RFP_32701-25-414_Amendment_2.pdf

This is an amendment to a Request for Proposals issued by the State of Tennessee Department of Environment and Conservation for a State Revolving Loan Fund Program Data Management System. Amendment 2, effective December 23, 2025, updates the RFP schedule of events with revised and confirmed deadlines for the procurement process. Key dates include a Pre-Response Conference on November 21, 2025, a Notice of Intent to Respond deadline of November 24, 2025, a written questions deadline of December 3, 2025 with state responses due December 30, 2025, and a Response Deadline of January 16, 2025. The state will complete technical evaluations by February 12, 2026, followed by respondent oral presentations scheduled for February 23-24, 2026. Cost proposals will be opened and scored on February 26, 2026, with negotiation occurring February 27 through March 5, 2026. The Notice of Intent to Award is scheduled for release on March 6, 2026, followed by a protest period ending March 13, 2026. The contractor signature deadline is March 18, 2026, allowing for contract execution early in the second quarter.

The RFP seeks a comprehensive Commercial-off-the-Shelf (COTS) solution to support the Clean Water State Revolving Fund (CWSRF), Drinking Water State Revolving Fund (DWSRF), and State Water Infrastructure Grant (SWIG) Program, accommodating approximately 40 internal users and 600 external users across Tennessee municipalities and water authorities. The system must include questionnaire management, applicant tracking, workflow phase management, document management, repayment processing, reporting and analytics, configuration, data migration of up to 800 records, integration with existing state systems, and comprehensive user training. The evaluation process allocates 20 points for general qualifications, 25 points for technical qualifications, 25 points for oral presentation/field test, and 30 points for cost proposal. The contractor must be registered with the Tennessee Department of Revenue, provide current proof of insurance and professional licensure, maintain SOC 2 Type 2 compliance, undergo annual penetration testing, and maintain comprehensive insurance coverage including $10,000,000 in Technology Professional Liability/Cyber Liability. The contract has a maximum estimated liability of $4,000,000 for the 60-month term, with all state data required to be hosted within the continental United States with access limited to U.S.-based resources.