RFP_32701-25-414_Amendment_9.pdf
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- Attached to
- State Revolving Loan Fund Program Data Management System - UPDATED State and local contract opportunity
- Solicitation number
- RFP 32701-25-414
- Issued by
- Davidson County, Tennessee
About this file
This is Amendment 9 to Request for Proposals RFP_32701-25-414 issued by the State of Tennessee Department of Environment and Conservation for a Commercial-off-the-Shelf (COTS) data management system supporting the State Revolving Loan Fund Program. The system must 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, accommodating approximately 40 internal users and 600 external users across Tennessee municipalities, utility districts, and water authorities. Key deliverables include end-to-end loan and grant workflow management, applicant tracking and ranking, document management, repayment processing, comprehensive reporting and analytics, system configuration, data migration of up to 800 records, integration with existing state systems (MyTN, FileNet, and current program databases), user training, and business process improvement participation. Critical deadlines include a Pre-Response Conference on November 21, 2025, a Notice of Intent to Respond deadline of November 24, 2025, written questions due December 3, 2025, and a Response Deadline of December 23, 2025. The contract term is 60 months with a maximum estimated liability of $4,000,000.
The pricing proposal must include configuration, integration, migration, implementation, training, annual licensing, hosting, maintenance, and professional services costs. Contractors must be registered with the Tennessee Department of Revenue and provide current proof of insurance and professional licensure. Insurance requirements include $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. Technical requirements mandate 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. 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.
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Text version
RFP # 32701-25-414 – Amendment #9
DATE: March 30, 2026
RFP # 32701-25-414 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
1. RFP Issued
November 17, 2025
2. Disability Accommodation Request Deadline 2:00 p.m. November 20, 2025
3. Pre-response Conference 10:00 a.m. November 21, 2025
4. Notice of Intent to Respond Deadline 2:00 p.m. November 24, 2025
5. Written “Questions & Comments” Deadline 2:00 p.m. December 3, 2025
6. State Response to Written “Questions & Comments”
December 30, 2025
7. Second Round Written “Questions and Comments” Deadline
2:00 p.m.
March 16, 2026
8. State Response to Second Round Written “Questions and Comments”
March 30, 2026
9. Response Deadline 2:00 p.m. April 14, 2026
10. State Completion of Technical Response Evaluations
May 8, 2026
11. State Schedules Respondent Oral Presentation
May 12, 2026
12. Respondent Oral Presentation
8 a.m. - 4:30 p.m.
May 15 and18, 2026
13. State Opening & Scoring of Cost Proposals 2:00 p.m. May 19, 2026
14. Negotiation
May 22-26, 2026
STATE OF TENNESSEE
DEPARTMENT OF ENVIRONMENT AND CONSERVATION
REQUEST FOR PROPOSALS # 32701-25-414
AMENDMENT # 9
FOR STATE REVOLVING LOAN FUND PROGRAM DATA
MANAGEMENT SYSTEM
RFP # 32701-25-414 – Amendment #9 Page 2 of 3
15. State Notice of Intent to Award Released and RFP Files Opened for Public Inspection
2:00 p.m.
May 28, 2026
16. End of Protest Period
June 4, 2026
17. State sends contract to Contractor for signature
June 5, 2026
18. Contractor Signature Deadline 2:00 p.m. June 12, 2026
2. State responses to questions and comments in the table below amend and clarify this RFP.
Any restatement of RFP text in the Question/Comment column shall NOT be construed as a change in the actual wording of the RFP document.
RFP
SECTION
PAGE
QUESTION / COMMENT STATE RESPONSE
1. If a privately held vendor does not maintain a commercial credit score, will the evaluation committee accept alternate documentation (such as a letter from a bank attesting to good financial history and current standing) in lieu of a credit score document, without negatively impacting scoring or consideration?
Language has been updated, please see Item 4 of this amendment.
6.3 2.Confirming that the total in “EVALUATION COST AMOUNT (sum of evaluation costs above)” should not be more than $4,000,000.
$4 million is the anticipated maximum budget for the contract. Changes, enhancements, and support outside of the original implementation scope will be handled via change order and contract modification as appropriate.
3.Is there a deadline for the solution to be operational?
The State would like to see the Solution implemented and operational as soon as possible.
However, we understand project implementation could take up to a year.
6.2 A.4 4. In RFP Attachment 6.2, Item A.4, you
require a current positive credit rating or a document or letter from an accredited credit bureau indicating a satisfactory credit score.
We are a 33-year-old corporation with a mature software solution and a proven track record delivering our system and services to 17 state agencies handling revolving loan fund programs of a similar size and scope to that being requested by TDEC (with 12 of those being for Clean Water and Drinking Water agencies). In all these years, we have never been asked for a credit score or credit report as part of an RFP response. Upon researching this, we have discovered that we do not have any score or report available.
We have no debt or other financial activity that would trigger reporting. The only D&B score that we can find is from more than 15 years ago and it is no longer considered valid. (It was only a partial score since there was only one bank reporting at that time and only for a very short time period.) How should we respond to this requirement if there is no credit score or report available for us to submit?
Language has been updated, please see Item 4 of this amendment.
RFP # 32701-25-414 – Amendment #9 Page 3 of 3
3. Insert the following to RFP 32701-25-414 Attachment 6.2 Section A.24.
A.24. Provide a statement to indicate that the Respondent has or will have at the time of the contract’s effective date one of the requirements outlined in D.38. Information Technology Security Requirements of the pro forma contract.
4. Delete RFP 32701-25-414 Attachment 6.2 Section A.4. in its entirety and insert the following in its place (any sentence or paragraph containing revised or new text is highlighted):
Provide a current bank reference indicating that the Respondent maintains a satisfactory business relationship with the financial institution. Such reference must be written in the form of a standard business letter, signed, and dated within the past three (3) months.
5. Delete RFP 32701-25-414 Section 1.4.2.1 in its entirety and insert the following in its place
1.4.2.1. Prospective Respondents must direct communications concerning this RFP to the following person designated as the Solicitation Coordinator:
Sydney Loomans Central Procurement Office 312 Rosa L Parks Ave, 3rd Floor, Nashville, TN 37243 615-253-7266 Sydney.Loomans@tn.gov
6. 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.
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