RFP_33201-00926_Amd_7.pdf
PDF 210 KB Posted
- Solicitation number
- RFP 33201-00926
- Issued by
- Davidson County, Tennessee
About this file
This is Amendment 7 to a Request for Proposals issued by the Tennessee Higher Education Commission (THEC) for Data Management and External Evaluation Services for GEAR UP Tennessee. The amendment updates the RFP schedule of events and revises submission procedures for respondents. The Response Deadline has been extended to December 15, 2025, at 2:00 p.m. central time. Technical Response Evaluations will be completed by January 9, 2026, followed by product demonstrations scheduled for January 20-22, 2026. Cost Proposals will be opened and scored on January 23, 2026, with optional negotiations on January 26-27, 2026. The State will release its Notice of Intent to Award on January 28, 2026, with the protest period ending February 4, 2026. The contractor signature deadline is February 9, 2026, at 2:00 p.m., establishing an anticipated contract start in early 2026 for the seven-year GEAR UP Tennessee initiative serving approximately 9,000 unique students across ten high schools and eighteen feeder middle schools.
Respondents may submit proposals through three methods: digital media (CD-R or USB flash drive), email, or secure SharePoint upload. Technical Responses must be submitted in PDF format with one original and one copy for digital media submissions, or as a single document for email and SharePoint submissions. Cost Proposals may be submitted in PDF or XLS format and may include electronic or facsimile signatures. All submissions must be sent to Will Harmon, Sourcing Account Specialist, at Will.Harmon@tn.gov by the December 15, 2025 deadline. The amendment specifies detailed labeling and packaging requirements for sealed submissions and permits alternative submission formats upon request to the Solicitation Coordinator. The RFP is funded through a federal GEAR UP grant with 97% of funds allocated to program activities and 3% to scholarships, with compensation structured as annual service fees based on the total number of students served each program year.
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Text version
RFP # 33201-00926 – Amendment # 7 Page 1 of 4
STATE OF TENNESSEE
TENNESSEE HIGHER EDUCATION COMMISSION
REQUEST FOR PROPOSALS # 33201-00926
AMENDMENT # 7
FOR DATA MANAGEMENT AND EXTERNAL
EVLAUTION SERVICES FOR GEAR UP TENNESSEE
DATE: DECEMBER 17, 2025
RFP # 33201-00926 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 OCTOBER 15, 2025
2. Disability Accommodation Request Deadline 2:00 p.m. OCTOBER 22, 2025
3. Notice of Intent to Respond Deadline 2:00 p.m. OCTOBER 24, 2025
4. Written “Questions & Comments” Deadline 2:00 p.m. OCTOBER 31, 2025
5. State Response to Written “Questions &
Comments”
NOVEMBER 25, 2025
6. Response Deadline 2:00 p.m. DECEMBER 15, 2025
7. State Completion of Technical Response
Evaluations
JANUARY 9, 2026
8. State Schedules Product Demonstrations JANUARY 12, 2026
9. Product Demonstrations JANUARY 20-22 2026
10. State Opening & Scoring of Cost Proposals JANUARY 23, 2026
11. Negotiations (Optional) JANUARY 26-27, 2026
12. State Notice of Intent to Award Released and
RFP Files Opened for Public Inspection
JANUARY 28, 2026
13. End of Protest Period 4:30 p.m. FEBRUARY 4, 2026
14. State sends contract to Contractor for signature
FEBRUARY 5, 2026
15. Contractor Signature Deadline 2:00 p.m. FEBRUARY 9, 2026
RFP # 33201-00926 – Amendment # 7 Page 2 of 4
2. Delete RFP section 3.2 Response Delivery in its entirety and insert the following in its place (any sentence or paragraph containing revised or new text is highlighted):
3.2. Response Delivery
3.2.1. A Respondent must ensure that both the Technical Response and Cost Proposal files meet all form and content requirements, including all required signatures, as detailed within this RFP.
3.2.2. A Respondent must submit their response as specified in one of the two formats below.
3.2.2.1. Digital Media Submission
3.2.2.1.1. Technical Response
The Technical Response document should be in the form of one (1) digital document in “PDF” format properly recorded on its own otherwise blank, standard CD-R recordable disc or USB flash drive and should be clearly identified as the:
“RFP #33201-00926 TECHNICAL RESPONSE ORIGINAL”
and One (1) digital copies of the Technical Response each in the form of one
(1) digital document in “PDF” format properly recorded on its own otherwise blank, standard CD-R recordable disc or USB flash drive clearly labeled:
“RFP # 33201-00926 TECHNICAL RESPONSE COPY”
The customer references should be delivered by each reference in accordance with RFP Attachment 6.4. Reference Questionnaire.
3.2.2.1.2. Cost Proposal:
The Cost Proposal should be in the form of one (1) digital document in “PDF” or “XLS” format properly recorded on a separate, otherwise blank, standard CD-R recordable disc or USB flash drive clearly labeled:
“RFP #33201-00926 COST PROPOSAL”
An electronic or facsimile signature, as applicable, on the Cost Proposal is acceptable.
3.2.2.2. E-mail Submission
3.2.2.2.1. Technical Response
The Technical Response document should be in the form of one (1) digital document in “PDF” format or other easily accessible digital format attached to an e-mail to the Solicitation Coordinator. Both the subject and file name should be clearly identified as follows:
“RFP #33201-00926 TECHNICAL RESPONSE”
The customer references should be delivered by each reference in accordance with RFP Attachment 6.4.
Reference Questionnaire.
3.2.2.2.2. Cost Proposal:
or “XLS” format or other easily accessible digital format attached to an e-mail to
RFP # 33201-00926 – Amendment # 7 Page 3 of 4 the Solicitation Coordinator. Both the subject and file name should be clearly identified as follows:
“RFP #33201-00926 COST PROPOSAL”
3.2.2.3. SharePoint Submission
3.2.2.3.1. Technical Response
If your technical response cannot be submitted through the standard method due to file size or format limitations, you may request a secure SharePoint upload link. To obtain a link, email [Solicitation Coordinator] with the subject line “SharePoint Link Request – [Your Company Name]”.
A unique upload folder will be provided upon request. Please note:
▪ SharePoint links are issued only as needed and are respondent-specific.
▪ Do not share your link with any other parties.
▪ Files must be fully uploaded prior to the submission deadline.
▪ If you experience access or upload issues, contact [Solicitation
Coordinator] immediately.
The Technical Response document should be in the form of one (1) digital document in “PDF” format or other easily accessible digital format uploaded to a folder within the SharePoint folder. Both the folder name and file name should be clearly identified as follows:
“RFP #33201-00926 TECHNICAL RESPONSE”
3.2.2.3.2. Cost Proposal:
or “XLS” format or other easily accessible digital format uploaded to a folder within the SharePoint folder. Both the folder name and file name should be clearly identified as follows:
“RFP #33201-00926 COST PROPOSAL”
3.2.3. For e-mail submissions, the Technical Response and Cost Proposal documents must be dispatched to the Solicitation Coordinator in separate e-mail messages. For SharePoint submissions, the Technical Response and Cost Proposal documents must be dispatched to the Solicitation Coordinator in separate folders within the SharePoint file. For digital media submissions, a Respondent must separate, seal, package, and label the documents and copies for delivery as follows:
3.2.3.1. The Technical Response and copies must be placed in a sealed package that is clearly labeled:
“DO NOT OPEN… RFP # 33201-00926 TECHNICAL RESPONSE FROM
[RESPONDENT LEGAL ENTITY NAME]”
3.2.3.2. The Cost Proposal must be placed in a separate, sealed package that is clearly labeled:
RFP # 33201-00926 – Amendment # 7 Page 4 of 4
“DO NOT OPEN… RFP # 33201-00926 COST PROPOSAL FROM
[RESPONDENT LEGAL ENTITY NAME]”
3.2.3.3. The separately, sealed Technical Response and Cost Proposal components may be enclosed in a larger package for mailing or delivery, provided that the outermost package is clearly labeled:
“RFP # 33201-00926 SEALED TECHNICAL RESPONSE & SEALED COST
PROPOSAL FROM [RESPONDENT LEGAL ENTITY NAME]”
3.2.3.4. Any Respondent wishing to submit a Response in a format other than digital may do so by contacting the Solicitation Coordinator.
3.2.4. A Respondent must ensure that the State receives a response no later than the
Response Deadline time and date detailed in the RFP Section 2, Schedule of Events at the following address:
Will Harmon, Sourcing Account Specialist
Will.Harmon@tn.gov
3. 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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