Project Information

Bid Title

UOCAVA Ballot Delivery and Tracking System - UPDATED

Issuing Agency

State Government of Tennessee

Location

Tennessee

Published Date

Feb 18, 2026

Closing Date

Mar 4, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP 30501-02125

Original Source

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Bid Documents

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Project Description

Document ID & Hyperlink:	RFP 30501-02125
Event Start - Response Due:	02/09/2026 03/04/2026
Event Name:	UOCAVA Ballot Delivery and Tracking System - UPDATED
Last Updated:	02/11/2026

Attachment Preview

09-18-2025 RFP

STATE OF TENNESSEE

DEPARTMENT OF STATE

REQUEST FOR PROPOSALS

FOR

UOCAVA BALLOT DELIVERY AND TRACKING SYSTEM

RFP # 30501-02125

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

09-18-2025 RFP

1.

INTRODUCTION

The State of Tennessee, DEPARTMENT OF STATE, 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

The State of Tennessee, Department of State, has been awarded grant funds from the Federal Voting

Assistance Program (“FVAP”) 2024 EASE Grant 4 program on behalf of the Uniformed and Overseas

Citizens Absentee Voting Act of 1986 (UOCAVA) voters it serves. The purpose of the grant is to develop

a statewide online ballot delivery system, and to centralize (single point) enhanced election administration

and voter communication functions within the state voter registration system and to establish a secure

online ballot delivery system through which a UOCAVA voter may apply for and receive voter registration

materials, military-overseas ballots, and other voter information.

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:

RFP # 30501-02125

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:

RFP # 30501-02125

Page 1 of 68

09-18-2025 RFP

Bob Brown, Election Auditor and Grant Specialist

Division of Elections

Department of State

312 Rosa L. Parks Ave., 7th Floor, Nashville, TN 37243

615-741-7956

Bob.Brown@tnsos.gov

Copy to:

Andrew Dodd, Assistant Coordinator of Elections

Department of State

312 Rosa L. Parks Ave., 7th Floor, Nashville, TN 37243

615-741-7956

Andrew.Dodd@tnsos.gov

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

The following individuals 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:

Regina Forsythe, Director

Division of Human Resources & Organizational Development

Department of State

William R. Snodgrass Tower

312 Rosa L. Parks Avenue, 7th Floor Nashville, TN 37243

615-253-4548

Regina.Forsythe@tnsos.gov

Hannah Tanksley, Accounting Specialist 1

Division of Fiscal and Administrative Services

Department of State

William R. Snodgrass Tower

312 Rosa L. Parks Avenue, 7th Floor Nashville, TN 37243

615-350-4399

Hannah.Tanksley@tnsos.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).

RFP # 30501-02125

Page 2 of 68

09-18-2025 RFP

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.

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:

312 Rosa L. Parks Ave, 7th Floor

Nashville, TN 37243

Remote participation will be allowed. To confirm in-person attendance, please send an email to the

Solicitation Coordinator no later than 2:00 pm on February 12, 2026.

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

RFP # 30501-02125

Page 3 of 68

09-18-2025 RFP

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.

RFP # 30501-02125

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Commodity Codes

• NAICS 334511Search, Detection, Navigation, Guidance, Aeronautical, and Nautical System and Instrument Manufacturing
• NAICS 511210Software Publishers
• NAICS 541511Custom Computer Programming Services

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