RFP_30227-00725_Amd_2.pdf

06-21-23 RFP

RFP # 30227-00725 – Amendment # 2 Page 1 of 7

STATE OF TENNESSEE

ADMINISRATIVE OFFICE OF THE COURTS

REQUEST FOR PROPOSALS # 30227-00725

AMENDMENT # 2

FOR STATEWIDE COURT CMS AND eFILING

APPLICATION

DATE: SEPTEMBER 4, 2025

RFP # 30227-00725 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 July 31, 2025

2. Disability Accommodation Request Deadline 3:30 p.m. August 5, 2025

3. Pre-response Conference 1:00 p.m. August 6, 2025

4. Notice of Intent to Respond Deadline August 8, 2025

5. Written “Questions & Comments” Deadline 3:30 p.m. August 15, 2025

6. State Response to Written “Questions & Comments” August 29, 2025

7. Written “Questions & Comments” Deadline (2nd round) 3:30 p.m. September 5, 2025

8. State Response to Written “Questions & Comments” (2nd round) September 12, 2025

9. Response Deadline 4:30 p.m. September 22, 2025

10. State Opening & Scoring of Cost Proposals September 23, 2025

11. State Completion of Technical Response Evaluations November 3, 2025

12. State Schedules Respondent Oral Presentations (Top 3 Ranked Respondents Only)

November 4, 2025

13. Respondent Oral Presentations November 12 – 14, 2025

14. Negotiation November 17 – December 1,

15. State Notice of Intent to Award Released and RFP Files Opened for Public Inspection 2:00 p.m. December 2, 2025

16. End of Protest Period December 12, 2025

RFP # 30227-00725 – Amendment # 2 Page 2 of 7

17. State sends contract to Contractor for signature December 23, 2025

18. Contractor Signature Deadline . January 31, 2026

2. Delete RFP Cover Sheet in its entirety and insert the following in its place (any sentence or paragraph containing revised or new text is highlighted):

STATE OF TENNESSEE

ADMINISTRATIVE OFFICE OF THE COURTS

REQUEST FOR PROPOSALS

FOR

Statewide Court CMS and eFiling Application

RFP # 30227-00725

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

RFP # 30227-00725 – Amendment # 2 Page 3 of 7

3. Delete RFP section 1.4.2.1 in its entirety and insert the following in its place (any sentence or paragraph

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

Shane Gibson, Sourcing Team Lead Department of General Services Central Procurement Office 312 Rosa L. Parks Ave., 3rd Floor 615-253-4762 shane.gibson@tn.gov

4. Delete RFP section 3.2.4 in its entirety and insert the following in its place (any sentence or paragraph

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:

Shane Gibson, Sourcing Team Lead The Department of General Services, Central Procurement Office 312 Rosa L. Parks Ave Nashville, TN 37243 3rd Floor, Central Procurement Office 615-253-4762 shane.gibson@tn.gov

6.6 Requirements Traceability Matrix

6.7. Pro Forma Contract

APPENDIX:

A. Use Cases

B. Statewide Integrations

C. Minimum Accounting Records, Controls, and Procedures

D. Chart of Accounts (July 2024)

E. Chart of Tennessee Counties by population and CMS Currently Used

F. Legacy CMS List mailto:shane.gibson@tn.gov

RFP # 30227-00725 – Amendment # 2 Page 4 of 7

5. Delete RFP Attachment 6.4 in its entirety and insert the following in its place (any sentence or paragraph containing revised or new text is highlighted):

RFP ATTACHMENT 6.4.

REFERENCE QUESTIONNAIRE

The standard reference questionnaire provided on the following pages of this attachment should be completed by all individuals offering a reference for the Respondent.

The Respondent will be solely responsible for obtaining completed reference questionnaires as detailed below..

Provide references from individuals who are not current State employees of the procuring State Agency for projects similar to the goods or services sought under this RFP and which represent:

two (2) contracts Respondent currently services that are similar in size and scope to the services required by this RFP; and three (3) completed contracts that are similar in size and scope to the services required by this RFP.

References from at least three (3) different individuals are required to satisfy the requirements above, e.g., an individual may provide a reference about a completed project and another reference about a currently serviced account. The individual contact reference provided for each contract or project shall not be a current State employee of the procuring State agency. Procuring State agencies that accept references from another State agency shall document, in writing, a plan to ensure that no contact is made between the procuring State agency and a referring State agency. The standard reference questionnaire, should be used and completed, and is provided on the next page of this RFP Attachment 6.4.

In order to obtain and submit the completed reference questionnaires following one of the two processes below.

Written:

(a) Add the Respondent’s name to the standard reference questionnaire at RFP Attachment 6.4. and make a copy for each reference.

(b) Send a reference questionnaire and new, standard #10 envelope to each reference.

(c) Instruct the reference to:

(i) complete the reference questionnaire;

(ii) sign and date the completed reference questionnaire;

(iii) seal the completed, signed, and dated reference questionnaire within the envelope provided;

(iv) sign his or her name in ink across the sealed portion of the envelope; and

(v) return the sealed envelope directly to the Respondent (the Respondent may wish to give each reference a deadline, such that the Respondent will be able to collect all required references in time to include them within the sealed Technical Response).

(d) Do NOT open the sealed references upon receipt.

(e) Enclose all sealed reference envelopes within a larger, labeled envelope for inclusion in the Technical

Response as required.

Email:

(a) Add the Respondent’s name to the standard reference questionnaire at RFP Attachment 6.4. and make a copy for each reference.

(b) E-mail a reference questionnaire to each reference.

(c) Instruct the reference to:

(i) complete the reference questionnaire;

(ii) sign and date the completed reference questionnaire;

RFP # 30227-00725 – Amendment # 2 Page 5 of 7

(iii) E-mail the reference directly to the Solicitation Coordinator by the RFP Technical Response Deadline with the Subject line of the e-mail as “[Respondent’s Name] Reference for RFP # 30227-00725”.

NOTES:

The State will not accept late references or references submitted by any means other than the two which are described above, and each reference questionnaire submitted must be completed as required.

The State will not review more than the number of required references indicated above.

While the State will base its reference check on the contents of the reference e-mails or sealed reference envelopes included in the Technical Response package, the State reserves the right to confirm and clarify information detailed in the completed reference questionnaires, and may consider clarification responses in the evaluation of references.

The State is under no obligation to clarify any reference information.

RFP # 30227-00725 – Amendment # 2 Page 6 of 7

RFP # 30227-00725 REFERENCE QUESTIONNAIRE

REFERENCE SUBJECT: RESPONDENT NAME (completed by Respondent before reference is requested)

The “reference subject” specified above, intends to submit a response to the State of Tennessee in response to the Request for Proposals (RFP) indicated. As a part of such response, the reference subject must include a number of completed and sealed reference questionnaires (using this form).

Each individual responding to this reference questionnaire is asked to follow these instructions:

complete this questionnaire (either using the form provided or an exact duplicate of this document);

sign and date the completed questionnaire and follow either process outlined below;

Physical:

seal the completed, signed, and dated questionnaire in a new standard #10 envelope;

sign in ink across the sealed portion of the envelope; and return the sealed envelope containing the completed questionnaire directly to the reference subject.

E-Mail:

e-mail the completed questionnaire to:

Shane Gibson (shane.gibson@tn.gov)

(1) What is the name of the individual, company, organization, or entity responding to this reference questionnaire?

(2) Please provide the following information about the individual completing this reference questionnaire on behalf of the above-named individual, company, organization, or entity.

NAME:

TITLE:

TELEPHONE #

E-MAIL ADDRESS:

(3) What goods or services does/did the reference subject provide to your company or organization?

RFP # 30227-00725 – Amendment # 2 Page 7 of 7

(4) If the goods or services that the reference subject provided to your company or organization are completed, were the goods or services provided in compliance with the terms of the contract, on time, and within budget? If not, please explain.

(5) If the reference subject is still providing goods or services to your company or organization, are these goods or services being provided in compliance with the terms of the contract, on time, and within budget? If not, please explain.

(6) How satisfied are you with the reference subject’s ability to perform based on your expectations and according to the contractual arrangements?

6. RFP Amendment Effective Date. The revisions set forth herein shall be effective upon release. All other terms and conditions of this RFP not expressly amended herein shall remain in full force and effect.

REFERENCE SIGNATURE:

(by the individual completing this request for reference information)

DATE:

(must be the same as the signature across the envelope seal)