RFP_32701-25-414_Amendment_4.pdf

This is an Amendment #4 to a Request for Proposals (RFP #32701-25-414) issued by the State of Tennessee Department of Environment and Conservation for a State Revolving Loan Fund Program Data Management System. The RFP seeks a Commercial-off-the-Shelf (COTS) solution to provide integrated loan and grant servicing, management, tracking, and reporting functionality for the Clean Water State Revolving Fund (CWSRF), Drinking Water State Revolving Fund (DWSRF), and State Water Infrastructure Grant (SWIG) Program. The system must support approximately 40 internal users and 600 external users across Tennessee municipalities, utility districts, and water authorities, with capabilities including questionnaire management, applicant tracking, workflow phase management, document management, repayment processing, and comprehensive reporting and analytics. A Pre-Response Conference was held on November 21, 2025, with a Notice of Intent to Respond deadline of November 24, 2025. Written questions were due December 3, 2025, and a second round of written questions is due February 11, 2026. The Response Deadline is March 11, 2026, followed by technical evaluations completion by April 8, 2026. Respondent oral presentations are scheduled for April 20-21, 2026, with cost proposal opening and scoring on April 22, 2026. Negotiation is planned for April 23-27, 2026, with Notice of Intent to Award released April 28, 2026, and the protest period ending May 5, 2026. The contractor signature deadline is May 11, 2026. The contract term is 60 months with a maximum estimated liability of $4,000,000.

The evaluation process assesses responses across four categories: general qualifications (20 points), technical qualifications (25 points), oral presentation/field test (25 points), and cost proposal (30 points), for a total possible score of 100 points. Pricing is required for configuration, integration, migration, implementation, training, annual licensing, hosting, maintenance, and professional services. Contractors must be registered with the Tennessee Department of Revenue and provide current proof of insurance and professional licensure. Required insurance coverage includes $1,000,000 in Commercial General Liability, $1,000,000 in Workers' Compensation, $1,000,000 in Automobile Liability, $10,000,000 in Technology Professional Liability/Cyber Liability, and $1,000,000 in Crime Insurance. The system must meet strict technical requirements including SOC 2 Type 2 compliance, annual penetration testing, disaster recovery capabilities with a four-hour Recovery Point Objective, and data encryption standards. All state data must be hosted within the continental United States, with access limited to U.S.-based resources. Integration with existing state platforms including MyTN, FileNet, and current program databases is required, along with data migration of up to 800 records.