Project Information

Bid Title

TEL General Encyclopedia Access - UPDATED

Issuing Agency

State Government of Tennessee

Location

Tennessee

Published Date

Jun 4, 2026

Closing Date

Jun 15, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP 30501-02326

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Document ID & Hyperlink:	RFP 30501-02326 Amendment 1
Event Start - Response Due:	05/15/2026 06/15/2026
Event Name:	TEL General Encyclopedia Access - UPDATED
Last Updated:	06/04/2026

Attachment Preview

09-18-25v2 RFP

STATE OF TENNESSEE

OFFICE OF THE SECRETARY OF STATE,

TENNESSEE STATE LIBRARY AND ARCHIVES

REQUEST FOR PROPOSALS

FOR

TEL GENERAL ENCYCLOPEDIA ACCESS

RFP # 30501-02326

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, Office of the Secretary of State, Tennessee State Library and Archives,

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 intends to secure a contract for the Tennessee Electronic Library to acquire an online

encyclopedia to serve adults, juveniles, and children, as well as academic and K12 schools. The primary

focus is on providing comprehensive, reliable, and accessible encyclopedic information on different

subjects. The selected digital resource will be used in several settings, including schools, public libraries,

and individual use.

The encyclopedia must be accessible to all Tennessee residents remotely via IP Authentication as well as

a login authentication process.

Target Audiences:

i. Adults: Must include detailed articles and comprehensive coverage of subjects relevant to adult

learners, supporting lifelong learning, information needs, and research.

ii. Elementary, Middle, and High School Students: Age-appropriate content and interactive

features designed to engage learners and support educational curricula at various levels.

iii. Young Children (PreK - Grade 2): Interactive and visually appealing resources that introduce

young children to basic concepts and topics in an engaging manner.

iv. English Language Learners: Accessible leveled resources to meet the information and

language needs of users of all ages learning English.

v. Academic Institution Students and Faculty: Encyclopedic resources to support research and

educational needs in schools, colleges, and universities, providing students and faculty with

reliable and authoritative information.

vi. Public Library Patrons: Resources for public libraries to offer patrons access to comprehensive

encyclopedic information for personal and academic research purposes.

1.1.2.

The Tennessee Electronic Library (TEL), www.tntel.info, provides free access to a collection of online

databases and digital resources accessible to all Tennessee residents, schools, libraries of all types,

community colleges, and universities. These resources facilitate lifelong learning and support students

from early education to post graduate studies.

This demographic data is provided for Respondents to provide accurate information in bids.

State of Tennessee

• Estimated total population: 7,227,750 (Source: U.S. Census Bureau, Population Division: Annual

Estimates of the Resident Population for Counties in Tennessee: April 1, 2020 to July 1, 2024

(CO-EST2023-POP-47))

Tennessee Academic Institutions (most recent available data for the 2024 school year; retrieved from

2024-2025 Tennessee Higher Education Fact Book and TICUA FALL 2024 CHARACTERISTICS)

• Approx. total academic institutions: 70

• Four-year public universities: 5

• Locally Governed Institutions: 6

• Tennessee Colleges of Applied Technology: 23

• Community colleges: 13

• Private universities: 31

RFP # 30501-02326

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09-18-25v2 RFP

• Proprietary enrollment - Proprietary enrollment is reported annually by fiscal year. To isolate the

proprietary sector’s fall enrollment, the ratio of public institutions’ fall enrollment to 12-month

enrollment was averaged over three years (2022, 2023, and 2024). This percentage (83.0%) was

then applied to the 2023-24 headcount of the proprietary sector to derive an estimated fall

headcount. Proprietary enrollment is preliminary. FTE data are not available for the proprietary

sector. Excludes not-for-profit private institutions not participating in TICUA. UT Health Science

Center, UT Veterinary School, ETSU College of Medicine, and ETSU College of Pharmacy FTE

are equivalent to headcount.

• Approx. total enrollment was 258,813

Public Primary and Secondary Schools (most recent available data for the 2022 school year; retrieved

from the National Center for Education Statistics)

• Public Schools: 1900

• Total student enrollment: 1,006,752

Private Primary and Secondary Schools (most recent available data for the 2021 school year; retrieved

from the National Center for Education Statistics)

• Private schools: 540

• Total student enrollment: 117,810

Public Libraries (FY2024-2025 IMLS Public Library Survey)

• Tennessee public libraries: 289

• Total registered public library card holders: 2,848,818

• Population served by Tennessee libraries: 7,075,347

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 # 30501-02326

RFP # 30501-02326

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09-18-25v2 RFP

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:

Andrea Zielke

Tennessee State Library & Archives

1001 Rep. John Lewis Way North

Nashville, TN 37219

615-532-4627

andrea.zielke@tnsos.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:

Hannah Tanksley

Tennessee Department of State

312 Rosa L. Parks Avenue

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 1.7).

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.

RFP # 30501-02326

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09-18-25v2 RFP

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

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 # 30501-02326

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