Relative Caregiver Program Case Management Services - UPDATED

RFQ # 35910 -14926 1 STATE OF TENNESSEE CENTRAL PROCUREMENT OFFICE REQUEST FOR QUALIFICATIONS FOR RELATIVE CAREGIVER PROGRAM CASE MANAGEMENT SERVICES RFQ # 35910 -14926 TABLE OF CONTENTS SECTIONS: 1. Introduction 2. RFQ Schedule of Events 3. Response Requirements 4. General Information & Requirements 5. Procurement Process & Contract Award ATTACHMENTS: A. Technical Response & Evaluation Guide – Mandatory Requirement Items B. Technical Response & Evaluation Guide – General Qualifications & Experience Items C. Technical Response & Evaluation Guide – Technical Qualifications, Experience & Approach Items D. Statement of Certifications & Assurances E. Reference Questionnaire F. Regional Map G. Pro Forma Contract RFQ # 35910 -14926 2 1. INTRODUCTION The State of Tennessee, Central Procurement Office , hereinafter referred to as “the State,” issue s this Request for Qualifications ( “RFQ ”) to define mandatory goods or service s requirements; solicit response s; detail response requirements; and, outline the State’s process for evaluating response s. Through this RFQ or any subsequent solicitation , the State seeks to buy the requested goods or services and to give ALL qualified respondents the opportunity to do business with t he state as contractors or subcontractors. 1.1. Statement of Procurement Purpose The State of Tennessee seeks to procure qualified vendor(s) to provide Relative Caregiver Program (RCP) Case Management Services in accordance with Tennessee Code Annotated § 37-2-422 and applicable Department of Children’s Services (DCS) policies. The purpose of this Request for Qualifications (RFQ) is to identify and select vendor(s) with the demonstrated capacity, exper ience, and infrastructure necessary to deliver comprehensive support services to relative caregivers who have assumed care of children ou tside of formal foster care. The Relative Caregiver Program is designed to stabilize relative caregiver households, promote child safety and well -being, and support permanency by providing case management, assessments, service planning, caregiver support, and administration of the RCP Stipend for eligible families. Relative caregivers often assume custody during periods of crisis, frequently without adequate resources, formal training, or access to coordinated services. Without structured support, these placements may be at risk of dis ruption, resulting in adverse outcomes for children and increased likelihood of entry into state custody. Through this procurement, the State intends to select vendor(s) that can effectively implement RCP Case Management Services, coordinate with DCS and community partners, ensure compliance with statutory and policy requirements, and support eligible caregivers in maintaining safe, stable homes for children. This RFQ is focused on determining vendor qualifications only; detailed service requirements, performance expectations, and contractual obligations will be set forth in the pro forma contract .year. Detailed information regarding service areas and fiscal projections is provided on the following pages; specifically, Table 1 outlines the counties within each group, while Table 2 details the projected number of children to be served and the maximum liabi lities per fiscal year for each county group. This solicitaiton will result in one contract awarded per group. RFQ # 35910 -14926 3 TABLE 1 GROUP ID COUNTIES 35910 -14926 -1 Bedford, Coffee, Franklin, Giles, Grundy, Hickman, Lawrence, Lewis, Lincoln, Marshall, Maury, Moore, Perry, Wayne 35910 -14926 -2 Anderson, Campbell, Loudon, Monroe, Morgan, Roan, Scott, Union, Knox , Blount, Claiborne, Cocke, Grainger, Hamblen, Jefferson, Sevier 35910 -14926 -3 Davidson, Cheatham, Montgomery, Robertson, Rutherford, Sumner, Trousdale, Williamson, Wilson, Dickson, Humphreys, Houston, Stewart 35910 -14926 -4 Bledsoe, Bradley, Hamilton, Marion, Meigs, McMinn, Polk, Rhea, Sequatchie 35910 -14926 -5 Cannon, Clay, Cumberland, Dekalb, Fentress, Jackson, Macon, Overton, 35910 -14926 -6 Shelby 35910 -14926 -7 Hancock, Hawkins, Greene, Washington, Unicoi, Sullivan, Carter, Johnson 35910 -14926 -8 Benton, Carrol, Crockett, Dyer, Gibson, Henry, Lake, Obion, Weakley, Chester, Decatur, Fayette, Hardeman, Hardin, Haywood, Henderson, Lauderdale, Madison, McNairy, Tipton RFQ # 35910 -14926 4 TABLE 2 GROUP ID PROJECTED NUMBER OF CHILDREN TO BE SERVED AND MAXIMUM LIABILITIES PER FISCAL YEAR / PER COUNTY GROUP TOTAL MAXIMUM LIABILITY FY27 FY28 FY29 FY30 FY31 35910 -14926 -1 Children: 276 Liability: $1,007,400 Children: 271 Liability: $989,150 Children: 266 Liability: $970,900 Children: 262 Liability: $956,300 Children: 258 Liability: $941,700 $4,865,450 35910 -14926 -2 Children: 448 Liability: $1,635,200 Children: 440 Liability: $1,606,000 Children: 432 Liability: $1,576,800 Children: 425 Liability: $1,551,250 Children: 418 Liability: $1,525,700 $7,894,950 35910 -14926 -3 Children: 826 Liability: $3,014,900 Children: 812 Liability: $2,963,800 Children: 799 Liability: $2,916,350 Children: 785 Liability: $2,865,250 Children: 772 Liability: $2,817,800 $14,578,100 35910 -14926 -4 Children: 190 Liability: $693,500 Children: 186 Liability: $678,900 Children: 183 Liability: $667,950 Children: 180 Liability: $657,000 Children: 177 Liability: $646,050 $3,343,400 35910 -14926 -5 Children: 215 Liability: $784,750 Children: 211 Liability: $770,150 Children: 207 Liability: $755,550 Children: 204 Liability: $744,600 Children: 201 Liability: $733,650 $3,788,700 35910 -14926 -6 Children: 293 Liability: $1,069,450 Children: 288 Liability: $1,051,200 Children: 283 Liability: $1,032,950 Children: 278 Liability: $1,014,700 Children: 273 Liability: $996,450 $5,164,750 35910 -14926 -7 Children: 181 Liability: $660,650 Children: 178 Liability: $649,700 Children: 174 Liability: $635,100 Children: 171 Liability: $624,150 Children: 168 Liability: $613,200 $3,182,800 35910 -14926 -8 Children: 697 Liability: $2,544,050 Children: 685 Liability: $2,500,250 Children: 674 Liability: $2,460,100 Children: 662 Liability: $2,416,300 Children: 651 Liability: $2,376,150 $12,296,850 RFQ # 35910 -14926 5 1.2. Notice of Intent to Respond Before the Notice of Intent to Respond Deadline detailed in R FQ § 2, Schedule of Events, potential 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, the contact person’s mailing address, telephone nu mber, facsimile, number, and e -mail address. Filing a Notice of Inten t to Respond is not a prerequisite for submitting a response; however, it is necessary to ensure receipt of notices and communications relating to this RFQ. 1.3. Definitions and Abbreviations TERM DEFINITION Relative Caregiver Program (RCP) Shall refer to the overarching program containing the RCP Services and RCP Stipend. Case Management Services A coordinated set of activities designed to help individuals access, organize, and manage the services and resources they need to address specific problems or achieve certain goals. A case manager works with a client to assess needs, develop a service plan, connect them to appropriate supports, monitor progress, and adjust the plan as needed. Individualized Service Plans A written, person -centered plan that outlines the specific needs, goals, and support strategies for an individual receiving services. ISPs are developed collaboratively with the individual (and often their family or support team) to ensure services are tail ored to their unique circumstances, strengths, preferences, and desired outcomes. RCP Stipend Shall mean the financial assistance provided to relative caregivers, governed by T.C.A. § 37-2-422. RFQ # 35910 -14926 6 2. RFQ SCHEDULE OF EVENTS The following schedule represents the State’s best estimates for this RFQ; however, the State reserves the right, at its sole discretion, to adjust the schedule at any time, or cancel and reissue a similar solicitation. Nothing in this RFQ is intended by the State to create any property rights or expectations of a property right in any Respondent. EVENT TIME (central time zone) DATE 1. RFQ Issued MAY 6, 2026 2. Disability Accommodation Request Deadline 2:00 p.m. MAY 11, 2026 3. Notice of Intent to Respond Deadline 2:00 p.m. MAY 12, 2026 4. Written “Questions & Comments” Deadline 2:00 p.m. MAY 15, 2026 5. State Response to Written “Questions & Comments” MAY 28, 2026 6. Response Deadline 2:00 p.m. JUNE 4, 2026 7. State Completion of Technical Response Evaluations JUNE 15, 2026 8. State Notice of Intent to Award Released and RFQ Files Opened for Public Inspection . JUNE 17, 2026 9. End of Protest Period 4:30 p.m. JUNE 24, 2026 10. State sends contract to Contractor for signature JUNE 25, 2026 11. Contractor Signature Deadline 2:00 p.m. JUNE 29, 2026 RFQ # 35910 -14926 7 3. RESPONSE REQUIREMENTS 3.1. Response Contents : A response to this RFQ should address the following: 3.1.1. Mandatory Requirements : This section details the mandatory technical, functional, and experience requirements that must be demonstrated in the response to this RFQ in order to be passed on to Phase II of the Technical Response evaluation. A Respondent should duplicate and use RFQ Attachment A as a guide to organize responses for the Mandatory Requirements of the RFQ response. The Respondent should reference the page location of the information within the response in the indicated column of the table. This se ction is included in the State’s evaluation as to whet her or not a Respondent meets mandatory qualifications (Phase I). 3.1.2. General Qualifications & Experience : This section is included in the State’s evaluation of Phase II of the Technical Response Evaluation and details general information and qualifications that must be demonstrated in the response to this RFQ. A Respondent should duplicate and use RFQ Attachment B as a guide to organize responses for this portion of the RFQ response. The Respondent should reference the page location of the information within the response in the indicated column of the table. 3.1.3. Technical Qualifications, Experience & Approach : This section is also included in the State’s evaluation of Phase II of the Technical Response Evaluation and details technical qualifications, experience, and approach items that must be demonstrated in the response to this RFQ. A Respondent should duplicate and use RFQ Attachment C as a guide to organize responses for this portion of the RFQ response. The Respondent should reference the page location of the information within the response in the indicated column of the table. 3.2. Response Delivery Location A Respondent must ensure that the State receives a Response to this RFQ no later than the Response Deadline time and date s detailed in the RF Q § 2, Schedule of Events. All responses must be delivered to: Will Harmon Department of General Services, CPO 312 Rosa Parks Avenue, 3rd Floor Tennessee Tower Nashville, TN 37243 -1102 will.harmon@tn.gov 3.3. Response Format 3.3.1. A Respondent must ensure that the original response meets all form and content requirements detailed within this RFQ. 3.3.2. A Respondent must submit their response as specified in one of the two formats below. 3.3.2.1. Digital Media Submission 3.3.2.1.1. Technical Response One (1) original Technical Response in the form of one (1) digital document in “PDF” format properly recorded on its own otherwise blank USB flash drive clearly labeled: “RFQ # 35910 -14926 TECHNICAL RESPONSE ORIGINAL” RFQ # 35910 -14926 8 and One (1) 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 labeled: “RFQ # 35910 -14926 TECHNICAL RESPONSE COPY” If not emailed, then t he sealed customer references will be the only paper documents. 3.3.3. A Respondent must separate, seal, package, and label the documents and copies for delivery as follows: 3.3.3.1. The Technical Response and copies must be placed in a sealed package that is clearly labeled: “DO NOT OPEN... RFQ # 35910 -14926 TECHNICAL RESPONSE FROM [RESPONDENT LEGAL ENTITY NAME] ” 3.3.3.3. The sealed Technical Response may be enclosed in a larger package for mailing or delivery, provided that the outermost package is clearly labeled: “RFQ # 35910 -14926 SEALED RESPONSE FROM [RESPONDENT LEGAL ENTITY NAME] ” 3.3.3.4. Any Respondent wishing to submit a Response in a format other than digital may do so by contacting the Solicitation Coordinator. 3.3.4. E-mail Submission : 3.3.4.1. 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: “RFQ #35910 -14926 TECHNICAL RESPONSE” The customer references should be delivered by each reference in accordance with RFQ Attachment E, Reference Questionnaire. 3.3.6. A Respondent must ensure that the State receives a response no later than the Response Deadline time and date detailed in the RFQ Section 2, Schedule of Events at the following address: Will Harmon Department of General Services, CPO 312 Rosa Parks Avenue, 3rd Floor Tennessee Tower Nashville, TN 37243 -1102 will.harmon@tn.gov RFQ # 35910 -14926 9 3.4. Response Prohibitions: A response to this RFQ sh all not: 3.4.1. Restrict the rights of the State or otherwise qualify the response to this RFQ; 3.4.2. Include, for consideration in this procurement process or subsequent contract negotiations, incorrect information that the Respondent knew or should have known was materially incorrect; 3.4.3. Include more than one response, per Respondent, to this RFQ; 3.4.4. Include any information concerning costs (in specific do