RFP_30227-00725_Amd_4.pdf

This document is Amendment 4 to Request for Proposals 30227-00725 issued by the State of Tennessee Administrative Office of the Courts for a Statewide Court Case Management System (CMS) and eFiling Application. The amendment updates the RFP schedule of events with revised dates for critical procurement milestones. The RFP seeks a comprehensive commercial off-the-shelf Software as a Service solution to replace disparate case management systems across Tennessee's 95 counties and 32 judicial districts, serving approximately 400 Trial Courts including Circuit, Chancery, Criminal, Probate, General Sessions, and Juvenile Courts with an estimated 238 clerks and 319 judges as internal users. Key dates include a pre-response conference on August 6, 2025, two rounds of written questions and comments with deadlines of August 15 and September 5, 2025, and a response deadline of September 22, 2025 at 4:30 p.m. central time. The top three ranked respondents will participate in oral presentations scheduled for November 12–14, 2025, followed by negotiation from November 19 through December 3, 2025. The State will release its Notice of Intent to Award on December 5, 2025, with the protest period ending December 12, 2025. The contract will be sent to the selected contractor on December 23, 2025, with a contractor signature deadline of January 31, 2026. The proposed contract term is 120 months with potential 12-month renewal options.

Amendment 4 does not provide explicit pricing terms, set-aside designations, incumbent information, or funding amounts. The amendment serves solely to confirm and update the RFP schedule of events, with all other terms and conditions of the original RFP remaining in full force and effect. The current technological environment consists of approximately 14 different case management systems across the state, ranging from on-premises solutions to custom-built and commercial off-the-shelf systems. The proposed solution must integrate with multiple state agencies including the Department of Correction, Department of Revenue, Department of Safety, State Comptroller's Office, and Tennessee Bureau of Investigations, as well as 26 distinct data exchange mechanisms utilizing various formats such as CSV, Fixed Length, SQL, API, and JSON. Implementation will occur in phases with a planned go-live between October 2025 and early 2026, though the total project budget is not explicitly stated in this amendment document.