State Revolving Loan Fund Program Data Management System - UPDATED

03-05-25 RFP

STATE OF TENNESSEE
DEPARTMENT OF ENVIRONMENT AND CONSERVATION

REQUEST FOR PROPOSALS
FOR
STATE REVOLVING LOAN FUND PROGRAM DATA
MANAGEMENT SYSTEM

RFP # 32701 -25-414

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

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1. INTRODUCTION

The State of Tennessee, Department of Environment and Conservation (TDEC) , 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

TDEC’s D ivision of Water Resources (DWR) issues this RFP for the purpose of soliciting proposals from
qualified vendors for a comprehensive grant and loan servicing, management, tracking, and reporting tool
to streamline the State Revolving Fund (SRF) Loan Program processes. Additionally, the tool will need to
operate as a coordination center for portfolio management activities between the SRF Loan Program and
State Water Infrastructure Grant (SWIG) Program.

TDEC encompasses a variety of environment centered program areas, each organized and conducted to
effectively protect human health and the environment, conserve natural resources, manage state parks
and promote overall quality of life in Tennessee. DWR is the administrative agent responsible for key
oversi ght and management of surface waters, safe water, quality and quantity of drinking water, non -
federal dam construction, wells, the licensing of well drillers and pump setters, as well as water
withdrawal registration and subsurface sewage disposal systems.

Infrastructure funding assistance is administered within the DWR and is comprised of two distinct
functional areas: the SRF loan program and the SWIG program. The SRF comprises both the Clean
Water State Revolving Fund (CWSRF) Loan Program and the Drinking Water State Revolving Fund
(DWSRF) Loan Program. SWIG administers various grant programs funded through SRF set-asides,
Infrastructure Investment and Jobs Act funding , and a variety of competitive, recurring, non -capitalization
grant opportunities from the U.S. Environmental Protection Agency ( EPA). Respondents to this RFP
must be able to provide a n SRF-centric Commercial -off-the-Shelf (COTS) system capable of applying
State -defined configuration s and customization s for the following key components of the loan and grant
management process:

Component Description Funding Type
Questionnaire/ Solicitation Public notification of SRF and SWIG funds
availability Loans and Grants
Applicant State eligible entities responding to solicitation Loans and Grants
Ranking Applicant po sitioning within a hierarchy based on
Questionnaire assessment results Loans and Grants
Phase A distinct stage of the SRF and SWIG program
workflow comprised of various statuses, activities,
tasks, and events Loans and Grants
Status The current condition of an applicant ’s submission
or position with the SRF and SWIG program
workflow s Loans and Grants
Activit y A defined step that contributes to the overall
progression of a submission through the SRF and
SWIG program workflow Loans and Grants
Task A specific, actionable unit of work that needs to be
completed to support activit ies and SRF and
SWIG program workflow outcomes Loans and Grants

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Component Description Funding Type

Automation Systematic application of SRF and SWIG program
rules , triggers, events, and actions to automate
submission progression Loans and Grants
Documents Documentation provided by :
a. applicants to demonstrate prepared ness
and compliance from a financial and
solution design perspective
b. SRF and SWIG program to communicate
relevant requirements, requests, and
submission status Loans and Grants
Application Formal SRF and SWIG program fund request Loans and Grants
Repayment Process of paying back the principal amount
borrowed, along with any accrued interest, to the
State according to a predetermined schedule of
regular payments Loans
Tracking End-to-end tracking of individual program
components over the entire lifecycle of the SRF
and SWIG loan or grant lifecycle. Loans and Grants
Loan and Grant
Management End-to-end enablement and management of the
phases, statuses, activities, tasks/actions across
the loan and grant workflow. Loans and Grants
Reporting and Analytics Tracking, analyzing, and reporting on the financial
and programmatic performance of loans and
grants, providing insights to assess effectiveness,
compliance, and impact Loans and Grants

In addition to implementing a solution to facilitate the ongoing loan and grant activities managed within
the SRF and SWIG Progra ms, migration of data involving data mapping, cleansing, transform ation , and
testing will be required as a part of the implementation process . Also, e nd-to-end data management and
audit trails will be required to ensure infrastructure and sensitive data security needs are met .

The State estimates the maximum liability for the entire 60 -month term to be not more than $4,000,000 .

Interested and qualified vendors should review the contents of this RF P and submit a formal response.

1.1.2. Estimated Volume of Users

COTS Solution Users: 40 internal users estimated across SRF and SWIG ; approximately 600 external
users estimated across state of Tennessee cities, counties, utility districts, and water authorities with
multiple logons needed per entity

Please note, the COTS solution must have the capacity to handle significant fluctuations in internal and
external user traffic during peak solicitation periods.

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,

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▪ 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 disab ility, 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 # 32701 -25-414

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 :

Kyle Villagomez
Central Procurement Office
312 Rosa L Parks Ave, 3rd Floor, Nashville, TN 37243
615-532-1339
Kyle.Villagomez@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 informa tion relating to this RFP (visit
https://www.tn.gov/generalservices/procurement/central -procurement -office --cpo-
/go-dbe/about -us.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 regul ations:

Helen Crowley
Central Procurement Office
312 Rosa L. Parks Ave., 3rd Floor
Nashville, TN 37243
(615) 741 -3836
Helen.Crowley@tn.gov

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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 “postmarki ng” 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 m ail, 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 appropriate ness and
adequa cy 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 inform ation, 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.

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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:

November 21, 2025 at 10:00 a.m. Central

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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 quest ions, 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,

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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.

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17 2. RFP SCHEDULE OF EVENTS

2.1. The following RFP Schedule of Events represents the State’s best estimate for this RFP.

EVENT
TIME
(central time zone) DATE

1. RFP Issued November 17 , 2025
2. Disability Accommodation Request Deadline 2:00 p.m. November 20 , 2025
3. Pre-response Conference 10:00 a.m. November 21 , 2025
4. Notice of Intent to Respond Deadline 2:00 p.m. November 24 , 2025
5. Written “Questions & Comments” Deadline 2:00 p.m. December 3, 2025
6. State Respon se to Written “Questions &
Comments” December 16, 2025
7. Response Deadline 2:00 p.m. December 23, 2025
8. State Completion of Technical Response
Evaluations January 16, 202 6
9. State Schedules Respondent Oral Presentation January 2 2, 202 6
10. Respondent Oral Presentation 8 a.m. - 4:30 p.m. January 28 - January 30 , 2026
11. State Opening & Scoring of Cost Proposals 2:00 p.m. February 3, 2026
12. Negotiation February 4-11, 2026
13. State Notice of Intent to Award Released and
RFP Files Opened for Public Inspection 2:00 p.m. February 17, 2026
14. End of Protest Period February 24 , 2026
15. State sends contract to Contractor for signature February 25 , 2026
16. Contractor Signature Deadline 2:00 p.m. March 4, 2026

2.2. The State reserves the right, at its sole discretion, to adjust the RFP Schedule of Events as it
deems necessary. Any adjustment of the Schedule of Events shall constitute an RFP amendment, and
the State will communicate such to prospective Respondents from whom the State has received a Notice
of Intent to Respond (refer to section 1.8).

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17 3. RESPONSE REQUIREMENTS

3.1. Response Form

A response to this RFP must consist of two parts, a Technical Response and a Cost Proposal.

3.1.1. Technical Response . RFP Attachment 6.2., Technical Response & Evaluation Guide provides
the specific requirements for submitting a response. This guide includes mandatory requirement
items, general qualifications and experience items, and technical qualifications, experie nce, and
approach items all of which must be addressed with a written response and, in some instances,
additional documentation.

NOTICE: A technical response must not include any pricing or cost information.
If any pricing or cost information amounts of any type (even pricing relating to
other projects) is included in any part of the technical response, the state may
deem the response to be non -responsive and reject it.

3.1.1.1. A Respondent should duplicate and use the RFP Attachment 6.2., Technical Response
& Evaluation Guide to organize, reference, and draft the Technical Response by
duplicating the attachment, adding appropriate page numbers as required, and using
the guide as a table of contents covering the Technical Response.

3.1.1.2. A response should be economically prepared, with emphasis on completeness and
clarity , and should NOT exceed 50 pages in length (maps, graphs, charts, resumes, as
noted and included as an appendix will not count against this page limit) . A response,
as well as any reference material presented, must be written in English and must be
written on standard 8 ½” x 11” pages (although oversize exhibits are permissible) and
use a 12 point font for text. All response pages must be numbered.

3.1.1.3. All information and documentation included in a Technical Response should
correspond to or address a specific requirement detailed in the RFP Attachment 6.2.,
Technical Response & Evaluation Guide. All information must be incorporated into a
response to a specific requirement and clearly referenced. Any information not
meeting th ese criteria will be deemed extraneous and will not contribute to evaluations.

3.1.1.4. The State may determine a response to be non -responsive and reject it if:

a. the Respondent fails to organize and properly reference the Technical Response
as required by this RFP and the RFP Attachment 6.2., Technical Response &
Evaluation Guide; or

b. the Technical Response document does not appropriately respond to, address, or
meet all of the requirements and response items detailed in the RFP Attachment
6.2., Technical Response & Evaluation Guide.

3.1.2. Cost Proposal . A Cost Proposal must be recorded on an exact duplicate of the RFP Attachment
6.3., Cost Proposal & Scoring Guide .

NOTICE: If a Respondent fails to submit a cost proposal exactly as required, the
State may deem the response to be non -responsive and reject it.

3.1.2.1. A Respondent must only record the proposed cost exactly as required by the RFP
Attachment 6.3., Cost Proposal & Scoring Guide and must NOT record any other rates,
amounts, or information .

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3.1.2.2. The proposed cost shall incorporate ALL costs for services under the contract for the
total contract period, including any renewals or extensions.

3.1.2.3. A Respondent must sign and date the Cost Proposal.

3.1.2.4. A Respondent must submit the Cost Proposal to the State in a sealed package
separate from the Technical Response (as detailed in RFP Sections 3.2.3., et seq. ).

3.2. Response Delivery

3.2.1. A Respondent must ensure that both the Technical Response and Cost Proposal files meet all
form and content requirements, including all required signatures, as detailed within this RFP.

3.2.2. A Respondent must submit their response as specified in one of the two formats below.

3.2.2.1. Digital Media Submission
3.2.2.1.1. Technical Response
The Technical Response document should be in the form of one (1) digital document in
“PDF” format properly recorded on its own otherwise blank USB flash drive and should
be clearly identified as the:

“RFP # 32701 -25-414 TECHNICAL RESPONSE ORIGINAL”

and one (1) digital copies of the Technical Response each in the form of one (1) digital
document in “PDF” format properly recorded on its own otherwise blank USB flash
drive clearly labeled:

“RFP # 32701 -25-414 TECHNICAL RESPONSE COPY”

The customer references should be delivered by each reference in accordance with
RFP Attachment 6.4. Reference Questionnaire.

3.2.2.1.2. Cost Proposal :
The Cost Proposal should be in the form of one (1) digital document in “PDF” or “XLS X”
format properly recorded on a separate , otherwise blank USB flash drive clearly
labeled:

“RFP # 32701 -25-414 COST PROPOSAL”

An electronic or facsimile signature, as applicable, on the Cost Proposal is acceptable.

3.2.2.2. E-mail Submission
3.2.2.2.1. Technical Response
The Technical Response document should be in the form of one (1) digital document in
“PDF” format or other easily accessible digital format attached to an e -mail to the
Solicitation Coordinator. Both the subject and file name should be clearly identified as
follows:

“RFP # 32701 -25-414 TECHNICAL RESPONSE”

The customer references should be delivered by each reference in accordance with RFP Attachment 6.4.
Reference Questionnaire.

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3.2.2.2.2. Cost Proposal :
The Cost Proposal should be in the form of one (1) digital document in “PDF” or “XLS X”
format or other easily accessible digital format attached to an e -mail to the Solicitation
Coordinator. Both the subject and file name should be clearly identified as follows:

“RFP # 32701 -25-414 COST PROPOSAL”

An electronic or facsimile signature, as applicable, on the Cost Proposal is acceptable.

3.2.3. For e -mail submissions, the Technical Response and Cost Proposal documents must be
dispatched to the Solicitation Coordinator in separate e-mail messages. For digital media
submissions, a Respondent must separate, seal, package, and label the documents and copies
for delivery as follows:

3.2.3.1. The Technical Response and copies must be placed in a sealed package that is clearly
labeled:

“DO NOT OPEN… RFP # 32701 -25-414 TECHNICAL RESPONSE FROM
[RESPONDENT LEGAL ENTITY NAME] ”

3.2.3.2. The Cost Proposal must be placed in a separate , sealed package that is clearly
labeled: