Project Information

Bid Title

Technical, Management, and Training Services For The Emergency Communications Board

Issuing Agency

State Government of Tennessee

Location

Tennessee

Published Date

Jan 5, 2026

Closing Date

Feb 20, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP 33501-265001

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Document ID & Hyperlink:	RFP 33501-265001
Event Start - Response Due:	01/05/2026 02/20/2026
Event Name:	Technical, Management, and Training Services For The Emergency Communications Board
Last Updated:

Attachment Preview

09-18-25v2 RFP

STATE OF TENNESSEE

DEPARTMENT OF COMMERCE AND INSURANCE

TENNESSEE EMERGENCY COMMUNICATIONS BOARD

REQUEST FOR PROPOSALS

FOR

TECHNICAL, MANAGEMENT, AND TRAINING SERVICES

FOR THE EMERGENCY COMMUNICATIONS BOARD

RFP # 33501-265001

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

09-18-25v2 RFP

1.

INTRODUCTION

The State of Tennessee, Department of Commerce and Insurance, Tennessee Emergency

Communications Board, hereinafter ref erred to as “the State,” issues this Request for Proposals (RFP) to

def ine minimum contract requirements; solicit responses; detail response requirements; and outline the

State’s process f or 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 f avorable,

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

The Tennessee Emergency Communications Board (“TECB”) is a nine (9) member board administratively

attached to the Tennessee Department of Commerce and Insurance. The TECB is responsible f or assisting

each of the one hundred (100) emergency communications districts (ECDs) with management, operations,

and accountability. The TECB also assist the ECDs with establishing emergency communications for all of

the State’s residents and visitors; this includes providing the network and call-routing inf rastructure that

supports the delivery of requests for 911 assistance to each of the public safety answering points (PSAPs)

within the ECDs.

With the introduction of Next Generation 911 (NG911) services in 2011, geographic inf ormation system

(GIS) support has become important to the successful maintenance of the statewide GIS data. The State

and local PSAPs have invested countless hours into establishing data standards and working to improve

match rates in anticipation of geospatial routing. Local efforts have led to 84% of the State’s 911 authorities

achieving a 97% or better match rate between their site/structure address point (SSAP) dataset and legacy

automatic location identification (ALI) data, with 74% achieving a 97% or higher road centerline (RCL)

match. With over half of the districts achieving a combined 97% match rate, the State’s overall match rate

is 90%.

Through this procurement, the State seeks to continue its successful statewide GIS efforts and desires to

achieve the f ollowing goals:

• Manage and maintain the NG911 spatial interf ace (SI) f or the State;

• Provide exceptional support f or the local ECDs and PSAPs with training, boundary and address

layer creation and maintenance, jurisdictional coordination, troubleshooting, standards

interpretation, and local GIS matters;

• Interf ace with and f acilitate coordination between the ECDs, State, and the State’s Next Generation

Core Services (NGCS) provider; and

• Support the advancement of statewide GIS standards development.

The State is seeking a solution scripted with Environmental Systems Research Institute (Esri) tools that

provides the desired services via an open software stack and not a proprietary software stack. The State

believes that all required f unctionality exists within the Esri ArcGIS Server and Desktop toolsets and

theref ore is only seeking solutions utilizing these tools. Solutions shall not be proprietary or run external to

the Esri environment. All solutions shall remain current with Esri minor and major software releases unless

native tools are retired f rom use by Esri or offered under separate license as an extension. All solutions

shall allow all ECDs and PSAPs to continue to use their current suite of GIS software and shall not require

the adoption of additional software by the ECDs and PSAPs. Proposed solutions shall interact with the GIS

data f rom the ECDs and PSAPs in an Esri f ile format (SDE, File Geodatabase, Shapefile) only. GIS data

shall not be imported into any proprietary f ormat prior to being delivered to the NGCS provider.

1.1.2. The Maximum Liability for the RFQ’s resulting contract is estimated to between one million two hundred

thousand dollars ($1,200,000) and two million dollars ($2,000,000).

RFP # 33501-265001

1

09-18-25v2 RFP

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 successf ul Respondent

must sign.

1.3. Nondiscrimination

No person shall be excluded f rom 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 f ederal, 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 identif ication number that must be ref erenced in all

communications regarding this RFP:

RFP # 33501-265001

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

f ollowing person designated as the Solicitation Coordinator:

DeRenne Raley

Tennessee Department of General Services

Central Procurement Of f ice

WRS Tennessee Tower, 3rd Floor

312 Rosa L. Parks Avenue

Nashville, Tennessee 37243

Telephone (615) 251-5173

derenne.raley@tn.gov

1.4.2.2. Notwithstanding the foregoing, Prospective Respondents may alternatively contact:

the f ollowing 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

f ederal regulations:

Helen Crowley

Department of General Services, CPO

WRS Tennessee Tower, 3rd Floor

312 Rosa L Parks Avenue

Nashville, Tennessee 37243-1102

RFP # 33501-265001

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09-18-25v2 RFP

Telephone (615) 741-1035

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 unof f icial 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 f or the State’s actual receipt of a

communication or response. It is encouraged f or Respondents to submit bids digitally.

1.4.6. The State will convey all of ficial 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 ref er to the f ollowing website:

https://www.tn.gov/generalservices/procurement/central-procurement-office--cpo-/supplier-

inf ormation/request-f or-proposals--rf p--opportunities1.html.

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 f actual information provided by the State (in this RFP, an RFP amendment or any other

communication relating to this RFP) is f or inf ormational purposes only. The State will make

reasonable ef f orts to ensure the accuracy of such data or inf ormation, 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 inf ormation 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 caref ully 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”).

RFP # 33501-265001

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09-18-25v2 RFP

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 conf erence will be held at:

Microsof t Teams

https://teams.microsof t.com/l/meetup-

join/19%3ameeting_ZDI5NWU2MjMtODQ0MC00ZDRkLWJiMjYtN2RiMDZmYjY4OWE5%40thread.v2/0?

context=%7b%22Tid%22%3a%22f 345bebf -0d71-4337-9281-

24b941616c36%22%2c%22Oid%22%3a%223a6edf ba-698b-4ce2-9ae1-cf 98f 89c8571%22%7d

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

Bef ore 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 f orm of a simple e-mail or other written communication). Such notice should include the f ollowing

inf ormation:

 the business or individual’s name (as appropriate);

 a contact person’s name and title; and

 the contact person’s mailing address, telephone number, f acsimile 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 disqualif ication 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 mindf ul of any

potential delays due to security screening procedures, weather, or other filing delays whether foreseeable

or unf oreseeable.

RFP # 33501-265001

4

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541990All Other Professional, Scientific, and Technical Services
• NAICS 611430Professional and Management Development Training

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