Tennessee CPO RFP 30501-02326

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 RFP # 30501 -02326 1 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 Auth entication 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. t otal academic institutions: 70
• Four-year public universities: 5
• Locally Governed Institutions: 6
• Tennessee Colleges of Applied Technology: 23
• Community colleges: 13
• Private universities: 31

09-18-25v2 RFP RFP # 30501 -02326 2 • 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, an d 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 20 21 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 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 s uch 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 09-18-25v2 RFP RFP # 30501 -02326 3 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 regul ations: Hannah Tank sley 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 “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 1.7). 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 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 . 09-18-25v2 RFP RFP # 30501 -02326 4 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. 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. Respo ndents should be mindful of any potential delays due to security screening procedures , weather, or other filing delays whether foreseeable or unforeseeable. 09-18-25 RFP RFP # 30501 -02326 5 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 May 1 5, 2026 2. Disability Accommodation Request Deadline 2:00 p.m. May 20 , 2026 3. Notice of Intent to Respond Deadline 2:00 p.m. May 2 1, 2026 4. Written “Questions & Comments” Deadline 2:00 p.m. May 2 7, 2026 5. State Respon se to Written “Questions & Comments” June 3, 2026 6. Response Deadline 2:00 p.m. June 15, 2026 7. State Schedules Respondent Oral Presentation June 18, 2026 8. Respondent Oral Presentation 8:00 a.m. – 4:30 p.m. June 2 2 – June 24, 2026 9. State Completion of Technical Response Evaluations July 8, 2026 10. State Opening & Scoring of Cost Proposals 9:00 a.m. July 9, 2026 11. Negotiations (Optional) July 10 – July 15, 2026 12. State Notice of Intent to Award Released and RFP Files Opened for Public Inspection 2:00 p.m. July 16, 2