RFP_30901-63626_Amd_1.pdf

RFP # 30901-6362 – Amendment # 1 Page 1 of 3 Pages

STATE OF TENNESSEE

TREASURY DEPARTMENT

REQUEST FOR PROPOSALS # 30901-63626

AMENDMENT # 1

FOR PENSION FILE DEATH MATCH AND OBITUARY

MATCH SERVICES FOR THE TENNESSEE

CONSOLIDATED RETIREMENT SYSTEM

DATE: September 5, 2025

RFP # 30901-63626 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

UPDATED

OR

CONFIRMED

1. RFP Issued August 26, 2025 CONFIRMED

2. Disability Accommodation Request Deadline 2:00 p.m. August 29, 2025 CONFIRMED

3. Pre-response Teleconference 10:00 a.m. September 3, 2025 CONFIRMED

4. Notice of Intent to Respond Deadline 2:00 p.m. September 4, 2025 CONFIRMED

5. Written “Questions & Comments” Deadline 2:00 p.m. September 12, 2025 CONFIRMED

6. State Response to Written “Questions & Comments” September 23, 2025 CONFIRMED

7. Technical Response and Cost Proposal Deadline 2:00 p.m. October 2, 2025 CONFIRMED

8. State Completion of Technical Response Evaluations October 13, 2025 CONFIRMED

9. State Schedules Respondent Oral Presentation (Respondent Finalists Only)

October 14, 2025 CONFIRMED

10. Respondent Oral Presentation (Respondent Finalists Only)

8:00 a.m. – 4:30 p.m.

October 20, 2025 – October 21, 2025

CONFIRMED

11. State Completion of Oral Presentation Evaluations

October 21, 2025 CONFIRMED

12. State Opening & Scoring of Cost Proposals (Finalists Only) October 21, 2025 CONFIRMED

RFP # 30901-6362 – Amendment # 1 Page 2 of 3 Pages

13. Negotiations (Optional to the State) October 22, 2025 – October 23, 2025 CONFIRMED

14. State Notice of Intent to Award Released and RFP Files Opened for Public Inspection October 29, 2025 CONFIRMED

15. End of Protest Period November 5, 2025 CONFIRMED

16. State sends contract to Contractor for signature November 6, 2025 CONFIRMED

17. Contractor Signature Deadline 2:00 p.m. November 13, 2025 CONFIRMED

2. Delete Section A.5 of the Pro Forma Contract (RFP Attachment 6.6) in its entirety and insert the following in its place (any sentence or paragraph containing revised or new text is highlighted):

A.5. Death Match Search – Inactive File. On a semi-annual basis, the State shall provide to the Contractor an encrypted electronic Inactive File containing the data elements mutually agreed to by the Parties Requirements) using a mutually agreed upon secure protocol. The file shall be delivered by the State to the Contractor in a text format and via such arrangement as shall be mutually agreed to by the Parties. Upon receipt of the file, the Contractor shall compare the respective data elements provided by the State on each such Inactive record against the data elements in the Contractor’s database. The comparison process shall be performed in the manner described in the Contractor’s Proposal.

3. Delete Section E.5 of the Pro Forma Contract (RFP Attachment 6.6) in its entirety and insert the following in its place (any sentence or paragraph containing revised or new text is highlighted):

E.5. Personally Identifiable Information. While performing its obligations under this Contract, Contractor may have access to Personally Identifiable Information held by the State (“PII”).

For the purposes of this Contract, “PII” includes “Nonpublic Personal Information” as that term is defined in Title V of the Gramm-Leach-Bliley Act of 1999 or any successor federal statute, and the rules and regulations thereunder, all as may be amended or supplemented from time to time (“GLBA”) and personally identifiable information and other data protected under any other applicable laws, rule or regulation of any jurisdiction relating to disclosure or use of personal information (“Privacy Laws”). Contractor agrees it shall not do or omit to do anything which would cause the State to be in breach of any Privacy Laws. Contractor shall, and shall cause its employees, agents and representatives to: (i) keep PII confidential and may use and disclose PII only as necessary to carry out those specific aspects of the purpose for which the PII was disclosed to Contractor and in accordance with this Contract, GLBA and Privacy Laws; and (ii) implement and maintain appropriate technical and organizational measures regarding information security to: (A) ensure the security and confidentiality of PII; (B) protect against any threats or hazards to the security or integrity of PII; and (C) prevent unauthorized access to or use of PII. Contractor shall immediately notify State: (1) of any disclosure or use of any PII by Contractor or any of its employees, agents and representatives in breach of this Contract; and (2) of any disclosure of any PII to Contractor or its employees, agents and representatives where the purpose of such disclosure is not known to Contractor or its employees, agents and representatives. The State reserves the right to review Contractor's policies and procedures used to maintain the security and confidentiality of PII and Contractor shall, and cause its employees, agents and representatives to, comply with all reasonable requests or directions from the State to enable the State to verify or ensure that Contractor is in full compliance with its obligations under this Contract in relation to PII. Upon termination or expiration of the Contract or at the State’s direction at any time in its sole discretion, whichever is earlier, Contractor shall immediately

RFP # 30901-6362 – Amendment # 1 Page 3 of 3 Pages return to the State any and all PII which it has received under this Contract and shall destroy all records of such PII.

The Contractor shall report to the State any instances of unauthorized access to or potential disclosure of PII in the custody or control of Contractor (“Unauthorized Disclosure”) that come to the Contractor’s attention. Any such report shall be made by the Contractor within twenty-four (24) hours after the Unauthorized Disclosure has come to the attention of the Contractor.

Contractor shall take all necessary measures to halt any further Unauthorized Disclosures.

The Contractor, at the sole discretion of the State, shall provide no cost credit monitoring services for individuals whose PII was affected by the Unauthorized Disclosure. The Contractor shall bear the cost of notification to all individuals affected by the Unauthorized Disclosure, including individual letters and public notice. The remedies set forth in this Section are not exclusive and are in addition to any claims or remedies available to this State under this Contract or otherwise available at law. The obligations set forth in this Section shall survive the termination of this Contract.

4. The Pro Forma Contract (RFP Attachment 6.6) is amended by adding the following signature lines immediately after Section E.5 of the Pro Forma Contract (any sentence or paragraph containing revised or new text is highlighted):

IN WITNESS WHEREOF,

[CONTRACTOR LEGAL ENTITY NAME]:

CONTRACTOR SIGNATURE

DATE:

PRINTED NAME AND TITLE

OF CONTRACTOR SIGNATORY (above)

TREASURY DEPARTMENT:

DAVID H. LILLARD, JR.,

STATE TREASURER

DATE:

5. 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.