Exhibit Space Updates at Cedars of Lebanon State Park, Old Stone Fort State Park, and South Cumberland State Park

03-05-25 RFP

STATE OF TENNESSEE
DEPARTMENT OF ENVIRONMENT AND CONSERVATION

REQUEST FOR PROPOSALS
FOR
Exhibit Space Updates at Cedars of Lebanon State Park, Old
Stone Fort State Park, and South Cumberland State Park

RFP # 32701 -26-091

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 , 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 of Tennessee is soliciting proposals to provide exhibit space updates for Cedars of Lebanon
State Park, Old Stone Fort State Park, and South Cumberland State Park . These updates will improve
usage of existing exhibit space , replace outdated interpretive panels, and repair and improve existing
exhibits including audio visual equipment installation , digital content, and interactive/sensory elements.

These services shall include providing schematic design, final design, production, and installation, as well
as writing and using existing exhibit copy, and development/installation of audio -visual elements. Services
shall be performed at the above -mentioned parks. Required services are described in the attached
scoping reports, a Pro Forma contract, as well as various requirements presented in the RFP.

Respondents may visit the sites at the following dates and times:
A. Cedars of Lebanon State Park
328 Cedar Forest Rd
Lebanon, TN 37090
January 12 -16, 2026 , from 8 a.m. to 4:30 p.m.
B. Old Stone Fort State Park
732 Stone Fort Dr.
Manchester, TN 37355
January 12 -15, 2026, from 8 a.m. to 4:30 p.m.
C. South Cumberland State Park
11745 US -41
Monteagle, TN 37356
January 12 and January 14 -16, 2026, from 8 a.m. to 4:30 p.m.

1.1.1. This project has a maximum budget of two hundred ten thousand dollars ($210,000.00).

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

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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 nondiscriminati on 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 -26-091

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:

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.
Nashville, TN 37243
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 “postmark ing” 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.

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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 ma il, 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.

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:

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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 R FP 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. Respo ndents 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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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 December 22, 2025
2. Disability Accommodation Request Deadline 2:00 p.m. December 29, 2025
3. Pre-response Conference 11:00 a.m. January 5, 2026
4. Notice of Intent to Respond Deadline 2:00 p.m. January 6, 2026
5. Written “Questions & Comments” Deadline 2:00 p.m. January 16, 2026
6. State Respon se to Written “Questions &
Comments” January 30, 2026
7. Response Deadline 2:00 p.m. February 13, 2026
8. State Completion of Technical Response
Evaluations February 25, 2026
9. State Opening & Scoring of Cost Proposals 2:00 p.m. February 26, 2026
10. Negotiations (Optional) 4:30 p.m. February 27 -March 2, 2026
11. State Notice of Intent to Award Released and
RFP Files Opened for Public Inspection 2:00 p.m. March 4, 2026
12. End of Protest Period March 11, 2026
13. State sends contract to Contractor for signature March 12, 2026
14. Contractor Signature Deadline 2:00 p.m. March 18, 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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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, experience, 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. 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 pe rmissible) 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, standard CD -R recordable
disc, or USB flash drive and should be clearly identified as the:

“RFP # 32701 -26-091 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, standard CD -
R recordable disc , or USB flash drive clearly labeled:

“RFP # 32701 -26-091 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”
format properly recorded on a separate, otherwise blank, standard CD -R recordable
disc, or USB flash drive clearly labeled:

“RFP # 32701 -26-091 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 -26-091 TECHNICAL RESPONSE”

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

3.2.2.2.2. Cost Proposal
The Cost Proposal should be in the form of one (1) digital document in “PDF” or “XLS”
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 -26-091 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 -26-091 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:

“DO NOT OPEN… RFP # 32701 -26-091 COST PROPOSAL FROM [RESPONDENT
LEGAL ENTITY NAME] ”

3.2.3.3. The separately, sealed Technical Response and Cost Proposal components may be
enclosed in a larger package for mailing or delivery, provided that the outermost
package is clearly labeled:

“RFP # 32701 -26-091 SEALED TECHNICAL RESPONSE & SEALED COST
PROPOSAL FROM [RESPONDENT LEGAL ENTITY NAME] ”

3.2.3.4. Any Respondent wishing to submit a Response in a format other than digital may do so
by contacting the Solicitation Coordinator.

3.2.4. 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 at the following
address:

Kyle Villagomez
Central Procurement Office
312 Rosa L. Parks Ave., 3rd Floor
Nashville, TN 37243
615-532-1339
Kyle.Villagomez@TN.gov

3.3. Response & Respondent Prohibitions

3.3.1. A response must not include alternate contract terms and conditions. If a response contains such
terms and conditions, the State, at its sole discretion, may determine the response to be a non -
responsive counteroffer and reject it.

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3.3.2. A response must not restrict the rights of the State or otherwise qualify either the offer to deliver
goods or provide services as required by this RFP or the Cost Proposal. If a response restricts
the rights of the State or otherwise qualifies either the offer to deliver g oods or provide services
as required by this RFP or the Cost Proposal, the State, at its sole discretion, may determine the
response to be a non -responsive counteroffer and reject it.

3.3.3. A response must not propose alternative goods or services ( i.e., offer services different from
those requested and required by this RFP) unless expressly requested in this RFP. The State
may consider a response of alternative goods or services to be non -responsive and reject it.

3.3.4. A Cost Proposal must be prepared and arrived at independently and must not involve any
collusion between Respondents. The State will reject any Cost Proposal that involves collusion,
consultation, communication, or agreement between Respondent s. Regardless of the time of
detection, the State will consider any such actions to be grounds for response rejection or
contract termination.

3.3.5. A Respondent must not provide, for consideration in this RFP process or subsequent contract
negotiations, any information that the Respondent knew or should have known was materially
incorrect. If the State determines that a Respondent has provided such incorrect information, the
State will deem the Response non -responsive and reject it.

3.3.6. A Respondent must not submit more than one Technical Response and one Cost Proposal in
response to this RFP , except as e xpressly requested by the State in this RFP . If a Respondent
submits more than one Technical Response or more than one Cost Proposal, the State will deem
all of the responses non -responsive and reject them.

3.3.7. A Respondent must not submit a response as a prime contractor while also permitting one or
more other Respondents to offer the Respondent as a subcontractor in their own responses.
Such may result in the disqualification of all Respondents knowingly involved. This restrictio n
does not, however, prohibit different Respondents from offering the same subcontractor as a part
of their responses (provided that the subcontractor does not also submit a response as a prime
contractor).