RFI_32801-REAL2026_R.E.A.L_Point_of_Sale_System.pdf

STATE OF TENNESSEE

WILDLIFE RESOURCES AGENCY

REQUEST FOR INFORMATION

FOR

REMOTE EASY ACCESS LICENSE (R.E.A.L) POINT-OF-SALE SYSTEM

(DEVELOPMENT, IMPLEMENTATION, AND ADMINISTRATION)

RFI # 32801-REAL2026

AUGUST 31, 2026

1. STATEMENT OF PURPOSE:

The Tennessee Wildlife Resources Agency (TWRA) is seeking a qualified Contractor to design, implement, and administer a modern Remote Easy Access License (R.E.A.L.) point-of-sale system. This initiative aims to replace existing legacy infrastructure and migrate all existing historical data to a robust, centralized platform capable of managing the full lifecycle of hunting and fishing licenses, boat registrations and boat titling, game harvest reporting, applications for and the running of quota hunt draws, reservations management, captive wildlife permitting, commercial fishing licenses, magazine subscriptions, boating and hunter education data, sampling results, and other fee collection items. Additionally, the objective is to provide a seamless, unified experience for license agents, TWRA administrative staff, and the public while ensuring real-time data integrity and fiscal accountability.

The scope of this engagement includes the development of a modular, secure system architecture that supports both in-person point-of-sale transactions and a 24/7 public-facing web and mobile portal. The Contractor shall be responsible for end-to-end project management adhering to the Tennessee Business Solutions Methodology (TBSM), including system design, testing, data migration from legacy environments, and the implementation of stringent security protocols. Key functional requirements include real-time revenue collection via automated clearing house (ACH) processes, automated eligibility validation, and comprehensive financial reconciliation tools.

The Contractor shall also provide ongoing operational support, including a toll-free customer help desk, specialized training programs for agents, and disaster recovery services. All deliverables shall meet strict performance standards, including high availability for web-based fulfillment and compliance with state and federal data protection regulations. The successful Respondent shall demonstrate the capacity to maintain system integrity across diverse platforms, such as specialized modules for license sales, boat titling and registration, captive wildlife, event management, reservations, quota hunts, and harvest reporting, ensuring the agency remains responsive to the needs of Tennessee’s outdoor community.

2. BACKGROUND:

The Tennessee Wildlife Resources Agency (TWRA) is a State agency governed by a 13-member commission appointed by the Governor, Lt. Governor, and Speaker of the House.

TWRA manages Tennessee's wildlife, fisheries, habitats, and vessel registrations, generating approximately $54 million annually. The Agency annually processes 1.1 million license sales across 245 types, 91,000 quota hunt applications, and 200,000 harvest records supported by 334 checking stations.

The TWRA currently sells licenses using three methods: (1) online or mobile application using a credit card, (2) walk-in at a TWRA regional office, or (3) walk-in at an authorized license agent (retailers and county clerks who collect purchaser fees and remit revenue weekly via ACH). In any case, transaction data shall be captured and the database updated in real time.

TWRA processes approximately 125,000 annual boat registrations (new, transfer, and 1–3 year renewals) based on vessel length, both in-person and online via the R.E.A.L. system.

The solicited system shall provide comprehensive functionality for vessel registration and boat titling, including title issuance, lien/security interest recording, and real-time database updates across all transactional channels.

3. COMMUNICATIONS:

3.1. 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 RFI Section 4, Schedule of Events.

3.2. A Respondent must ensure that the State receives a response no later than the Response Deadline time and date detailed in the RFI Section 4, Schedule of Events at the following address:

Will Harmon will.harmon@tn.gov

3.3. Please reference RFI # 32801-REAL2026 with all communications to this RFI.

4. RFI SCHEDULE OF EVENTS:

EVENT TIME

(Central

Time Zone)

DATE

(all dates are State business days)

1. RFI Issued AUGUST 31, 2026

2. Written “Questions & Comments” Deadline 2:00 p.m. SEPTEMBER 11, 2026

3. State Response to Written “Questions & Comments” SEPTEMBER 21, 2026

4. RFI Response Deadline 2:00 p.m. SEPTEMBER 30, 2026 mailto:will.harmon@tn.gov

5. GENERAL INFORMATION:

5.1. Please note that responding to this RFI is not a prerequisite for responding to any future solicitations related to this project and a response to this RFI will not create any contract rights. Responses to this RFI will become property of the State.

5.2. The information gathered during this RFI is part of an ongoing procurement. In order to prevent an unfair advantage among potential respondents, the RFI responses will not be available until after the completion of evaluation of any responses, proposals, or bids resulting from a Request for Qualifications, Request for Proposals, Invitation to Bid or other procurement methods. In the event that the state chooses not to go further in the procurement process and responses are never evaluated, the responses to the procurement, including the responses to the RFI, will be considered confidential by the State.

5.3. The State will not pay for any costs associated with responding to this RFI.

6. INFORMATIONAL FORMS:

The State is requesting the following information from all interested parties. Please fill out the following forms:

RFI # 32801-REAL2026

TECHNICAL INFORMATIONAL FORM

1. RESPONDENT LEGAL ENTITY NAME:

2. RESPONDENT CONTACT PERSON:

Name, Title:

Address:

Phone Number:

Email:

3. BRIEF DESCRIPTION OF EXPERIENCE PROVIDING SIMILAR SCOPE OF

SERVICES/PRODUCTS:

COST INFORMATIONAL FORM

1. Describe what pricing units you typically utilize for similar services or goods (e.g., per hour, each, etc.:

2. Describe the typical price range for similar services or goods

ADDITIONAL CONSIDERATIONS

1. The Respondents are permitted to submit, as part of their Response, a “redline” of RFI Attachment B, Pro Forma Contract, that tracks the Respondents’ request for alternative or supplemental contract language. The redline changes that are allowed by this provision shall not include any exceptions or changes that (1) contradict any applicable state or federal law; (2) a mandatory requirement identified in RFP Document Draft - Attachment 6.2. – Section A; or (3) alter any deadlines in the Schedule of Events

2. Please provide input on alternative approaches or additional things to consider that might benefit the State:

ATTACHMENT A – RFP DOCUMENT DRAFT

ATTACHMENT B – RFP PRO FORMA DRAFT