RFP_32701-25-414_Amendment_5.pdf

This is Amendment 5 to 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 amendment updates the schedule of events for the procurement process, which 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. Key dates revised in this amendment include the Pre-Response Conference on November 21, 2025; Notice of Intent to Respond deadline of November 24, 2025; Written Questions & Comments deadline of December 3, 2025; Second Round Written Questions & Comments deadline of February 25, 2026; Response Deadline of March 25, 2026; Respondent Oral Presentations on May 4-5, 2026; State Opening & Scoring of Cost Proposals on May 6, 2026; State Notice of Intent to Award on May 13, 2026; and Contractor Signature Deadline of May 27, 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 and field test (25 points), and cost proposal (30 points), for a total possible score of 100 points. Pricing must be provided for configuration, integration, data migration of up to 800 records, implementation, training, annual licensing, hosting, maintenance, and professional services. Contractors must maintain comprehensive insurance coverage including $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 requires 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. Contractors must be registered with the Tennessee Department of Revenue and provide current proof of insurance and professional licensure. The solicitation does not explicitly mention set-aside designations or restrictions for disadvantaged enterprises.