RFP_30227-00725_Amd_6.pdf

This is Amendment 6 to Request for Proposals (RFP) 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 project schedule and confirms key RFP milestones. The RFP seeks a comprehensive commercial off-the-shelf SaaS solution to replace disparate case management systems across Tennessee's 95 counties and 32 judicial districts, serving approximately 400 trial courts (Circuit, Chancery, Criminal, Probate, General Sessions, and Juvenile Courts) with 238 clerks and 319 judges as internal users. The amended schedule establishes a response deadline of September 22, 2025, at 4:30 p.m. Central Time, with a pre-response conference scheduled for August 6, 2025. Two rounds of written questions and comments are permitted, with deadlines of August 15, 2025, and September 5, 2025, respectively. Technical response evaluations are scheduled for completion by November 3, 2025, with oral presentations required for the top three ranked respondents occurring November 12-14, 2025. Negotiation is scheduled for November 26 through December 10, 2025, with a Notice of Intent to Award released December 11, 2025. The contract award process concludes with a protest period ending December 18, 2025, contract transmission to the selected contractor on December 23, 2025, and a contractor signature deadline of January 31, 2026. The RFP proposes a 120-month contract term with potential 12-month renewal options.

The amendment does not explicitly address pricing terms, set-asides for disadvantaged enterprises, incumbents, or specific funding amounts. The broader RFP documentation indicates that the state expects to pay for implementation, software licensing, hosting, and ongoing maintenance, with implementation occurring in phases and planned go-live between October 2025 and early 2026. The current environment includes approximately 14 different case management systems across the state, ranging from on-premises solutions to custom-built and commercial off-the-shelf systems. The solution must integrate with multiple state agencies including the Department of Correction, Department of Revenue, Department of Safety, State Comptroller's Office, Tennessee Bureau of Investigations, and various local county offices, requiring integration with 26 distinct data exchange mechanisms utilizing multiple formats such as CSV, Fixed Length, SQL, API, and JSON. The RFP includes a requirements traceability matrix with 409 detailed requirements across multiple domains with varying priority levels.