- Pin
- 40100-51745
- Kind
- RFP
- Doc Id
- RFP 40100-51745
- Title
- Transportation Management Center Operations
- Due Date
- Aug 17, 2026
- Pdf Text
- 12-18-25 RFP
STATE OF TENNESSEE
DEPARTMENT OF TRANSPORTATION
REQUEST FOR PROPOSALS
FOR
TRANSPORTATION MANAGEMENT CENTER OPERATIONS
RFP # 40100-51745
RFP CONTENTS
SECTIONS:
1. INTRODUCTION
2. RFP SCHEDULE OF EVENTS
3. RESPONSE REQUIREMENTS
4. GENERAL CONTRACTING INFORMATION & REQUIREMENTS
5. EVALUATION & CONTRACT AWARD
ATTACHMENTS:
6.1. Response Statement of Certifications & Assurances
6.2. Technical Response & Evaluation Guide
6.3. Cost Proposal & Scoring Guide
6.4. Reference Questionnaire
6.5. Score Summary Matrix
6.6. Pro Forma Contract
6.7. TMC Operations Manual
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RFP # 40100-51745
PAGE 1
1. INTRODUCTION
The State of Tennessee, Department of Transportation, hereinafter referred to as “the State,” issues this
Request for Proposals (RFP) to define minimum contract requirements; solicit responses; detail response
requirements; and, outline the State’s process for evaluating responses and selecting a contractor to
provide the needed goods or services.
Through this RFP, the State seeks to procure necessary goods or services at the most favorable,
competitive prices and to give ALL qualified respondents an opportunity to do business with the State as
contractors, subcontractors or suppliers.
1.1. Statement of Procurement Purpose
Transportation Management Centers (TMC) are a coordinated effort for efficient and effective traffic
monitoring, traffic incident detection and verification, traffic incident response, HELP and Rural Service
Patrol (RSP) dispatching, intra- and inter-agency communication, traveler information, and performance
monitoring and reporting by the State. The primary objectives of the TMC are to enhance safety, reduce
incident duration, reduce secondary incidents, and improve traffic flow on interstates and other state
highways.
The State is seeking a qualified TMC operations provider, hereafter referred to as the Contractor, to
provide support and staffing for TMC operations during designated shifts as described herein. The
Contractor's role will involve supporting TMC operations efforts and tasks described herein.
The State aims to establish a reliable and efficient partnership with the chosen Contractor to ensure the
smooth operation of the four State TMCs and the delivery of high-quality services to the State, the
traveling public, and other agencies.
1.1.2. The State estimates a budget of $5,000,000.00 to $6,000,000.00 annually.
1.2. Scope of Service, Contract Period, & Required Terms and Conditions
The RFP Attachment 6.6., Pro Forma Contract details the State’s requirements:
▪ Scope of Services and Deliverables (Section A);
▪ Contract Period (Section B);
▪ Payment Terms (Section C);
▪ Standard Terms and Conditions (Section D); and,
▪ Special Terms and Conditions (Section E).
The pro forma contract substantially represents the contract document that the successful Respondent
must sign.
1.3. Nondiscrimination
No person shall be excluded from participation in, be denied benefits of, or be otherwise subjected to
discrimination in the performance of a Contract pursuant to this RFP or in the employment practices of the
Contractor on the grounds of handicap or disability, age, race, creed, color, religion, sex, national origin,
or any other classification protected by federal, Tennessee state constitutional, or statutory law. The
Contractor pursuant to this RFP shall, upon request, show proof of such nondiscrimination and shall post
in conspicuous places, available to all employees and applicants, notices of nondiscrimination.
1.4. RFP Communications
1.4.1. The State has assigned the following RFP identification number that must be referenced in all
communications regarding this RFP:
12-18-25 RFP
RFP # 40100-51745
PAGE 2
RFP # 40100-51745
1.4.2. Unauthorized contact about this RFP with employees or officials of the State of Tennessee
except as detailed below may result in disqualification from consideration under this
procurement process.
1.4.2.1. Prospective Respondents must direct communications concerning this RFP to the
following person designated as the Solicitation Coordinator:
Josh Polk
Department of General Services
312 Rosa L Parks Ave., Nashville, TN 37243
615-360-4460
Joshua.Polk@tn.gov
1.4.2.2. Notwithstanding the foregoing, Prospective Respondents may alternatively contact the
following individual designated by the State to coordinate compliance with the
nondiscrimination requirements of the State of Tennessee, Title VI of the Civil Rights
Act of 1964, the Americans with Disabilities Act of 1990, and associated federal
regulations:
Helen Crowley
Department of General Services
312 Rosa L Parks Ave., Nashville, TN 37243
615-741-3836
Helen.Crowley@tn.gov
1.4.3. Only the State’s official, written responses and communications with Respondents are binding
with regard to this RFP. Oral communications between a State official and one or more
Respondents are unofficial and non-binding.
1.4.4. Potential Respondents must ensure that the State receives all written questions and comments,
including questions and requests for clarification, no later than the Written Questions &
Comments Deadline detailed in the RFP Section 2, Schedule of Events.
1.4.5. Respondents must assume the risk of the method of dispatching any communication or response
to the State. The State assumes no responsibility for delays or delivery failures resulting from the
Respondent’s method of dispatch. Actual or digital “postmarking” of a communication or
response to the State by a specified deadline is not a substitute for the State’s actual receipt of a
communication or response. It is encouraged for Respondents to submit bids digitally.
1.4.6. The State will convey all official responses and communications related to this RFP to the
prospective Respondents from whom the State has received a Notice of Intent to Respond (refer
to RFP Section 1.8).
1.4.7. The State reserves the right to determine, at its sole discretion, the method of conveying official,
written responses and communications related to this RFP. Such written communications may
be transmitted by mail, hand-delivery, facsimile, electronic mail, Internet posting, or any other
means deemed reasonable by the State. For internet posting, please refer to the following
website: https://www.tn.gov/generalservices/procurement/central-procurement-office--cpo-
/supplier-information/request-for-proposals--rfp--opportunities1.html.
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RFP # 40100-51745
PAGE 3
1.4.8. The State reserves the right to determine, at its sole discretion, the appropriateness and
adequacy of responses to written comments, questions, and requests related to this RFP. The
State’s official, written responses will constitute an amendment of this RFP.
1.4.9. Any data or factual information provided by the State (in this RFP, an RFP amendment or any
other communication relating to this RFP) is for informational purposes only. The State will make
reasonable efforts to ensure the accuracy of such data or information, however it is the
Respondent’s obligation to independently verify any data or information provided by the State.
The State expressly disclaims the accuracy or adequacy of any information or data that it
provides to prospective Respondents.
1.5. Assistance to Respondents With a Handicap or Disability
Prospective Respondents with a handicap or disability may receive accommodation relating to the
communication of this RFP and participating in the RFP process. Prospective Respondents may contact
the Solicitation Coordinator to request such reasonable accommodation no later than the Disability
Accommodation Request Deadline detailed in the RFP Section 2, Schedule of Events.
1.6. Respondent Required Review & Waiver of Objections
1.6.1. Each prospective Respondent must carefully review this RFP, including but not limited to,
attachments, the RFP Attachment 6.6., Pro Forma Contract, and any amendments, for questions,
comments, defects, objections, or any other matter requiring clarification or correction (collectively
called “questions and comments”).
1.6.2. Any prospective Respondent having questions and comments concerning this RFP must provide
them in writing to the State no later than the Written Questions & Comments Deadline detailed in
the RFP Section 2, Schedule of Events.
1.6.3. Protests based on any objection to the RFP shall be considered waived and invalid if the
objection has not been brought to the attention of the State, in writing, by the Written Questions &
Comments Deadline.
1.7. Pre-Response Conference
A Pre-response Conference will be held at the time and date detailed in the RFP Section 2, Schedule of
Events. Pre-response Conference attendance is not mandatory, and prospective Respondents may be
limited to a maximum number of attendees depending upon overall attendance and space limitations.
The conference will be held at:
Microsoft Teams meeting
Join: https://teams.microsoft.com/meet/265703178191875?p=8DifChBCjNl3Y0Mn7W
Meeting ID: 265 703 178 191 875
Passcode: ck7aJ7wB
Need help? | System reference
Dial in by phone
+1 629-209-4396,,152347585# United States, Triune
Find a local number
Phone conference ID: 152 347 585#
Join on a video conferencing device
Tenant key: stateoftn@m.webex.com
Video ID: 116 358 622 8
More info
12-18-25 RFP
RFP # 40100-51745
PAGE 4
The purpose of the conference is to discuss the RFP scope of goods or services. The State will
entertain questions, however prospective Respondents must understand that the State’s oral
response to any question at the Pre-response Conference shall be unofficial and non-binding.
Prospective Respondents must submit all questions, comments, or other concerns regarding the
RFP in writing prior to the Written Questions & Comments Deadline date detailed in the RFP
Section 2, Schedule of Events. The State will send the official response to these questions and
comments to prospective Respondents from whom the State has received a Notice of Intent to
respond as indicated in RFP Section 1.8 and on the date detailed in the RFP Section 2, Schedule
of Events.
1.8. Notice of Intent to Respond
Before the Notice of Intent to Respond Deadline detailed in the RFP Section 2, Schedule of Events,
prospective Respondents should submit to the Solicitation Coordinator a Notice of Intent to Respond (in
the form of a simple e-mail or other written communication). Such notice should include the following
information:
▪ the business or individual’s name (as appropriate);
▪ a contact person’s name and title; and
▪ the contact person’s mailing address, telephone number, facsimile number, and e-mail address.
A Notice of Intent to Respond creates no obligation and is not a prerequisite for submitting a
response, however, it is necessary to ensure receipt of any RFP amendments or other notices and
communications relating to this RFP.
1.9. Response Deadline
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. The State will not accept late responses,
and a Respondent’s failure to submit a response before the deadline will result in disqualification of the
response. It is the responsibility of the Respondent to ascertain any additional security requirements with
respect to packaging and delivery to the State of Tennessee. Respondents should be mindful of any
potential delays due to security screening procedures, weather, or other filing delays whether foreseeable
or unforeseeable.
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2. RFP SCHEDULE OF EVENTS
2.1. The following RFP Schedule of Events represents the State’s best estimate for this RFP.
EVENT TIME
(central time zone)
DATE
1. RFP Issued June 30, 2026
2. Disability Accommodation Request Deadline 2:00 p.m. July 6, 2026
3. Pre-response Conference 10:00 a.m. July 7, 2026
4. Notice of Intent to Respond Deadline 2:00 p.m. July 9, 2026
5. Written “Questions & Comments” Deadline 2:00 p.m. July 15, 2026
6. State Response to Written “Questions &
Comments” August 5, 2026
7. Response Deadline 2:00 p.m. August 17, 2026
8. State Completion of Technical Response
Evaluations August 26, 2026
9. State Schedules Respondent Oral Presentation August 28, 2026
10. Respondent Oral Presentation 8 a.m. - 4:30 p.m. September 3 – 4, 2026
11. State Opening & Scoring of Cost Proposals 2:00 p.m. September 9, 2026
12. Cost Negotiations (Optional) September 10 –14, 2026
13. State Notice of Intent to Award Released and
RFP Files Opened for Public Inspection 2:00 p.m. September 16, 2026
14. End of Protest Period September 23, 2026
15. State sends contract to Contractor for signature September 24, 2026
16. Contractor Signature Deadline 2:00 p.m. September 30, 2026
2.2. The State reserves the right, at its sole discretion, to adjust the RFP Schedule of Events as it
deems necessary. Any adjustment of the Schedule of Events shall constitute an RFP amendment, and
the State will communicate such to prospective Respondents from whom the State has received a Notice
of Intent to Respond (refer to section 1.7).
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3. RESPONSE REQUIREMENTS
3.1. Response Form
A response to this RFP must consist of two parts, a Technical Response and a Cost Proposal.
3.1.1. Technical Response. RFP Attachment 6.2., Technical Response & Evaluation Guide provides
the specific requirements for submitting a response. This guide includes mandatory requirement
items, general qualifications and experience items, and technical qualifications, experience, and
approach items all of which must be addressed with a written response and, in some instances,
additional documentation.
NOTICE: A technical response must not include any pricing or cost information.
If any pricing or cost information amounts of any type (even pricing relating to
other projects) is included in any part of the technical response, the state may
deem the response to be non-responsive and reject it.
3.1.1.1. A Respondent should duplicate and use the RFP Attachment 6.2., Technical Response
& Evaluation Guide to organize, reference, and draft the Technical Response by
duplicating the attachment, adding appropriate page numbers as required, and using
the guide as a table of contents covering the Technical Response.
3.1.1.2. A response should be economically prepared, with emphasis on completeness and
clarity. A response, as well as any reference material presented, must be written in
English and must be written on standard 8 ½” x 11” pages (although oversize exhibits
are permissible) and use a 12 point font for text. All response pages must be
numbered.
3.1.1.3. All information and documentation included in a Technical Response should
correspond to or address a specific requirement detailed in the RFP Attachment 6.2.,
Technical Response & Evaluation Guide. All information must be incorporated into a
response to a specific requirement and clearly referenced. Any information not
meeting these criteria will be deemed extraneous and will not contribute to evaluations.
3.1.1.4. The State may determine a response to be non-responsive and reject it if:
a. the Respondent fails to organize and properly reference the Technical Response
as required by this RFP and the RFP Attachment 6.2., Technical Response &
Evaluation Guide; or
b. the Technical Response document does not appropriately respond to, address, or
meet all of the requirements and response items detailed in the RFP Attachment
6.2., Technical Response & Evaluation Guide.
3.1.2. Cost Proposal. A Cost Proposal must be recorded on an exact duplicate of the RFP Attachment
6.3., Cost Proposal & Scoring Guide.
NOTICE: If a Respondent fails to submit a cost proposal exactly as required, the
State may deem the response to be non-responsive and reject it.
3.1.2.1. A Respondent must only record the proposed cost exactly as required by the RFP
Attachment 6.3., Cost Proposal & Scoring Guide and must NOT record any other rates,
amounts, or information.
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3.1.2.2. The proposed cost shall incorporate ALL costs for services under the contract for the
total contract period, including any renewals or extensions.
3.1.2.3. A Respondent must sign and date the Cost Proposal.
3.1.2.4. A Respondent must submit the Cost Proposal to the State in a sealed package
separate from the Technical Response (as detailed in RFP Sections 3.2.3., et seq.).
3.2. Response Delivery
3.2.1. A Respondent must ensure that both the original Technical Response and Cost Proposal
documents meet all form and content requirements, including all required signatures, as detailed
within this RFP, as may be amended.
3.2.2. A Respondent must submit original Technical Response and Cost Proposal documents and
copies as specified below.
3.2.2.1. One (1) original Technical Response paper document labeled:
“RFP # 40100-51745 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 USB flash
drive labeled:
“RFP # 40100-51745 TECHNICAL RESPONSE COPY”
The digital copies should not include copies of sealed customer references, however
any other discrepancy between the paper Technical Response document and any
digital copies may result in the State rejecting the proposal as non-responsive.
3.2.2.2. One (1) original Cost Proposal paper document labeled:
“RFP # 40100-51745 COST PROPOSAL ORIGINAL”
and one (1) copy in the form of a digital document in “PDF/XLS” format properly
recorded on separate, blank USB flash drive labeled:
“RFP # 40100-51745 COST PROPOSAL COPY”
In the event of a discrepancy between the original Cost Proposal document and the
digital copy, the original, signed document will take precedence.
3.2.3. A Respondent must separate, seal, package, and label the documents and copies for delivery as
follows:
3.2.3.1. The Technical Response original document and digital copies must be placed in a
sealed package that is clearly labeled:
“DO NOT OPEN… RFP # 40100-51745 TECHNICAL RESPONSE FROM
[RESPONDENT LEGAL ENTITY NAME]”
3.2.3.2. The Cost Proposal original document and digital copy must be placed in a separate,
sealed package that is clearly labeled:
“DO NOT OPEN… RFP # 40100-51745 COST PROPOSAL FROM [RESPONDENT
LEGAL ENTITY NAME]”
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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 # 40100-51745 SEALED TECHNICAL RESPONSE & SEALED COST
PROPOSAL FROM [RESPONDENT LEGAL ENTITY NAME]”
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:
Josh Polk
Department of General Services
312 Rosa L Parks Ave., Nashville, TN 37243
615-360-4460
Joshua.Polk@tn.gov
3.3. Response & Respondent Prohibitions
3.3.1. A response must not include alternate contract terms and conditions. If a response contains such
terms and conditions, the State, at its sole discretion, may determine the response to be a non-
responsive counteroffer and reject it.
3.3.2. A response must not restrict the rights of the State or otherwise qualify either the offer to deliver
goods or provide services as required by this RFP or the Cost Proposal. If a response restricts
the rights of the State or otherwise qualifies either the offer to deliver goods or provide services
as required by this RFP or the Cost Proposal, the State, at its sole discretion, may determine the
response to be a non-responsive counteroffer and reject it.
3.3.3. A response must not propose alternative goods or services (i.e., offer services different from
those requested and required by this RFP) unless expressly requested in this RFP. The State
may consider a response of alternative goods or services to be non-responsive and reject it.
3.3.4. A Cost Proposal must be prepared and arrived at independently and must not involve any
collusion between Respondents. The State will reject any Cost Proposal that involves collusion,
consultation, communication, or agreement between Respondents. Regardless of the time of
detection, the State will consider any such actions to be grounds for response rejection or
contract termination.
3.3.5. A Respondent must not provide, for consideration in this RFP process or subsequent contract
negotiations, any information that the Respondent knew or should have known was materially
incorrect. If the State determines that a Respondent has provided such incorrect information, the
State will deem the Response non-responsive and reject it.
3.3.6. A Respondent must not submit more than one Technical Response and one Cost Proposal in
response to this RFP, except as expressly requested by the State in this RFP. If a Respondent
submits more than one Technical Response or more than one Cost Proposal, the State will deem
all of the responses non-responsive and reject them.
3.3.7. A Respondent must not submit a response as a prime contractor while also permitting one or
more other Respondents to offer the Respondent as a subcontractor in their own responses.
Such may result in the disqualification of all Respondents knowingly involved. This restriction
does not, however, prohibit different Respondents from offering the same subcontractor as a part
of their responses (provided that the subcontractor does not also submit a response as a prime
contractor).
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3.3.8. The State shall not consider a response from an individual who is, or within the past six (6)
months has been, a State employee. For purposes of this RFP:
3.3.8.1. An individual shall be deemed a State employee until such time as all compensation for
salary, termination pay, and annual leave has been paid;
3.3.8.2. A contract with or a response from a company, corporation, or any other contracting
entity in which a controlling interest is held by any State employee shall be considered to
be a contract with or proposal from the employee; and
3.3.8.3. A contract with or a response from a company, corporation, or any other contracting
entity that employs an individual who is, or within the past six (6) months has been, a
State employee shall not be considered a contract with or a proposal from the employee
and shall not constitute a prohibited conflict of interest.
3.3.9. This RFP is also subject to Tenn. Code Ann. § 12-4-101—105.
3.4. Response Errors & Revisions
A Respondent is responsible for any and all response errors or omissions. A Respondent will not be
allowed to alter or revise response documents after the Response Deadline time and date detailed in the
RFP Section 2, Schedule of Events unless such is formally requested, in writing, by the State.
3.5. Response Withdrawal
A Respondent may withdraw a submitted response at any time before the Response Deadline time and
date detailed in the RFP Section 2, Schedule of Events by submitting a written request signed by an
authorized Respondent representative. After withdrawing a response, a Respondent may submit another
response at any time before the Response Deadline. After the Response Deadline, a Respondent may
only withdraw all or a portion of a response where the enforcement of the response would impose an
unconscionable hardship on the Respondent.
3.6. Additional Services
If a response offers goods or services in addition to those required by and described in this RFP, the
State, at its sole discretion, may add such services to the contract awarded as a result of this RFP.
Notwithstanding the foregoing, a Respondent must not propose any additional cost amounts or rates for
additional goods or services. Regardless of any additional services offered in a response, the
Respondent’s Cost Proposal must only record the proposed cost as required in this RFP and must not
record any other rates, amounts, or information.
NOTICE: If a Respondent fails to submit a Cost Proposal exactly as required, the State may deem
the response non-responsive and reject it.
3.7. Response Preparation Costs
The State will not pay any costs associated with the preparation, submittal, or presentation of any
response.
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4. GENERAL CONTRACTING INFORMATION & REQUIREMENTS
4.1. RFP Amendment
The State at its sole discretion may amend this RFP, in writing, at any time prior to contract award.
However, prior to any such amendment, the State will consider whether it would negatively impact the
ability of potential Respondents to meet the response deadline and revise the RFP Schedule of Events if
deemed appropriate. If an RFP amendment is issued, the State will convey it to potential Respondents
who submitted a Notice of Intent to Respond (refer to RFP Section 1.8). A response must address the
final RFP (including its attachments) as amended.
4.2. RFP Cancellation
The State reserves the right, at its sole discretion, to cancel the RFP or to cancel and reissue this RFP in
accordance with applicable laws and regulations.
4.3. State Right of Rejection
4.3.1. Subject to applicable laws and regulations, the State reserves the right to reject, at its sole
discretion, any and all responses.
4.3.2. The State may deem as non-responsive and reject any response that does not comply with all
terms, conditions, and performance requirements of this RFP. Notwithstanding the foregoing, the
State reserves the right to waive, at its sole discretion, minor variances from full compliance with
this RFP. If the State waives variances in a response, such waiver shall not modify the RFP
requirements or excuse the Respondent from full compliance, and the State may hold any
resulting Contractor to strict compliance with this RFP.
4.4. Assignment & Subcontracting
4.4.1. The Contractor may not subcontract, transfer, or assign any portion of the Contract awarded as a
result of this RFP without prior approval of the State. The State reserves the right to refuse
approval, at its sole discretion, of any subcontract, transfer, or assignment.
4.4.2. If a Respondent intends to use subcontractors, the response to this RFP must specifically identify
the scope and portions of the work each subcontractor will perform (refer to RFP Attachment 6.2.,
Section B, General Qualifications & Experience Item B.14.).
4.4.3. Subcontractors identified within a response to this RFP will be deemed as approved by the State
unless the State expressly disapproves one or more of the proposed subcontractors prior to
signing the Contract.
4.4.4. After contract award, a Contractor may only substitute an approved subcontractor at the
discretion of the State and with the State’s prior, written approval.
4.4.5. Notwithstanding any State approval relating to subcontracts, the Respondent who is awarded a
contract pursuant to this RFP will be the prime contractor and will be responsible for all work
under the Contract.
4.5. Right to Refuse Personnel or Subcontractors
The State reserves the right to refuse, at its sole discretion and notwithstanding any prior approval, any
personnel of the prime contractor or a subcontractor providing goods or services in the performance of a
contract resulting from this RFP. The State will document in writing the reason(s) for any rejection of
personnel.
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4.6. Insurance
The State will require the awarded Contractor to provide a Certificate of Insurance issued by an insurance
company licensed or authorized to provide insurance in the State of Tennessee. Each Certificate of
Insurance shall indicate current insurance coverages meeting minimum requirements as may be specified
by this RFP. A failure to provide a current, Certificate of Insurance will be considered a material breach
and grounds for contract termination.
4.7. Professional Licensure and Department of Revenue Registration
4.7.1. All persons, agencies, firms, or other entities that provide legal or financial opinions, which a
Respondent provides for consideration and evaluation by the State as a part of a response to this
RFP, shall be properly licensed to render such opinions.
4.7.2. Before the Contract resulting from this RFP is signed, the apparent successful Respondent (and
Respondent employees and subcontractors, as applicable) must hold all necessary or
appropriate business or professional licenses to provide the goods or services as required by the
contract. The State may require any Respondent to submit evidence of proper licensure.
4.7.3. Before the Contract resulting from this RFP is signed, the apparent successful Respondent must
be registered with the Tennessee Department of Revenue for the collection of Tennessee sales
and use tax. The State shall not award a contract unless the Respondent provides proof of such
registration or provides documentation from the Department of Revenue that the Contractor is
exempt from this registration requirement. The foregoing is a mandatory requirement of an award
of a contract pursuant to this solicitation. To register, please visit the Department of Revenue’s
Tennessee Taxpayer Access Point (TNTAP) website for Online Registration and the Vendor
Contract Questionnaire. These resources are available at the following:
https://tntap.tn.gov/eservices/_/#1
4.8. Disclosure of Response Contents
4.8.1. All materials submitted to the State in response to this RFP shall become the property of the
State of Tennessee. Respondents are cautioned not to provide any materials in response to this
RFP that are trade secrets, as defined under Tenn. Code Ann. § 47-25-1702 and any other
applicable law. By submitting a response to this RFP, the respondent acknowledges and agrees
that the State shall have no liability whatsoever for disclosure of a trade secret under the Uniform
Trade Secrets Act, as provided at Tenn. Code Ann. § 47-25-1701-1709, or under any other
applicable law. Selection or rejection of a response does not affect this right. By submitting a
response, a Respondent acknowledges and accepts that the full response contents and
associated documents will become open to public inspection in accordance with the laws of the
State of Tennessee.
4.8.2. The State will hold all response information, including both technical and cost information, in
confidence during the evaluation process.
4.8.3. Upon completion of response evaluations, indicated by public release of a Notice of Intent to
Award, the responses and associated materials will be open for review by the public in
accordance with Tenn. Code Ann. § 10-7-504(a)(7).
4.9. Contract Approval and Contract Payments
4.9.1. After contract award, the Contractor who is awarded the contract must submit appropriate
documentation with the Department of Finance and Administration, Division of Accounts.
4.9.2. This RFP and its contractor selection processes do not obligate the State and do not create
rights, interests, or claims of entitlement in either the Respondent with the apparent best-
evaluated response or any other Respondent. State obligations pursuant to a contract award
shall commence only after the Contract is signed by the State agency head and the Contractor
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and after the Contract is approved by all other state officials as required by applicable laws and
regulations.
4.9.3. No payment will be obligated or made until the relevant Contract is approved as required by
applicable statutes and rules of the State of Tennessee.
4.9.3.1. The State shall not be liable for payment of any type associated with the Contract
resulting from this RFP (or any amendment thereof) or responsible for any goods
delivered or services rendered by the Contractor, even goods delivered or services
rendered in good faith and even if the Contractor is orally directed to proceed with the
delivery of goods or the rendering of services, if it occurs before the Contract Effective
Date or after the Contract Term.
4.9.3.2. All payments relating to this procurement will be made in accordance with the Payment
Terms and Conditions of the Contract resulting from this RFP (refer to RFP Attachment
6.6., Pro Forma Contract, Section C).
4.9.3.3. If any provision of the Contract provides direct funding or reimbursement for the
competitive purchase of goods or services as a component of contract performance or
otherwise provides for the reimbursement of specified, actual costs, the State will
employ all reasonable means and will require all such documentation that it deems
necessary to ensure that such purchases were competitive and costs were reasonable,
necessary, and actual. The Contractor shall provide reasonable assistance and access
related to such review. Further, the State shall not remit, as funding or reimbursement
pursuant to such provisions, any amounts that it determines do not represent
reasonable, necessary, and actual costs.
4.10. Contractor Performance
The Contractor who is awarded a contract will be responsible for the delivery of all acceptable goods or
the satisfactory completion of all services set out in this RFP (including attachments) as may be
amended. All goods or services are subject to inspection and evaluation by the State. The State will
employ all reasonable means to ensure that goods delivered or services rendered are in compliance with
the Contract, and the Contractor must cooperate with such efforts.
4.11. Contract Amendment
After Contract award, the State may request the Contractor to deliver additional goods or perform
additional services within the general scope of the Contract and this RFP, but beyond the specified
Scope, and for which the Contractor may be compensated. In such instances, the State will provide the
Contractor a written description of the additional goods or services. The Contractor must respond to the
State with a time schedule for delivering the additional goods or accomplishing the additional services
based on the compensable units included in the Contractor’s response to this RFP. If the State and the
Contractor reach an agreement regarding the goods or services and associated compensation, such
agreement must be effected by means of a contract amendment. Further, any such amendment requiring
additional goods or services must be signed by both the State agency head and the Contractor and must
be approved by other state officials as required by applicable statutes, rules, policies and procedures of
the State of Tennessee. The Contractor must not provide additional goods or render additional services
until the State has issued a written contract amendment with all required approvals.
4.12. Severability
If any provision of this RFP is declared by a court to be illegal or in conflict with any law, said decision will
not affect the validity of the remaining RFP terms and provisions, and the rights and obligations of the
State and Respondents will be construed and enforced as if the RFP did not contain the particular
provision held to be invalid.
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RFP # 40100-51745
PAGE 13
4.13. Next Ranked Respondent
The State reserves the right to initiate negotiations with the next ranked Respondent should the State
cease doing business with any Respondent selected via this RFP process.
12-18-25 RFP
RFP # 40100-51745
PAGE 14
5. EVALUATION & CONTRACT AWARD
5.1. Evaluation Categories & Maximum Points
The State will consider qualifications, experience, technical approach, and cost in the evaluation of
responses and award points in each of the categories detailed below (up to the maximum evaluation
points indicated) to each response deemed by the State to be responsive.
EVALUATION CATEGORY MAXIMUM POINTS POSSIBLE
General Qualifications & Experience
(refer to RFP Attachment 6.2., Section B) 10
Technical Qualifications, Experience &
Approach
(refer to RFP Attachment 6.2., Section C)
60
Oral Presentation
(refer to RFP Attachment 6.2, Section D) 10
Cost Proposal
(refer to RFP Attachment 6.3.) 20
5.2. Evaluation Process
The evaluation process is designed to award the contract resulting from this RFP not necessarily to the
Respondent offering the lowest cost, but rather to the Respondent deemed by the State to be responsive
and responsible who offers the best combination of attributes based upon the evaluation criteria.
(“Responsive Respondent” is defined as a Respondent that has submitted a response that conforms in all
material respects to the RFP. “Responsible Respondent” is defined as a Respondent that has the
capacity in all respects to perform fully the contract requirements, and the integrity and reliability which
will assure good faith performance.)
5.2.1. Technical Response Evaluation. The Solicitation Coordinator and the Proposal Evaluation
Team (consisting of three (3) or more State employees) will use the RFP Attachment 6.2.,
Technical Response & Evaluation Guide to manage the Technical Response Evaluation and
maintain evaluation records.
5.2.1.1. The State reserves the right, at its sole discretion, to request Respondent clarification
of a Technical Response or to conduct clarification discussions with any or all
Respondents. Any such clarification or discussion will be limited to specific sections of
the response identified by the State. The subject Respondent must put any resulting
clarification in writing as may be required and in accordance with any deadline imposed
by the State.
5.2.1.2. The Solicitation Coordinator will review each Technical Response to determine
compliance with RFP Attachment 6.2., Technical Response & Evaluation Guide,
Section A— Mandatory Requirements. If the Solicitation Coordinator determines that a
response failed to meet one or more of the mandatory requirements, the Solicitation
Coordinator will review the response and determine whether:
a. the response adequately meets RFP requirements for further evaluation;
b. the State will request clarifications or corrections for consideration prior to further
evaluation; or,
c. the State will determine the response to be non-responsive to the RFP and reject it.
12-18-25 RFP
RFP # 40100-51745
PAGE 15
5.2.1.3. Proposal Evaluation Team members will independently evaluate each Technical
Response (that is responsive to the RFP) against the evaluation criteria in this RFP,
and will score each in accordance with the RFP Attachment 6.2., Technical Response
& Evaluation Guide.
5.2.1.4. For each response evaluated, the Solicitation Coordinator will calculate the average of
the Proposal Evaluation Team member scores for RFP Attachment 6.2., Technical
Response & Evaluation Guide, and record each average as the response score for the
respective Technical Response section.
5.2.1.5. The Solicitation Coordinator will invite the top three (3) ranked Respondents to make an
Oral Presentation. The ranking will be determined after the Technical Response score is
totaled and ranked (e.g., 1 – the best evaluated ranking, etc.).
5.2.1.5.1. The Oral Presentations are mandatory. The Solicitation Coordinator will
schedule Respondent Presentations during the period indicated by the
RFP Section 2, Schedule of Events. The Oral Presentations will be for a
duration of one (1) hour. Respondents should leave time for potential
questions from evaluators. The Oral Presentations will be held in-
person. Any additional details regarding the Oral Presentation or Field
Test will be provided by the Solicitation Coordinator at the time of
scheduling. The Solicitation Coordinator will make every effort to
accommodate each Respondent’s schedules. When the Respondent
Presentation schedule has been determined, the Solicitation Coordinator
will contact Respondents with the relevant information as indicated by
RFP Section 2, Schedule of Events.
5.2.1.5.2. Respondent Presentations are only open to the invited Respondent,
Proposal Evaluation Team members, the Solicitation Coordinator, and
any technical consultants who are selected by the State to provide
assistance to the Proposal E
- Cat Review
- At
- Jul 23, 2026
- Method
- openrouter
- Taxonomy
- construction
- Start Date
- Jun 30, 2026
- Due Date Raw
- Aug 17, 2026
- Start Date Raw
- Jun 30, 2026
- Categorized By
- llm
