Food Service for Tennessee Fire Service and Codes Enforcement Academy

12-18-25 RFP STATE OF TENNESSEE DEPARTMENT OF COMMERCE AND INSURANCE REQUEST FOR PROPOSALS FOR FOOD SERVICE FOR TENNESSEE FIRE SERVICE AND CODES ENFORCEMENT ACADEMY RFP # 33501- 264505 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 12-18-25 RFP RFP # 33501- 264505 1 1. INTRODUCTION The State of Tennessee, D epartment of Commerce and Insurance, 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 procure one (1) contract for the provision of food services for persons attending training classes at the Tennessee Fire Service and Codes Enforcement Academy (TFACA). 1.1.2. The estimated maximum liability for the resulting contract is anticipated to be between $1,800,000 and $2,500,000 over a sixty (60) month term. 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 # 33501- 264505 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 : 12-18-25 RFP RFP # 33501- 264505 2 DeRenne Raley Central Procurement Office 312 Rosa L. Parks Avenue Nashville, Tennessee 37243 Telephone (615) 251- 5173 derenne.raley@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 regulations: Helen Crowley Central Procurement Office 312 Rosa L. Parks Avenue Nashville, Tennessee 37243 Telephone (615) 741- 3836 Helen.Crowley@tn.gov@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 co mments, including questions and requests for clarification, no later than the Written Questions & Co mments 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. 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 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 . 1.4.8. The State reserves the right to determine, at its sole discretion, the appropriateness 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. 12-18-25 RFP RFP # 33501- 264505 3 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: Microsoft Teams: Join: https://teams.microsoft.com/meet/285488210469588?p=RmBXNQbJzw8JznNaiA Meeting ID: 285 488 210 469 588 Passcode: o8vD7C2p or TFACA Administration Building Conference Room 2161 Unionville Deason Road Bell Buckle, TN 37020 For attendees who participate in person, there will be a Site Visit following the Pre- Response Conference. 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 12-18-25 RFP RFP # 33501- 264505 4 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 R esponse 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. 12-18-25 RFP RFP # 33501- 264505 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 5, 2026 2. Disability Accommodation Request Deadline 2:00 p.m. May 8, 2026 3. Pre-response Conference and Site Visit 1:00 p.m. May 13 , 2026 4. Notice of Intent to Respond Deadline 2:00 p.m. May 14 , 2026 5. Written “Questions & Comments” Deadline 2:00 p.m. June 1, 2026 6. State Response to Written “Questions & Comments” June 30, 2026 7. Response Deadline 2:00 p.m. July 14, 2026 8. State Completion of Technical Response Evaluations July 28, 2026 9. State Opening & Scoring of Cost Proposals 2:00 p.m. July 29, 2026 10. Negotiations July 30 - August 5, 2026 11. State Notice of Intent to Award Released and RFP Files Opened for Public Inspection August 7, 2026 12. End of Protest Period August 14 , 2026 13. State sends contract to Contractor for signature August 18 , 2026 14. Contractor Signature Deadline 2:00 p.m. August 20, 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. ). 12-18-25 RFP RFP # 33501- 264505 6 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 1⁄2” 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 cor respond 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 these criteria will be d