Assistive Technology

12-18-25 RFP
STATE OF TENNESSEE
DEPARTMENT OF HUMAN SERVICES
REQUEST FOR PROPOSALS
FOR
ASSISTIVE TECHNOLOGY
RFP # 34570-41027
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
6.3 a. Service Area # 1
6.3.b. Service Area # 2
6.3.c. Service Area # 3
6.3.d. Service Area # 4
6.3.e. Service Area # 5
6.3.f. Service Area # 6
6.4. Reference Questionnaire
6.5. Score Summary Matrix
6.6. Pro Forma Contract

12-18-25 RFP
1. INTRODUCTION
The State of Tennessee, Department of Human Services, 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 of Tennessee, Vocational Rehabilitation Services Program ("VR") is a statewide program that
provides directly or facilitates the provision of one or more vocational rehabilitation service(s) to
individuals with disabilities to enable those individuals to maximize their opportunities for employment,
including career advancement. The purpose of this RFP is to establish a consistent and reliable source of
supply of Assistive Technology Services that enable Customers of the VR program to achieve competitive
integrated employment. By issuing this RFP, the State seeks to engage service providers to: (1) perform
Assistive Technology assessments that measure an individual's functional capacity and most
appropriately match the individual to Assistive Technology that will best meet their needs; (2) conduct
training that increases awareness, skills and competencies in the use of Assistive Technology so that the
Customer may be proficient in its use; and (3) deliver and install Assistive Technology to VR Customers.
VR seeks proposals from experienced and qualified proposers that can provide a full range of Assistive
Technology Services.
1.1.2 VR operates statewide in six (6) service areas as shown in the map and table below. Each
grouping of counties represented below is considered one service area. The Respondent must be
able to serve all counties within the Service Area(s) for which a proposal is submitted. Proposals
that divide or exclude counties from a designated Service Area will not be considered. If
Respondents wish to bid on more than one Service Area, a separate cost proposal must be
submitted for each service area and in accordance with RFP Section 3 Response Requirements,
Subsections 3.2.2.2. and 3.2.3.2.
The State shall award up to six (6) contracts, one (1) contract per Service Area. Respondents may
submit a proposal for each Service Area it can serve. Multiple Service Areas may be awarded to a
single Respondent. Proposers may submit a cost proposal for any number of service areas in
response to this RFP. Proposers must identify the Service Areas for which each proposal is
submitted in accordance with Section 3 Response Requirements, Subsections 3.2.2.2 and 3.2.3.2.
Historical Customer estimates are approximate, based on the number of Vocational Rehabilitation
Services Program Customers who received assistive technology services from October 1, 2022, to
September 30, 2025. Table 1 below shows the estimated annual demand for services per service area.
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12-18-25 RFP
Table 1: Estimated Demand for Services per Service Area
Estimated Estimated
Service
Counties Annual Number of
Area
Cost per Customers
Region Per Year
Service
Fayette, Lauderdale, Shelby, Tipton $200,000 100
Area # 1
Benton, Carroll, Chester, Crockett, Decatur, Dyer, Gibson,
Service
Hardeman, Hardin, Haywood, Henderson, Henry, Lake, $660,000 330
Area # 2
Madison, McNairy, Obion, Weakley
Bedford, Cheatham, Coffee, Davidson, Dickson, Franklin,
Giles, Hickman, Houston, Humphreys, Lawrence, Lewis,
Service
Lincoln, Marshall, Maury, Montgomery, Moore, Perry, $300,000 150
Area # 3
Robertson, Rutherford, Steward, Sumner, Trousdale, Wayne,
Williamson, Wilson
Service Bledsoe, Bradley, Grundy, Hamilton, Marion, McMinn, Meigs,
$200,000 100
Area # 4 Polk, Rhea, Sequatchie
Cannon, Clay, Cumberland, Dekalb, Fentress, Jackson,
Service
Macon, Overton, Pickett, Putnam, Smith, Van Buren, Warren, $100,000 50
Area # 5
White
Anderson, Blount, Campbell, Carter, Claiborne, Cocke,
Service Grainger, Greene, Hamblen, Hancock, Hawkins, Jefferson,
$200,000 100
Area # 6 Johnson, Knox, Loudon, Monroe, Morgan, Roane, Scott,
Sevier, Sullivan, Unicoi, Union, Washington
Table 1
1.1.3. The estimated annual cost for annual assistive technology services per Service Area is shown in RFP
Section 1.1.2. Table 1.
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
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12-18-25 RFP
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 # 34570-41027
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, Sourcing Account Specialist
Central Procurement Office
Tennessee Tower, 3rd Floor
312 Rosa L. Parks Ave., 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
regulations:
Jeffrey Blackshear
Tennessee Department of Human Services
Andrew Johnson Tower, 12th Floor
James Robertson Parkway
Nashville, TN 37243
Telephone: (615) 313-5711
jeffrey.blackshear@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 "postmarking" 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).
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12-18-25 RFP
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
adequacy 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 information, 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 Disability
Prospective Respondents with a 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 meeting
Join: https://teams.microsoft.com/meet/26579542860091?p=KxEDBvdzaVQkPvvbDQ
Meeting ID: 265 795 428 600 91
Passcode: 4Ye2CX9C
Need help? | System reference
Dial in by phone
+1 629-209-4396,,430098674# United States, Triune
Find a local number
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12-18-25 RFP
Phone conference ID: 430 098 674#
Join on a video conferencing device
Tenant key: stateoftn@m.webex.com
Video ID: 115 205 388 8
More info
For organizers: Meeting options | Reset dial-in PIN
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 questions, 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,
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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12-18-25 RFP
2. RFP SCHEDULE OF EVENTS
2.1. The following RFP Schedule of Events represents the State's best estimate for this RFP.
EVENT TIME DATE
(central time zone)
1. RFP Issued May 29, 2026
2. Disability Accommodation Request June 3, 2026
4:00 p.m.
Deadline
3. Pre-response Conference 11:00 a.m. June 4, 2026
4. Notice of Intent to Respond Deadline 4:00 p.m. June 8, 2026
5. Written "Questions & Comments" June 18, 2026
4:00 p.m.
Deadline
6. State Response to Written June 29, 2026
"Questions & Comments"
7. Response Deadline 4:00 p.m. July 7, 2026
8. State Completion of Technical July 16, 2026
Response Evaluations
9. State Opening & Scoring of Cost July 17, 2026
4:00 p.m.
Proposals
July 20, 2026- July 21,
10. Negotiations
2026
11. State Notice of Intent to Award July 22, 2026
Released and
4:00 p.m.
RFP Files Opened for Public
Inspection
12. End of Protest Period July 30, 2026
13. State sends contract to Contractor for July 31, 2026
signature
14. Contractor Signature Deadline 2:00 p.m. August 3, 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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12-18-25 RFP
3. RESPONSE REQUIREMENTS
3.1. Response Form
A response to this RFP must consist of two parts, a Technical Response and a Cost Proposal.
Respondents should not submit multiple Technical Responses, even if the Respondent bids on multiple
Service Areas. Respondents shall utilize the check boxes at the top of RFP Attachment 6.2. - Section B
and RFP Attachment 6.2. - Section C to indicate which Service Areas for which the Respondent is
submitting a response.
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, and should NOT exceed seventy-five (75) pages in length (maps, graphs,
charts, 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 12" x 11" pages (although oversize exhibits are
permissible) and all text must be at least 12-point font. 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 these criteria will be deemed extraneous and will not contribute to evaluations.
3.1.1.5. 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 applicable RFP
Attachment 6.3., Cost Proposal & Scoring Guide.
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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 for
each service area Attachment 6.3.a., 6.3.b., 6.3.c., 6.3.d., 6.3.e., 6.3.f., Cost Proposal
& Scoring Guide and must NOT record any other rates, amounts, or information.
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 on a separate email, CD, or
USB flash drive 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 #34570-41027 TECHNICAL RESPONSE ORIGINAL"
and five (5) 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 # 34570-41027 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:
Cost Proposal(s) should be in the form of one (1) digital document in "PDF" or "XLS"
format properly recorded on a separate, otherwise blank USB flash drive clearly
labeled:
"RFP #34570-41027 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
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12-18-25 RFP
Solicitation Coordinator. Both the subject and file name should be clearly identified as
follows:
"RFP #34570-41027 TECHNICAL RESPONSE"
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:
Cost Proposal(s) 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 #34570-41027 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 # 34570-41027 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 # 34570-41027 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 # 34570-41027 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, Sourcing Account Specialist
Central Procurement Office
Tennessee Tower, 3rd Floor
312 Rosa L. Parks Ave., Nashville, TN 37243
615-532-1339
Kyle.Villagomez@tn.gov
RFP # 34570-41027
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