TEL_General_Encyclopedia_Access_Amendment%202.pdf
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- Attached to
- TEL General Encyclopedia Access - UPDATED
- Solicitation number
- RFP 30501-02326
- Issued by
- Davidson County, Tennessee
About this file
This amendment document pertains to a Request for Proposals issued by the State of Tennessee, Office of the Secretary of State, Tennessee State Library and Archives, for online encyclopedia access services under the Tennessee Electronic Library (TEL) program. The RFP seeks comprehensive encyclopedic resources accessible to Tennessee's 7.2 million residents across multiple user demographics, including adults, K-12 students (PreK-5, 6-8, and 9-12), English Language Learners, academic institution users, and public library patrons. The services must provide 24/7 accessibility through both IP authentication and login processes with unlimited simultaneous remote and on-site access. Written questions and comments are due by May 27, 2026, with sealed technical and cost proposals due June 15, 2026, at 2:00 p.m. central time. Mandatory oral presentations are scheduled for June 22-24, 2026, and a notice of intent to award is expected July 16, 2026. The contract term runs for five years, from September 1, 2026, through August 31, 2031, with no renewal options identified.
Pricing must be submitted as a quarterly flat fee covering all proposed services across the full contract period, with technical and cost proposals submitted separately and cost proposals formatted according to RFP specifications. Trial access to the proposed resource must be provided to evaluators from the proposal deadline through completion of technical evaluation. The evaluation criteria assign 10 points for general qualifications, 45 points for technical qualifications and approach, 15 points for oral presentation, and 30 points for cost proposal. No specific set-aside designations, incumbent vendors, or award value ranges are identified in available documentation. Respondents must maintain current insurance, appropriate business and professional licenses, and Tennessee Department of Revenue registration for sales and use tax collection. All proposals must comply with applicable federal and state laws, including Title VI of the Civil Rights Act of 1964, the Americans with Disabilities Act of 1990, and Tennessee's K-12 age-appropriate materials and student privacy laws. The State reserves the right to reject all responses or cancel the procurement at its discretion.
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| File | Type | Posted |
|---|---|---|
| RFP_30501-02326_RFP_TEL_General_Encyclopedia_Access_Amendment_1.pdf | ||
| RFP_30501-02326.pdf |
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Text version
RFP # 30501-02326 – Amendment # 2 Page 1 of 3
STATE OF TENNESSEE
OFFICE OF THE SECRETARY OF STATE, TENNESSEE STATE LIBRARY AND
ARCHIVES
REQUEST FOR PROPOSALS # 30501-02326
AMENDMENT # 2
FOR TEL GENERAL ENCYCLOPEDIA ACCESS
DATE: JUNE 8, 2026
RFP # 30501-02326 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 May 15, 2026
2. Disability Accommodation Request Deadline
2:00 p.m. May 20, 2026
3. Notice of Intent to Respond Deadline 2:00 p.m. May 21, 2026
4. Written “Questions & Comments” Deadline 2:00 p.m. May 27, 2026
5. State Response to Written “Questions & Comments”
June 8, 2026
6. Response Deadline 2:00 p.m. June 15, 2026
7. State Schedules Respondent Oral Presentation
June 18, 2026
8. Respondent Oral Presentation 8:00 a.m. – 4:30 p.m. June 22 – June 24, 2026
9. State Completion of Technical Response Evaluations
July 8, 2026
10. State Opening & Scoring of Cost Proposals 9:00 a.m. July 9, 2026
11. Negotiations (Optional) July 10 – July 15, 2026
12. State Notice of Intent to Award Released and RFP Files Opened for Public Inspection
2:00 p.m. July 16, 2026
13. End of Protest Period July 23, 2026
14. State sends contract to Contractor for signature
July 24, 2026
15. Contractor Signature Deadline 2:00 p.m. July 29, 2026
RFP # 30501-02326 – Amendment # 2 Page 2 of 3
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
SECTIO
N
PAG
E
QUESTION / COMMENT STATE RESPONSE
1.1 1 1 Can you please confirm whether there will be separate RFP for aggregated and multidisciplinary full-text library databases (e.g., covering the humanities, social sciences, business, consumer health, nursing, readers' advisory, etc.)? It's our understanding the current opportunity is more specific to encyclopedia resources, similar to those available at:
https://tntel.info/format/encyclope dias.
There will be a separate RFP for aggregated and multidisciplinary full-text databases as described in the question.
That RFP is expected to be released in late 2026.
This RFP is for online encyclopedia resources as described in RPF Section
1.1 and found at https://tntel.info/format/encyclopedias.
1.4.4, 1.4.6
3 2 Can you please confirm whether responses to clarification questions are rolling? The answer to the above would inform our decision to participate in this RFP.
Questions submitted by May 27th will be answered on June 8th according to the Amendment 1 Schedule of Events.
Answers to these questions will be included in the June 8th communication.
2 2 3 Which contracts does the TN State Library & Archives currently hold for Tennessee Electronic Library resources and which resources does the State Library currently purchase under each contract? Additionally, can you please indicate when each contract expires so we can better understand where this contract fits within the larger TEL resource list?
Online Encyclopedia (World Book) through May 31, 2026
Newspapers.com Southeast Edition (ProQuest) through June 30, 2026
General Research Database Package (Gale) through October 31, 2027
PebbleGo (Capstone) through December 31, 2026
Tennessean (ProQuest) through February 28, 2027
HeritageQuest (ProQuest) through December 31, 2027
Peterson’s Test & Career Prep (Gale) through June 30, 2028
Transparent Language (Transparent Language) through June 30, 2028
RFP # 30501-02326 – Amendment # 2 Page 3 of 3
RFP
SECTIO
N
PAG
E
QUESTION / COMMENT STATE RESPONSE
E.3 15-
4 Can you please define "Confidential State Data" as used throughout this section, and more specifically in paragraph 2?
Generally, Confidential State Data refers to any record or information that has been designated confidential by state or federal law, designated confidential by contract, and includes information or matters or records considered to be privileged and any aspect of which access by the general public has been generally denied.
See also Section D.33, which says that "All material, information, and data regardless of form, medium or method communication that the Contractor will access to, acquire, or is provided to the Contractor by the State or acquired by the Contractor on behalf of the State shall be regard as "Confidential Information."
E.3(a)(3
16 5 The “Processing Integrity” Trust Services Criteria is not included in the scope of our SOC 2 Type 2 examination at this time. Will our SOC 2 Type 2 Report be considered if the scope only includes the Security, Availability and Confidentiality Trust Service Criteria?
Yes.
E.3(a)(4
16 6 Section E.3(a)(4): Our SOC 2 Type 2 Reports are confidential information. If we provide the unredacted SOC 2 Type 2 Reports to the State as required by this section, will they be treated as our confidential information and delivered under the protection of an NDA signed by the State?
Generally, SOC 2 Type 2 Reports would be confidential. The State will negotiate an NDA for the SOC 2 Type 2 Reports, if the Contractor so requests. Any such NDA would be signed by the Tennessee State Library & Archives. Certain governmental entities, including the Comptroller of the Treasury, may have access to the SOC 2 Type 2 reports but would not sign any such NDA because records reviewed by these governmental entities maintain their confidentiality under Tenn. Code Ann. § 10-7-508(a).
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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