRI tools to fulfill the scope of services needed by the State and 100 ECDs across Tennessee.

2. The RFP asks for a solution “scripted with Esri tools” that is “not a proprietary software stack,” while also requiring Esri only- formats (SDE, File GDB, Shapefile) and operation

The State and the majority of ECDs utilize the Esri platform. The State will not introduce other proprietary sof tware systems, licensed or SaaS, to the current Esri environment.

RFP # 33501-265001 – Amendment # 1 Page 3 of 4

RFP

SECTION

PAGE

# QUESTION / COMMENT STATE RESPONSE

“within the Esri environment.”

How does the State reconcile Esri’s proprietary formats/licensing with the request for a non-proprietary stack? What is TECB’s working definition of “open standards solution” in this context (e.g., source-available scripts, published APIs, data exportability)?

A.2.p of the Pro Forma contract def ines “Open standards solution”:

Open standards solution refers to any customization of the existing tools whose source code can be made available for the State to access and modify.

3. What constitutes disallowed “proprietary”? For example, are SaaS solutions that fulfill all the capabilities required and delivered through a web-based portal or via an Esri ArcGIS Pro add-in but are delivered using proprietary technology in the back-end categorically excluded even when they expose open standards/APIs and keep data in Esri formats?

Disallowed proprietary would be non- Esri tools and non-open standards solutions. However, the State is open to SaaS solutions that fulf ill all the capabilities required and delivered through a web-based portal or via an Esri ArcGIS Pro add-in but are delivered using proprietary technology in the back end categorically so long as they expose open standards/APIs and output data is kept in Esri type format.

4. Are Esri extensions (e.g., Data Reviewer, Workflow Manager/Atelier) considered “proprietary stack” if licensed through Esri?

No.

5. The Pro Forma Contract defines OSS (Open Standards Solution) as customizations “whose source code can be made available for the State to access and modify.” Please confirm whether all custom code (ETL, QC checks, publishing scripts, add-ins, web widgets) must be delivered under a source-available license to the State, and whether third-party open-source libraries are acceptable

Yes, all custom code must be delivered under a source-available license to the State.

Yes, third-party open-source libraries are acceptable.

6. The scope requires managing the SI, performing QC, generating error reports, and uploading to the NGCS provider (Intrado EGDMS referenced in Section C.12).

Which integration patterns are required (e.g., feature service ingestion, file drops, API endpoints), and will TECB accept automated, standards-based middleware if the source is delivered to the State?

The workf low per the State’s current NGCS provider (Intrado) is a f ile geodatabase submission f rom the SI to the NGCS (f ile push). The State does not anticipate any change in this workf low.

Yes, if the “automated, standards-based middleware” is entirely within the Esri sof tware stack and/or an OSS, and the output is in an Esri format.

7. What error tolerance/quality thresholds (match rates, The State expects respondents to follow the GIS DATA STANDARDS

RFP # 33501-265001 – Amendment # 1 Page 4 of 4

RFP

SECTION

PAGE

# QUESTION / COMMENT STATE RESPONSE

topology, domain rules) will be contractually measured for acceptance, and are Esri Data Reviewer rules or equivalent, open rulesets acceptable if delivered as source?

FOR NG9-1-1 for the EMERGENCY

COMMUNICATIONS DISTRICTS OF

TENNESSEE v7.3.5 and to work with the ESInet provider throughout the project to determine best practices for Tennessee.

Yes, Esri Data Reviewer rules or equivalent, open rulesets acceptable if delivered as source.

8. The RFP says, “shall allow all ECDs and PSAPs to continue to use their current suite of GIS software and shall not require adoption of additional software.” Please confirm whether ArcGIS Pro (in addition to ArcMap/Desktop) is in scope today and whether vendors may recommend (not require) Pro-based workflows for sustainability.

Yes, ArcGIS Pro (in addition to ArcMap/Desktop) is in scope today and vendors may recommend (not require) Pro based workf lows for sustainability.

9. What performance, availability, or latency expectations does the State have for the SI once it functions as an SDPI/SMI, particularly if downstream systems beyond ECRF/LVF begin to consume the data?

The State is seeking respondents’ creative solutions to meet State and national standards and providing Tennessee with a best-in-class solution.

10. Should Respondents account for increased data volume, frequency of updates, or concurrent users as SDPI/SMI capabilities expand, and are there projected growth targets the State can share?

The State expects the Respondent to account for growth as it applies to their implementation. The State is seeking respondents’ creative solutions to meet State and national standards and providing Tennessee with a best-in-class solution.

11. Does the State anticipate that SDPI/SMI functionality will require changes to the underlying Esri architecture (e.g., additional portals, data stores, environments, or service tiers), and if so, how will those changes be funded and scheduled?

The State expects Respondent to advise the State on any current or future necessary changes to the underlying Esri architecture, including any associated scheduling and funding hurdles for the State to address.

3. 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 ef fect.

09-18-25v2 RFP

STATE OF TENNESSEE

DEPARTMENT OF COMMERCE AND INSURANCE

TENNESSEE EMERGENCY COMMUNICATIONS BOARD

REQUEST FOR PROPOSALS

FOR

TECHNICAL, MANAGEMENT, AND TRAINING SERVICES

FOR THE EMERGENCY COMMUNICATIONS BOARD

RFP # 33501-265001

Release #2

RFP CONTENTS

SECTIONS:

1. INTRODUCTION

2. RFP SCHEDULE OF EVENTS

3. RESPONSE REQUIREMENTS

4. GENERAL CONTRACTING INFORMATION & REQUIREMENTS

5. EVALUATION & CONTRACT AWARD

ATTACHMENTS:

6.1. Response Statement of Certifications & Assurances

6.2. Technical Response & Evaluation Guide

6.3. Cost Proposal & Scoring Guide

6.4. Reference Questionnaire

6.5. Score Summary Matrix

6.6. Pro Forma Contract

1. INTRODUCTION

The State of Tennessee, Department of Commerce and Insurance, Tennessee Emergency Communications Board, hereinafter referred to as “the State,” issues this Request for Proposals (RFP) to def ine minimum contract requirements; solicit responses; detail response requirements; and outline the State’s process for evaluating responses and selecting a contractor to provide the needed goods or services.

Through this RFP, the State seeks to procure necessary goods or services at the most favorable, competitive prices and to give ALL qualified respondents an opportunity to do business with the state as contractors, subcontractors or suppliers.

1.1. Statement of Procurement Purpose

The Tennessee Emergency Communications Board (“TECB”) is a nine (9) member board administratively attached to the Tennessee Department of Commerce and Insurance. The TECB is responsible for assisting each of the one hundred (100) emergency communications districts (ECDs) with management, operations, and accountability. The TECB also assist the ECDs with establishing emergency communications for all of the State’s residents and visitors; this includes providing the network and call-routing inf rastructure that supports the delivery of requests for 911 assistance to each of the public safety answering points (PSAPs) within the ECDs.

With the introduction of Next Generation 911 (NG911) services in 2011, geographic information system (GIS) support has become important to the successful maintenance of the statewide GIS data. The State and local PSAPs have invested countless hours into establishing data standards and working to improve match rates in anticipation of geospatial routing. Local efforts have led to 84% of the State’s 911 authorities achieving a 97% or better match rate between their site/structure address point (SSAP) dataset and legacy automatic location identification (ALI) data, with 74% achieving a 97% or higher road centerline (RCL) match. With over half of the districts achieving a combined 97% match rate, the State’s overall match rate is 90%.

Through this procurement, the State seeks to continue its successful statewide GIS efforts and desires to achieve the following goals:

• Manage and maintain the NG911 spatial interface (SI) for the State;

• Provide exceptional support for the local ECDs and PSAPs with training, boundary and address layer creation and maintenance, jurisdictional coordination, troubleshooting, standards interpretation, and local GIS matters;

• Interface with and facilitate coordination between the ECDs, State, and the State’s Next Generation Core Services (NGCS) provider; and

• Support the advancement of statewide GIS standards development.

The State is seeking a solution scripted with Environmental Systems Research Institute (Esri) tools that provides the desired services via an open software stack and not a proprietary software stack. The State believes that all required functionality exists within the Esri ArcGIS Server and Desktop toolsets and therefore is only seeking solutions utilizing these tools. Solutions shall not be proprietary or run external to the Esri environment. All solutions shall remain current with Esri minor and major software releases unless native tools are retired f rom use by Esri or offered under separate license as an extension. All solutions shall allow all ECDs and PSAPs to continue to use their current suite of GIS software and shall not require the adoption of additional software by the ECDs and PSAPs. Proposed solutions shall interact with the GIS data f rom the ECDs and PSAPs in an Esri f ile format (SDE, File Geodatabase, Shapefile) only. GIS data shall not be imported into any proprietary format prior to being delivered to the NGCS provider.

1.1.2. The Maximum Liability for the RFQ’s resulting contract is estimated to between one million two hundred thousand dollars ($1,200,000) and two million dollars ($2,000,000).

1.2. Scope of Service, Contract Period, & Required Terms and Conditions

The RFP Attachment 6.6., Pro Forma Contract details the State’s requirements:

Scope of Services and Deliverables (Section A);

Contract Period (Section B);

Payment Terms (Section C);

Standard Terms and Conditions (Section D); and, Special Terms and Conditions (Section E).

The pro forma contract substantially represents the contract document that the successful Respondent must sign.

1.3. Nondiscrimination

No person shall be excluded f rom participation in, be denied benefits of, or be otherwise subjected to discrimination in the performance of a Contract pursuant to this RFP or in the employment practices of the Contractor on the grounds of handicap or disability, age, race, creed, color, religion, sex, national origin, or any other classification protected by federal, Tennessee state constitutional, or statutory law. The Contractor pursuant to this RFP shall, upon request, show proof of such nondiscrimination and shall post in conspicuous places, available to all employees and applicants, notices of nondiscrimination.

1.4. RFP Communications

1.4.1. The State has assigned the following RFP identif ication number that must be referenced in all communications regarding this RFP:

1.4.2. Unauthorized contact about this RFP with employees or officials of the State of Tennessee except as detailed below may result in disqualification from consideration under this procurement process.

1.4.2.1. Prospective Respondents must direct communications concerning this RFP to the following person designated as the Solicitation Coordinator:

DeRenne Raley Tennessee Department of General Services Central Procurement Of f ice WRS Tennessee Tower, 3rd Floor 312 Rosa L. Parks Avenue Nashville, Tennessee 37243 Telephone (615) 251-5173 derenne.raley@tn.gov

1.4.2.2. Notwithstanding the foregoing, Prospective Respondents may alternatively contact:

the following individual designated by the State to coordinate compliance with the nondiscrimination requirements of the State of Tennessee, Title VI of the Civil Rights Act of 1964, the Americans with Disabilities Act of 1990, and associated federal regulations:

Helen Crowley Department of General Services, CPO WRS Tennessee Tower, 3rd Floor 312 Rosa L Parks Avenue Nashville, Tennessee 37243-1102

Telephone (615) 741-1035 Helen.Crowley@tn.gov

1.4.3. Only the State’s official, written responses and communications with Respondents are binding with regard to this RFP. Oral communications between a State official and one or more Respondents are unof f icial and non-binding.

1.4.4. Potential Respondents must ensure that the State receives all written questions and comments, including questions and requests for clarification, no later than the Written Questions & Comments Deadline detailed in the RFP Section 2, Schedule of Events.

1.4.5. Respondents must assume the risk of the method of dispatching any communication or response to the State. The State assumes no responsibility for delays or delivery failures resulting from the Respondent’s method of dispatch. Actual or digital “postmarking” of a communication or response to the State by a specified deadline is not a substitute for the State’s actual receipt of a communication or response. It is encouraged for Respondents to submit bids digitally.

1.4.6. The State will convey all of ficial responses and communications related to this RFP to the prospective Respondents from whom the State has received a Notice of Intent to Respond (refer to RFP Section 1.8.).

1.4.7. The State reserves the right to determine, at its sole discretion, the method of conveying official, written responses and communications related to this RFP. Such written communications may be transmitted by mail, hand-delivery, facsimile, electronic mail, Internet posting, or any other means deemed reasonable by the State. For internet posting, please refer to the following website:

https://www.tn.gov/generalservices/procurement/central-procurement-office--cpo-/supplier-information/request-for-proposals--rfp--opportunities1.html.

1.4.8. The State reserves the right to determine, at its sole discretion, the appropriateness and adequacy of responses to written comments, questions, and requests related to this RFP. The State’s official, written responses will constitute an amendment of this RFP.

1.4.9. Any data or factual information provided by the State (in this RFP, an RFP amendment or any other communication relating to this RFP) is for informational purposes only. The State will make reasonable ef forts to ensure the accuracy of such data or information, however it is the Respondent’s obligation to independently verify any data or information provided by the State. The State expressly disclaims the accuracy or adequacy of any information or data that it provides to prospective Respondents.

1.5. Assistance to Respondents With a Handicap or Disability

Prospective Respondents with a handicap or disability may receive accommodation relating to the communication of this RFP and participating in the RFP process. Prospective Respondents may contact the Solicitation Coordinator to request such reasonable accommodation no later than the Disability Accommodation Request Deadline detailed in the RFP Section 2, Schedule of Events.

1.6. Respondent Required Review & Waiver of Objections

1.6.1. Each prospective Respondent must carefully review this RFP, including but not limited to, attachments, the RFP Attachment 6.6., Pro Forma Contract, and any amendments, for questions, comments, defects, objections, or any other matter requiring clarification or correction (collectively called “questions and comments”).

https://www.tn.gov/generalservices/procurement/central-procurement-office--cpo-/supplier-information/request-for-proposals--rfp--opportunities1.html https://www.tn.gov/generalservices/procurement/central-procurement-office--cpo-/supplier-information/request-for-proposals--rfp--opportunities1.html

1.6.2. Any prospective Respondent having questions and comments concerning this RFP must provide them in writing to the State no later than the Written Questions & Comments Deadline detailed in the RFP Section 2, Schedule of Events.

1.6.3. Protests based on any objection to the RFP shall be considered waived and invalid if the objection has not been brought to the attention of the State, in writing, by the Written Questions & Comments Deadline.

1.7. Pre-Response Conference

A Pre-response Conference will be held at the time and date detailed in the RFP Section 2, Schedule of Events. Pre-response Conference attendance is not mandatory, and prospective Respondents may be limited to a maximum number of attendees depending upon overall attendance and space limitations.

The conference will be held at:

Microsof t Teams https://teams.microsof t.com/l/meetup-join/19%3ameeting_ZDI5NWU2MjMtODQ0MC00ZDRkLWJiMjYtN2RiMDZmYjY4OWE5%40thread.v2/0?

context=%7b%22Tid%22%3a%22f345bebf -0d71-4337-9281- 24b941616c36%22%2c%22Oid%22%3a%223a6edfba-698b-4ce2-9ae1-cf98f89c8571%22%7d

The purpose of the conference is to discuss the RFP scope of goods or services. The State will entertain questions, however prospective Respondents must understand that the State’s oral response to any question at the Pre-response Conference shall be unofficial and non-binding. Prospective Respondents must submit all questions, comments, or other concerns regarding the RFP in writing prior to the Written Questions & Comments Deadline date detailed in the RFP Section 2, Schedule of Events. The State will send the official response to these questions and comments to prospective Respondents from whom the State has received a Notice of Intent to respond as indicated in RFP Section 1.8. and on the date detailed in the RFP Section 2, Schedule of Events.

1.8. Notice of Intent to Respond

Before the Notice of Intent to Respond Deadline detailed in the RFP Section 2, Schedule of Events, prospective Respondents should submit to the Solicitation Coordinator a Notice of Intent to Respond (in the form of a simple e-mail or other written communication). Such notice should include the following information:

the business or individual’s name (as appropriate);

a contact person’s name and title; and the contact person’s mailing address, telephone number, facsimile number, and e-mail address.

A Notice of Intent to Respond creates no obligation and is not a prerequisite for submitting a response, however, it is necessary to ensure receipt of any RFP amendments or other notices and communications relating to this RFP.

1.9. Response Deadline

A Respondent must ensure that the State receives a response no later than the Response Deadline time and date detailed in the RFP Section 2, Schedule of Events. The State will not accept late responses, and a Respondent’s failure to submit a response before the deadline will result in disqualif ication of the response. It is the responsibility of the Respondent to ascertain any additional security requirements with respect to packaging and delivery to the State of Tennessee. Respondents should be mindful of any potential delays due to security screening procedures, weather, or other filing delays whether foreseeable or unforeseeable.

2. RFP SCHEDULE OF EVENTS

2.1. The following RFP Schedule of Events represents the State’s best estimate for this RFP.

EVENT

TIME

(central time zone)

DATE

1. RFP Issued January 5, 2026

2. Disability Accommodation Request Deadline 2:00 p.m. January 9, 2026

3. Pre-response Conference (virtual) 2:00 p.m. January 12, 2026

4. Notice of Intent to Respond Deadline 2:00 p.m. January 13, 2026

5. Written “Questions & Comments” Deadline 2:00 p.m. January 20, 2026

6. State Response to Written “Questions & Comments” February 2, 2026

7. Response Deadline 2:00 p.m. February 18, 2026

8. State Completion of Technical Response Evaluations (Sections B. and C., RFP Attachment 6.2.)

February 27, 2026

9. State Schedules Respondent Oral Presentation (virtual) March 3, 2026

10. Respondent Oral Presentation (virtual) 8 a.m. - 4:30 p.m. March 10-11, 2026

11. State Completion of Technical Response Evaluations (Section D., RFP Attachment 6.2.) March 23, 2026

12. State Opening & Scoring of Cost Proposals 2:00 p.m. March 24, 2026

13. Negotiations March 26-April 1, 2026

14. State Notice of Intent to Award Released and RFP Files Opened for Public Inspection 2:00 p.m. April 6, 2026

15. End of Protest Period April 13, 2026

16. State sends contract to Contractor for signature April 14, 2026

17. Contractor Signature Deadline 2:00 p.m. April 17, 2026

2.2. The State reserves the right, at its sole discretion, to adjust the RFP Schedule of Events as it deems necessary. Any adjustment of the Schedule of Events shall constitute an RFP amendment, and the State will communicate such to prospective Respondents from whom the State has received a Notice of Intent to Respond (refer to section 1.8.).

3. RESPONSE REQUIREMENTS

3.1. Response Form

A response to this RFP must consist of two parts, a Technical Response and a Cost Proposal.

3.1.1. Technical Response. RFP Attachment 6.2., Technical Response & Evaluation Guide provides the specific requirements for submitting a response. This guide includes mandatory requirement items, general qualifications and experience items, and technical qualifications, experience, and approach items all of which must be addressed with a written response and, in some instances, additional documentation.

NOTICE: A technical response must not include any pricing or cost information.

If any pricing or cost information amounts of any type (even pricing relating to other projects) is included in any part of the technical response, the state may deem the response to be non-responsive and reject it.

3.1.1.1. A Respondent should duplicate and use the RFP Attachment 6.2., Technical Response

& Evaluation Guide to organize, reference, and draf t the Technical Response by duplicating the attachment, adding appropriate page numbers as required, and using the guide as a table of contents covering the Technical Response.

3.1.1.2. A response should be economically prepared, with emphasis on completeness and clarity. A response, as well as any reference material presented, must be written in English and must be written on standard 8 ½” x 11” pages (although oversize exhibits are permissible) and use a 12 point font for text. All response pages must be numbered.

3.1.1.3. All information and documentation included in a Technical Response should correspond to or address a specific requirement detailed in the RFP Attachment 6.2., Technical Response & Evaluation Guide. All information must be incorporated into a response to a specif ic requirement and clearly referenced. Any information not meeting these criteria will be deemed extraneous and will not contribute to evaluations.

3.1.1.4. The State may determine a response to be non-responsive and reject it if :

a. the Respondent fails to organize and properly reference the Technical Response as required by this RFP and the RFP Attachment 6.2., Technical Response & Evaluation Guide; or

b. the Technical Response document does not appropriately respond to, address, or meet all of the requirements and response items detailed in the RFP Attachment 6.2., Technical Response & Evaluation Guide.

3.1.2. Cost Proposal. A Cost Proposal must be recorded on an exact duplicate of the RFP Attachment

6.3., Cost Proposal & Scoring Guide.

NOTICE: If a Respondent fails to submit a cost proposal exactly as required, the State may deem the response to be non-responsive and reject it.

3.1.2.1. A Respondent must only record the proposed cost exactly as required by the RFP

Attachment 6.3., Cost Proposal & Scoring Guide and must NOT record any other rates, amounts, or information.

3.1.2.2. The proposed cost shall incorporate ALL costs for services under the contract for the total contract period, including any renewals or extensions.

3.1.2.3. A Respondent must sign and date the Cost Proposal.

3.1.2.4. A Respondent must submit the Cost Proposal to the State in a sealed package separate f rom the Technical Response (as detailed in RFP Sections 3.2.3., et seq.).

3.2. Response Delivery

3.2.1. A Respondent must ensure that both the Technical Response and Cost Proposal f iles meet all form and content requirements, including all required signatures, as detailed within this RFP.

3.2.2. A Respondent must submit their response as specif ied in one of the two formats below.

3.2.2.1. Digital Media Submission

3.2.2.1.1. Technical Response

The Technical Response document should be in the form of one (1) digital document in “PDF” format properly recorded on its own otherwise blank, standard CD-R recordable disc or USB f lash drive and should be clearly identif ied as the:

“RFP # 33501-265001 TECHNICAL RESPONSE ORIGINAL”

and one (1) digital copy of the Technical Response each in the form of one (1) digital document in “PDF” format properly recorded on its own otherwise blank, standard CD- R recordable disc or USB f lash drive clearly labeled:

“RFP # 33501-265001 TECHNICAL RESPONSE COPY”

The customer references should be delivered by each reference in accordance with RFP Attachment 6.4. Reference Questionnaire.

3.2.2.1.2. Cost Proposal:

The Cost Proposal should be in the form of one (1) digital document in “PDF” or “XLS” format properly recorded on a separate, otherwise blank, standard CD-R recordable disc or USB f lash drive clearly labeled:

“RFP # 33501-265001 COST PROPOSAL”

An electronic or facsimile signature, as applicable, on the Cost Proposal is acceptable.

3.2.2.2. E-mail Submission

3.2.2.2.1. Technical Response

The Technical Response document should be in the form of one (1) digital document in “PDF” format or other easily accessible digital format attached to an e-mail to the Solicitation Coordinator. Both the subject and file name should be clearly identif ied as follows:

“RFP # 33501-265001 TECHNICAL RESPONSE”

The customer references should be delivered by each reference in accordance with RFP Attachment 6.4. Reference Questionnaire.

3.2.2.2.2. Cost Proposal:

The Cost Proposal should be in the form of one (1) digital document in “PDF” or “XLS” format or other easily accessible digital format attached to an e-mail to the Solicitation Coordinator. Both the subject and f ile name should be clearly identif ied as follows:

“RFP # 33501-265001 COST PROPOSAL”

An electronic or facsimile signature, as applicable, on the Cost Proposal is acceptable.

3.2.3. For e-mail submissions, the Technical Response and Cost Proposal documents must be dispatched to the Solicitation Coordinator in separate e-mail messages. For digital media submissions, a Respondent must separate, seal, package, and label the documents and copies for delivery as follows:

3.2.3.1. The Technical Response and copies must be placed in a sealed package that is clearly labeled:

“DO NOT OPEN… RFP # 33501-265001 TECHNICAL RESPONSE FROM

[RESPONDENT LEGAL ENTITY NAME]”

3.2.3.2. The Cost Proposal must be placed in a separate, sealed package that is clearly labeled:

“DO NOT OPEN… RFP # 33501-265001 COST PROPOSAL FROM [RESPONDENT

LEGAL ENTITY NAME]”

3.2.3.3. The separately, sealed Technical Response and Cost Proposal components may be enclosed in a larger package for mailing or delivery, provided that the outermost package is clearly labeled:

“RFP # 33501-265001 SEALED TECHNICAL RESPONSE & SEALED COST

PROPOSAL FROM [RESPONDENT LEGAL ENTITY NAME]”

3.2.3.4. Any Respondent wishing to submit a Response in a format other than digital may do so by contacting the Solicitation Coordinator.

3.2.4. A Respondent must ensure that the State receives a response no later than the Response Deadline time and date detailed in the RFP Section 2, Schedule of Events at the following address:

DeRenne Raley

Tennessee Department of General Services Central Procurement Of f ice WRS Tennessee Tower, 3rd Floor 312 Rosa L. Parks Avenue Nashville, Tennessee 37243 Telephone (615) 251-5173 derenne.raley@tn.gov

3.3. Response & Respondent Prohibitions

3.3.1. A response must not include alternate contract terms and conditions. If a response contains such terms and conditions, the State, at its sole discretion, may determine the response to be a non-responsive counterof fer and reject it.

3.3.2. A response must not restrict the rights of the State or otherwise qualify either the offer to deliver goods or provide services as required by this RFP or the Cost Proposal. If a response restricts the rights of the State or otherwise qualifies either the of fer to deliver goods or provide services as required by this RFP or the Cost Proposal, the State, at its sole discretion, may determine the response to be a non-responsive counterof fer and reject it.

3.3.3. A response must not propose alternative goods or services (i.e., offer services different from those requested and required by this RFP) unless expressly requested in this RFP. The State may consider a response of alternative goods or services to be non-responsive and reject it.

3.3.4. A Cost Proposal must be prepared and arrived at independently and must not involve any collusion between Respondents. The State will reject any Cost Proposal that involves collusion, consultation, communication, or agreement between Respondents. Regardless of the time of detection, the State will consider any such actions to be grounds for response rejection or contract termination.

3.3.5. A Respondent must not provide, for consideration in this RFP process or subsequent contract negotiations, any information that the Respondent knew or should have known was materially incorrect. If the State determines that a Respondent has provided such incorrect information, the State will deem the Response non-responsive and reject it.

3.3.6. A Respondent must not submit more than one Technical Response and one Cost Proposal in response to this RFP, except as expressly requested by the State in this RFP. If a Respondent submits more than one Technical Response or more than one Cost Proposal, the State will deem all of the responses non-responsive and reject them.

3.3.7. A Respondent must not submit a response as a prime contractor while also permitting one or more other Respondents to offer the Respondent as a subcontractor in their own responses. Such may result in the disqualification of all Respondents knowingly involved. This restriction does not, however, prohibit different Respondents f rom offering the same subcontractor as a part of their responses (provided that the subcontractor does not also submit a response as a prime contractor).

3.3.8. The State shall not consider a response from an individual who is, or within the past six (6) months has been, a State employee. For purposes of this RFP:

3.3.8.1. An individual shall be deemed a State employee until such time as all compensation for salary, termination pay, and annual leave has been paid;

3.3.8.2. A contract with or a response from a company, corporation, or any other contracting entity in which a controlling interest is held by any State employee shall be considered to be a contract with or proposal f rom the employee; and

3.3.8.3. A contract with or a response from a company, corporation, or any other contracting entity that employs an individual who is, or within the past six (6) months has been, a State employee shall not be considered a contract with or a proposal f rom the employee and shall not constitute a prohibited conf lict of interest.

3.3.9. This RFP is also subject to Tenn. Code Ann. § 12-4-101—105.

3.4. Response Errors & Revisions

A Respondent is responsible for any and all response errors or omissions. A Respondent will not be allowed to alter or revise response documents after the Response Deadline time and date detailed in the RFP Section 2, Schedule of Events unless such is formally requested, in writing, by the State.

3.5. Response Withdrawal

A Respondent may withdraw a submitted response at any time before the Response Deadline time and date detailed in the RFP Section 2, Schedule of Events by submitting a written request signed by an authorized Respondent representative. After withdrawing a response, a Respondent may submit another response at any time before the Response Deadline. After the Response Deadline, a Respondent may only withdraw all or a portion of a response where the enforcement of the response would impose an unconscionable hardship on the Respondent.

3.6. Additional Services

If a response offers goods or services in addition to those required by and described in this RFP, the State, at its sole discretion, may add such services to the contract awarded as a result of this RFP.

Notwithstanding the foregoing, a Respondent must not propose any additional cost amounts or rates for additional goods or services. Regardless of any additional services of fered in a response, the Respondent’s Cost Proposal must only record the proposed cost as required in this RFP and must not record any other rates, amounts, or information.

NOTICE: If a Respondent fails to submit a Cost Proposal exactly as required, the State may deem the response non-responsive and reject it.

3.7. Response Preparation Costs

The State will not pay any costs associated with the preparation, submittal, or presentation of any response.

4. GENERAL CONTRACTING INFORMATION & REQUIREMENTS

4.1. RFP Amendment

The State at its sole discretion may amend this RFP, in writing, at any time prior to contract award.

However, prior to any such amendment, the State will consider whether it would negatively impact the ability of potential Respondents to meet the response deadline and revise the RFP Schedule of Events if deemed appropriate. If an RFP amendment is issued, the State will convey it to potential Respondents who submitted a Notice of Intent to Respond (refer to RFP Section 1.8.). A response must address the f inal RFP (including its attachments) as amended.

4.2. RFP Cancellation

The State reserves the right, at its sole discretion, to cancel the RFP or to cancel and reissue this RFP in accordance with applicable laws and regulations.

4.3. State Right of Rejection

4.3.1. Subject to applicable laws and regulations, the State reserves the right to reject, at its sole discretion, any and all responses.

4.3.2. The State may deem as non-responsive and reject any response that does not comply with all terms, conditions, and performance requirements of this RFP. Notwithstanding the foregoing, the State reserves the right to waive, at its sole discretion, minor variances f rom full compliance with this RFP. If the State waives variances in a response, such waiver shall not modify the RFP requirements or excuse the Respondent from full compliance, and the State may hold any resulting Contractor to strict compliance with this RFP.

4.4. Assignment & Subcontracting

4.4.1. The Contractor may not subcontract, transfer, or assign any portion of the Contract awarded as a result of this RFP without prior approval of the State. The State reserves the right to refuse approval, at its sole discretion, of any subcontract, transfer, or assignment.

4.4.2. If a Respondent intends to use subcontractors, the response to this RFP must specifically identify the scope and portions of the work each subcontractor will perform (refer to RFP Attachment 6.2., Section B, General Qualif ications & Experience Item B.14.).

4.4.3. Subcontractors identified within a response to this RFP will be deemed as approved by the State unless the State expressly disapproves one or more of the proposed subcontractors prior to signing the Contract.

4.4.4. Af ter contract award, a Contractor may only substitute an approved subcontractor at the discretion of the State and with the State’s prior, written approval.

4.4.5. Notwithstanding any State approval relating to subcontracts, the Respondent who is awarded a contract pursuant to this RFP will be the prime contractor and will be responsible for all work under the Contract.

4.5. Right to Refuse Personnel or Subcontractors

The State reserves the right to refuse, at its sole discretion and notwithstanding any prior approval, any personnel of the prime contractor or a subcontractor providing goods or services in the performance of a contract resulting from this RFP. The State will document in writing the reason(s) for any rejection of personnel.

4.6. Insurance

The State will require the awarded Contractor to provide a Certificate of Insurance issued by an insurance company licensed or authorized to provide insurance in the State of Tennessee. Each Certif icate of Insurance shall indicate current insurance coverages meeting minimum requirements as may be specified by this RFP. A failure to provide a current, Certif icate of Insurance will be considered a material breach and grounds for contract termination.

4.7. Professional Licensure and Department of Revenue Registration

4.7.1. All persons, agencies, f irms, or other entities that provide legal or f inancial opinions, which a Respondent provides for consideration and evaluation by the State as a part of a response to this RFP, shall be properly licensed to render such opinions.

4.7.2. Before the Contract resulting f rom this RFP is signed, the apparent successful Respondent (and

Respondent employees and subcontractors, as applicable) must hold all necessary or appropriate business or professional licenses to provide the goods or services as required by the contract. The State may require any Respondent to submit evidence of proper licensure.

4.7.3. Before the Contract resulting f rom this RFP is signed, the apparent successful Respondent must be registered with the Tennessee Department of Revenue for the collection of Tennessee sales and use tax. The State shall not award a contract unless the Respondent provides proof of such registration or provides documentation f rom the Department of Revenue that the Contractor is exempt from this registration requirement. The foregoing is a mandatory requirement of an award of a contract pursuant to this solicitation. To register, please visit the Department of Revenue’s Tennessee Taxpayer Access Point (TNTAP) website for Online Registration and the Vendor Contract Questionnaire.

These resources are available at the following: https://tntap.tn.gov/eservices/_/#1

4.8. Disclosure of Response Contents

4.8.1. All materials submitted to the State in response to this RFP shall become the property of the State of Tennessee. Respondents are cautioned not to provide any materials in response to this RFP that are trade secrets, as defined under Tenn. Code Ann. § 47-25-1702 and any other applicable law. By submitting a response to this RFP, the respondent acknowledges and agrees that the State shall have no liability whatsoever for disclosure of a trade secret under the Uniform Trade Secrets Act, as provided at Tenn. Code Ann. § 47-25-1701-1709, or under any other applicable law.

Selection or rejection of a response does not af fect this right. By submitting a response, a Respondent acknowledges and accepts that the full response contents and associated documents will become open to public inspection in accordance with the laws of the State of Tennessee.

4.8.2. The State will hold all response information, including both technical and cost information, in conf idence during the evaluation process.

4.8.3. Upon completion of response evaluations, indicated by public release of a Notice of Intent to Award, the responses and associated materials will be open for review by the public in accordance with Tenn. Code Ann. § 10-7-504(a)(7).

4.9. Contract Approval and Contract Payments

4.9.1. Af ter contract award, the Contractor who is awarded the contract must submit appropriate documentation with the Department of Finance and Administration, Division of Accounts.

4.9.2. This RFP and its contractor selection processes do not obligate the State and do not create rights, interests, or claims of entitlement in either the Respondent with the apparent best-evaluated response or any other Respondent. State obligations pursuant to a contract award shall commence https://tntap.tn.gov/eservices/_/#1 only af ter the Contract is signed by the State agency head and the Contractor and after the Contract is approved by all other state of f icials as required by applicable laws and regulations.

4.9.3. No payment will be obligated or made until the relevant Contract is approved as required by applicable statutes and rules of the State of Tennessee.

4.9.3.1. The State shall not be liable for payment of any type associated with the Contract resulting f rom this RFP (or any amendment thereof) or responsible for any goods delivered or services rendered by the Contractor, even goods delivered or services rendered in good faith and even if the Contractor is orally directed to proceed with the delivery of goods or the rendering of services, if it occurs before the Contract Effective Date or af ter the Contract Term.

4.9.3.2. All payments relating to this procurement will be made in accordance with the Payment

Terms and Conditions of the Contract resulting from this RFP (refer to RFP Attachment 6.6., Pro Forma Contract, Section C).

4.9.3.3. If any provision of the Contract provides direct funding or reimbursement for the competitive purchase of goods or services as a component of contract performance or otherwise provides for the reimbursement of specified, actual costs, the State will employ all reasonable means and will require all such documentation that it deems necessary to ensure that such purchases were competitive and costs were reasonable, necessary, and actual. The Contractor shall provide reasonable assistance and access related to such review. Further, the State shall not remit, as funding or reimbursement pursuant to such provisions, any amounts that it determines do not represent reasonable, necessary, and actual costs.

4.10. Contractor Performance

The Contractor who is awarded a contract will be responsible for the delivery of all acceptable goods or the satisfactory completion of all services set out in this RFP (including attachments) as may be amended. All goods or services are subject to inspection and evaluation by the State. The State will employ all reasonable means to ensure that goods delivered or services rendered are in compliance with the Contract, and the Contractor must cooperate with such ef forts.

4.11. Contract Amendment

After Contract award, the State may request the Contractor to deliver additional goods or perform additional services within the general scope of the Contract and this RFP, but beyond the specif ied Scope, and for which the Contractor may be compensated. In such instances, the State will provide the Contractor a written description of the additional goods or services. The Contractor must respond to the State with a time schedule for delivering the additional goods or accomplishing the additional services based on the compensable units included in the Contractor’s response to this RFP. If the State and the Contractor reach an agreement regarding the goods or services and associated compensation, such agreement must be effected by means of a contract amendment. Further, any such amendment requiring additional goods or services must be signed by both the State agency head and the Contractor and must be approved by other state officials as required by applicable statutes, rules, policies and procedures of the State of Tennessee. The Contractor must not provide additional goods or render additional services until the State has issued a written contract amendment with all required approvals.

4.12. Severability

If any provision of this RFP is declared by a court to be illegal or in conflict with any law, said decision will not affect the validity of the remaining RFP terms and provisions, and the rights and obligations of the State and Respondents will be construed and enforced as if the RFP did not contain the particular provision held to be invalid.

4.13. Next Ranked Respondent

The State reserves the right to initiate negotiations with the next ranked Respondent should the State cease doing business with any Respondent selected via this RFP process.

5. EVALUATION & CONTRACT AWARD

5.1. Evaluation Categories & Maximum Points

The State will consider qualif ications, experience, technical approach, and cost in the evaluation of responses and award points in each of the categories detailed below (up to the maximum evaluation points indicated) to each response deemed by the State to be responsive.

EVALUATION CATEGORY MAXIMUM POINTS POSSIBLE

General Qualifications & Experience (refer to RFP Attachment 6.2., Section B) 10

Technical Qualifications, Experience & Approach (refer to RFP Attachment 6.2., Section C)

Oral Presentation or Field Test (refer to RFP Attachment 6.2., Section D) 10

Cost Proposal (refer to RFP Attachment 6.3.) 20

5.2. Evaluation Process

The evaluation process is designed to award the contract resulting from this RFP not necessarily to the Respondent offering the lowest cost, but rather to the Respondent deemed by the State to be responsive and responsible who of fers the best combination of attributes based upon the evaluation criteria.

(“Responsive Respondent” is defined as a Respondent that has submitted a response that conforms in all material respects to the RFP. “Responsible Respondent” is def ined as a Respondent that has the capacity in all respects to perform fully the contract requirements, and the integrity and reliability which will assure good faith performance.)

5.2.1. Technical Response Evaluation. The Solicitation Coordinator and the Proposal Evaluation

Team (consisting of three (3) or more State employees) will use the RFP Attachment 6.2., Technical Response & Evaluation Guide to manage the Technical Response Evaluation and maintain evaluation records.

5.2.1.1. The State reserves the right, at its sole discretion, to request Respondent clarif ication of a Technical Response or to conduct clarif ication discussions with any or all Respondents. Any such clarification or discussion will be limited to specific sections of the response identified by the State. The subject Respondent must put any resulting clarif ication in writing as may be required and in accordance with any deadline imposed by the State.

5.2.1.2. The Solicitation Coordinator will review each Technical Response to determine compliance with RFP Attachment 6.2., Technical Response & Evaluation Guide, Section A—…