Project Information

Bid Title

TSB Integrated Library System (FY27-FY31)

Issuing Agency

State Government of Tennessee

Location

Tennessee

Published Date

Mar 13, 2026

Closing Date

May 14, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP 33101-26040FAS5

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Document ID & Hyperlink:	RFP 33101-26040FAS5 Solicitation Notice
Event Start - Response Due:	03/13/2026 05/14/2026
Event Name:	TSB Integrated Library System (FY27-FY31)
Last Updated:

Attachment Preview

12-18-25 RFP

STATE OF TENNESSEE

DEPARTMENT OF EDUCATION

REQUEST FOR PROPOSALS

FOR

TENNESSEE SCHOOL FOR THE BLIND INTEGRATED

LIBRARY SYSTEM

(FY2027-FY2031)

RFP #33101-26040FAS5

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

RFP #33101-26040FAS5

Page 1 of 36

12-18-25 RFP

1.

INTRODUCTION

The State of Tennessee, Department of Education, 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, including those that are owned by minorities,

women, service-disabled veterans, persons with disabilities, and small business enterprises, an

opportunity to do business with the state as contractors, subcontractors, or suppliers.

1.1. Statement of Procurement Purpose

The State is seeking to procure an integrated library management system (“ILMS”) that will support the

operational requirements of the Tennessee School for the Blind’s (“TSB”) Resource Center for the

Visually Impaired (“RCVI”). The TSB RCVI serves as the State’s Accessible Educational Materials

(“AEM”) center and is responsible for procuring braille books, large print books, and vision-adapted

materials as requested by Tennessee local education agencies (“LEAs”) for eligible students. The TSB

RCVI also implements the American Printing House for the Blind (“APH”) Federal Quota program for the

State of Tennessee, including an annual census of eligible students who are blind or low vision.

The awarded contractor must provide an ILMS, readily available or custom-developed, with features and

functionalities that meet the RCVI’s specific service obligations to LEAs and the APH Federal Quota

program. This software platform shall include but not be limited to the following, at minimum:

• A user-friendly and accessible platform for LEA stakeholders, including State access to respective

features

• Cataloging capabilities for a variety of types of educational materials (e.g., books, equipment,

materials, etc.)

• Circulation capabilities for RCVI inventory of educational materials (e.g., ordering, receiving,

assigning, shipping, returning, status updates, requesting repairs, automatic messages to

stakeholders, etc.)

• User management capabilities for creation and maintenance of LEA user accounts and student

records

• Secure database of user accounts and student data

• Ordering capabilities for RCVI to issue purchase orders for educational materials from vendors

• Report running and data analysis functions related to finances, inventory, orders, and user accounts

• Ability to export Federal Quota program data in APH-required format

• Development of software framework capable of accommodating new feature requests

The awarded contractor shall consult with State staff to ensure satisfactory performance of ILMS features

and functionalities according to service obligations. The awarded contractor shall also provide initial

training, resources, and ongoing technical support to State staff regarding the use of the ILMS, including

but not limited to responding to requests for new features within the ILMS and ensuring the fulfillment of

all contract requirements.

For the purposes of this RFP, the definitions in the Pro Forma Contract shall apply.

RFP #33101-26040FAS5

Page 1 of 36

12-18-25 RFP

The estimated maximum liability is $250,000.00 for the initial Contract Term of sixty (60) months.

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 # 33101-26040FAS5

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:

Genell Jordan | Sourcing Specialist

Central Procurement Office

Tennessee Tower, 3rd Floor

312 Rosa L. Parks Ave.

Nashville, TN 37243

(615) 532-7202

Genell.Jordan@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

Central Procurement Office

Department of General Services WRS

312 Rosa L. Parks Avenue

RFP #33101-26040FAS5

Page 2 of 36

12-18-25 RFP

Tennessee Tower, 3rd Floor

Nashville, TN 37243-1102

(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.

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”).

RFP #33101-26040FAS5

Page 3 of 36

12-18-25 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 conference will be held at:

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/22014673224747?p=4G5lDw6lMjxUAJ8bFt

Meeting ID: 220 146 732 247 47

Passcode: uD7Vd9tt

Need help? | System reference

Dial in by phone

+1 629-209-4396,,33082329# United States, Triune

Find a local number

Phone conference ID: 330 823 29#

Join on a video conferencing device

Tenant key: stateoftn@m.webex.com

Video ID: 115 540 852 0

More info

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

RFP #33101-26040FAS5

Page 4 of 36

Commodity Codes

• NAICS 511210Software Publishers
• NAICS 519120Libraries and Archives
• NAICS 541512Computer Systems Design Services

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