TSB Integrated Library System (FY27-FY31) - UPDATED

The State of Tennessee Department of Education is issuing Request for Proposals (RFP) #33101-26040FAS5 to procure an Integrated Library Management System (ILMS) to support the Tennessee School for the Blind's Resource Center for the Visually Impaired (RCVI) for the sixty-month contract period spanning fiscal years 2027 through 2031. The RCVI serves as Tennessee's Accessible Educational Materials center, providing braille books, large print books, and vision-adapted materials to eligible students while administering the American Printing House for the Blind Federal Quota program. The procured ILMS must deliver comprehensive functionality including user-friendly web-based ordering portals, cataloging and circulation capabilities, user account management, vendor purchase order processing, advanced reporting and data analysis tools, and the ability to export Federal Quota program data in APH-required format. All system components must achieve full accessibility compliance with WCAG 2.1 Level AA guidelines to serve blind and low vision users. The contractor must maintain 99.95% system uptime, deliver response times ranging from one business hour to next business day based on issue severity, and resolve system issues within two to ten business days. Critical deadlines include a Pre-response Conference on March 24, 2026, a Notice of Intent to Respond deadline of March 25, 2026, a Written Questions & Comments deadline of April 1, 2026, and a final proposal submission deadline of May 14, 2026, with technical evaluation completion targeted for June 3, 2026, and a Notice of Intent to Award expected June 9, 2026.

The solicitation notice does not identify specific set-asides or restrictions limiting proposal eligibility to particular organization types or disadvantaged enterprises. No incumbent vendors or current contractor information is disclosed in the available procurement documents. The contractor must demonstrate robust cybersecurity infrastructure including $3,000,000 cyber liability insurance per occurrence and $5,000,000 annual aggregate coverage, annual SOC 2 Type 2 examination reports, penetration testing and vulnerability assessments, disaster recovery capabilities with a 12-hour Recovery Point Objective and 24-hour Recovery Time Objective, and compliance with FERPA, HIPAA, and the State's Enterprise Information Security Policies. All data must be housed in the continental United States with encryption meeting FIPS 140-2 or 140-3 standards. The maximum contract value is $250,000 for the entire sixty-month period, with cost proposals structured to include ILMS System Implementation, monthly System Hosting Fees, Initial Training & Resources, monthly Technical Support, and annual System Maintenance including accessibility compliance reporting. Liquidated damages provisions apply for specified failures, including user access disruptions ($200/business day, maximum $1,000), data loss ($5,000/occurrence, maximum $25,000), and system outages ($500-$250/business day depending on severity).