Pension File Death Match and Obituary Match Services for the Tennessee Consolidated Retirement System - UPDATED

The Tennessee Treasury Department has issued a Request for Proposals (RFP) for pension file death match and obituary match services for the Tennessee Consolidated Retirement System (TCRS). The procurement seeks a vendor to provide semi-monthly death match search reports for the Recipient File, which contains approximately 205,000 records, and semi-annual death match search reports for the Inactive File with approximately 165,000 records. The primary objectives include conducting death match searches and providing verification services to convert probable matches into exact matches. The RFP outlines a comprehensive evaluation process with a total of 100 possible points, distributed as follows: 50 points for technical qualifications, 10 points for oral presentations, 10 points for general qualifications, and 30 points for the cost proposal. Key deadlines include a technical and cost proposal submission deadline of October 2, 2025, with oral presentations scheduled for October 20-21, 2025, and an anticipated contract award by October 29, 2025. The contract will be effective from December 1, 2025, for a 60-month period, with the top three ranked respondents invited to provide oral presentations.

The RFP does not specify explicit set-aside designations or restrictions for disadvantaged enterprises. The contractor must maintain a comprehensive death information database from proprietary and non-proprietary sources and comply with stringent security requirements, including data encryption and adherence to HIPAA and state enterprise information security policies. While no specific budget range is explicitly stated, the State reserves the right to terminate the contract if funds become unavailable and does not guarantee any minimum purchase quantity. The cost proposal requires vendors to quote prices per report for Recipient File Death Match Search Reports (24 reports annually), Inactive File Death Match Search Reports (2 reports annually), and Ad Hoc File Death Match Search Reports. Interested vendors must demonstrate the capability to handle confidential data securely and provide detailed verification services to ensure accurate death match reporting for the Tennessee Consolidated Retirement System.