Project Information

Bid Title

Data Management and External Evaluation Services for Gear Up Tennessee

Issuing Agency

State Government of Tennessee

Location

Tennessee

Published Date

Oct 15, 2025

Closing Date

Nov 24, 2025

Government Level

State & Local

Status

Closed

Ref. #

RFP 33201-00926

Original Source

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Bid Documents

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Project Description

Document ID & Hyperlink:	RFP 33201-00926
Event Start - Response Due:	10/15/2025 11/24/2025
Event Name:	Data Management and External Evaluation Services for Gear Up Tennessee
Last Updated:

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10-31-24 RFP

STATE OF TENNESSEE

TENNESSEE HIGHER EDUCATION COMMISSION

REQUEST FOR PROPOSALS

FOR

DATA MANAGEMENT AND EXTERNAL EVALUATION

SERVICES FOR GEAR UP TENNESSEE

RFP #33201-00926

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

10-31-24 RFP

1.

INTRODUCTION

The State of Tennessee, Tennessee Higher Education Commission, hereinafter referred to as “THEC” or

“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

THEC is seeking proposals for a comprehensive data management system and external evaluation

services to support Tennessee’s federal grant, Gaining Early Awareness and Readiness for

Undergraduate Programs (GEAR UP). The selected vendor will be responsible for implementing a data

management system tailored specifically for GEAR UP grant programs and providing external evaluation

services in alignment with the proposed evaluation plan.

The data management system must support oversight of service participation, performance progress

monitoring, federal reporting, and longitudinal evaluation. The system must be designed specifically for

GEAR UP grant programs, ensuring compliance with federal reporting requirements and facilitating

efficient data analysis.

The external evaluator will refine and implement the GEAR UP evaluation plan as outlined in Appendix I.

Responsibilities will include providing formative reports, conducting quantitative and qualitative research,

performing the summative impact evaluation, and implementing an embedded study on dual enrollment.

Additionally, the evaluator will deliver professional development and training to school-based staff on data

utilization. THEC maintains a team of full-time staff dedicated to internal evaluation and data

management functions, with the selected evaluator complementing these efforts. A detailed scope of

work is provided in the Pro Forma Contract attached.

Tennessee’s GEAR UP grant, known as GEAR UP TN, is a federally-funded initiative designed to

increase postsecondary readiness and success among participating students. GEAR UP TN directly

serves two cohorts of students beginning in the 7th grade – the high school graduating classes of 2030

and 2031. In addition, GEAR UP TN serves priority seniors in years 2-7 and continues to serve them

through their first year of higher education. Over the seven-year grant period, GEAR UP TN will serve

approximately 9,000 unique students across ten (10) high schools and eighteen (18) feeder middle

schools.

1.1.2. The payment structure for this contract will be based on both the total number of students served and the

timing of when services are delivered. Specifically, payments will align with the number of unique

students actively served each program year, according to the following framework:

RFP # 33201-00926

2

10-31-24 RFP

GEAR UP TN Students to be Served:

7th grade

8th grade

9th grade

10th grade

11th grade

12th grade

1st Yr of College

Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7

C1 1600 C2 1600

C1 1600 C2 1600

C1 1600 C2 1600

C1 1600 C2 1600

C1 1600 C2 1600

P 1450 P 1450 P 1450 P 1450 C1 1600 C2 1600

P 725 P 725 P 725 P 725 C1 960

C1=Cohort 1, C2= Cohort 2, P=Priority

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 # 33201-00926

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.

RFP # 33201-00926

3

10-31-24 RFP

1.4.2.1. Prospective Respondents must direct communications concerning this RFP to the

following person designated as the Solicitation Coordinator:

Will Harmon, Sourcing Account Specialist

Central Procurement Office

312 Rosa Parks Blvd.

3rd Floor, TN Tower

Nashville, TN 37243

Telephone: 615.741.3285

Will.Harmon@tn.gov

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

a. staff of the Governor’s Office of Diversity Business Enterprise for assistance

available to minority-owned, woman-owned, service-disabled veteran-owned,

businesses owned by persons with disabilities, and small businesses as well as

general, public information relating to this RFP (visit

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

cpo-/governor-s-office-of-diversity-business-enterprise--godbe--/godbe-general-

contacts.html for contact information); and

b. 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:

Amber Walsh, THEC Coordinator

Tennessee Higher Education Commission

312 Rosa L. Parks Blvd.

9th Floor, TN Tower

Nashville, TN 37243

Telephone: 615.532.3500

Amber.Walsh@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 33201-00926).

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

RFP # 33201-00926

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10-31-24 RFP

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. 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.

1.8. Response Deadline

RFP # 33201-00926

5

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541990All Other Professional, Scientific, and Technical Services

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