Manufactured Housing and Codes Enforcement System - Updated

The State of Tennessee Department of Commerce and Insurance is procuring a comprehensive Software as a Service (SaaS) manufactured housing inspection and codes enforcement system to support the State Fire Marshal's Office. This Request for Proposals (RFP 33501-262529) seeks a custom off-the-shelf (COTS) application with a modern platform and user interface to manage installation, inspection, plan reviews, decal inventory, enforcement actions, and database management. The procurement requires a single contract that includes one-time implementation fees covering development, system installation, data conversion, document migration, requirements definition, business rule conversion, system configuration, customization, user training, system integration and testing, user acceptance testing, production data migration, and go-live support, along with annual maintenance and support services. The system must support multiple user groups including back-office staff (up to 150 named users), online portal users (up to 8,000 annual users), and mobile inspection staff (up to 150 named users), with hosting and SaaS capabilities. Deliverables include form creation and management functionality, state staff and inspector work queues, county clerk portal capabilities, payment processing integration, data warehouse and reporting features, and cross-platform accessibility on PC and iOS devices. Respondents must meet 56 detailed system requirements organized across functional categories including technical infrastructure requirements such as 99.9% system availability, Active Directory integration, audit trail maintenance, secure data handling, and integration with the Department of Commerce Insurance's permitting and licensing system (CORE). Evaluation criteria include general qualifications and experience (10 points), technical qualifications, experience, and approach (50 points), oral presentations (10 points), and cost proposals (30 points), for a total of 100 possible points. Critical deadlines include a pre-response conference on April 23, 2026, a Notice of Intent to Respond deadline of April 24, 2026, written questions deadline of April 29, 2026, a second round of questions deadline of May 22, 2026 (limited to five questions), and a response deadline of June 17, 2026, at 2:00 p.m. Central Time, with oral presentations for the top five ranked respondents scheduled for July 8-10, 2026.

The solicitation documents do not specify any set-aside designations, restrictions on respondent types, disadvantaged enterprise requirements, or incumbent vendor information. The system must integrate with the Department of Commerce Insurance's existing CORE permitting and licensing system and comply with State data backup and recovery regulations, PCI-DSS standards for payment processing, and federal and State payment processing laws. The estimated maximum liability for the full contract term is between $1,000,000 and $3,000,000, based on Request for Information responses and market research. The contract term consists of thirty-six (36) months of maintenance following implementation, with two optional twelve-month renewal periods available for a maximum total contract term of sixty (60) months. The State anticipates issuing a Notice of Intent to Award on July 24, 2026, with a contract signature deadline of August 5, 2026. The contract is subject to appropriation and availability of State funds, and the State reserves the right to terminate for convenience with thirty (30) days' written notice or for cause immediately upon material breach.