RFI_34201_02431_GMS.docx

STATE OF TENNESSEE

Tennessee Emergency Management Authority (TEMA)

REQUEST FOR INFORMATION

FOR

GRANTS MANAGEMENT SYSTEM

RFI # 34201-02431

09/01/2026

1. STATEMENT OF PURPOSE:

The State of Tennessee, Tennessee Emergency Management Authority (TEMA) issues this Request for Information (“RFI”) for the purpose of seeking a new Grants Management System. We appreciate your input and participation in this process.

2. BACKGROUND:

Tennessee Emergency Management Authority (TEMA) issues this request for the purpose of procuring a new Grants Management System for a state-funded disaster aid program. The system will provide a centralized platform through which applicants, recipients, reviewers, and State personnel can manage grant activities throughout the grant lifecycle.

3. COMMUNICATIONS:

3.1. Please submit your response to this RFI to:

Sara Cox Tennessee Emergency Management Authority 3041 Sidco Drive Nashville, TN 37204 sara.cox@tn.gov

3.2. Please feel free to contact TEMA with any questions regarding this RFI. The main point of contact will be:

Jason Laney Tennessee Emergency Management Authority 3041 Sidco Drive Nashville, TN 37204 615-946-4757 jason.l.laney@tn.gov

3.3. Please reference RFI # 34201-02431 with all communications to this RFI.

4. RFI SCHEDULE OF EVENTS:

EVENT

TIME

(Central Time Zone)

DATE

(all dates are State business days)

09/01/2026

10/14/2026

11/09/2026-11/23/2026

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 method. 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 #34201-02431

TECHNICAL INFORMATIONAL FORM

1. RESPONDENT LEGAL ENTITY NAME:

2. RESPONDENT CONTACT PERSON:

Name, Title:

Address:

Phone Number:

Email:

3. Briefly describe your organization’s experience providing grant management systems that support full grant lifecycle, including high‑volume disaster‑related surges.

4. Describe your system’s ability to allow TEMA staff to independently update and configure your system

5. Explain your ability to provide reusable templates and automated document generation, including contract buildouts populated with application data.

6. Describe how your system integrates with State payment systems for payment tracking and reconciliation

7. Describe your role‑based access controls, permissions, audit history features, and your approach to maintaining data integrity, security, and availability during disaster surges.

8. Explain your configurable validation rules to prevent incomplete, inaccurate, or invalid submissions

9. Explain your duplicate detection capabilities for applicants, projects, applications, and payments.

10. Describe how your applicant, grantee, reviewer, and administrative portals meet accessibility standards

11. Explain your system’s reporting capabilities, including configurable dashboards, flexible report creation, and data export formats available.

12. Describe your support for authenticated electronic signatures, timestamps, version control, and non‑repudiation.

13. Describe your user management methodology

14. Describe your preferred approach to implementing the system, including timelines and prior examples.

15. Describe what support is provided during implementation, including user training, data migration, admin training, documentation, and configuration assistance.

16. Describe your approach for ongoing support, including disaster‑response support and advance notice for material system changes, releases, or deprecations.

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

3. Describe the startup costs and recurring costs.

4. Describe the user licensing cost model.

ADDITIONAL CONSIDERATIONS

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

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