Data Management and External Evaluation Services for Gear Up Tennessee
| Agency: | State Government of Tennessee |
|---|---|
| State: | Tennessee |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Oct 15, 2025 |
| Due Date: | Nov 24, 2025 |
| Solicitation No: | RFP 33201-00926 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Document ID & Hyperlink: | RFP 33201-00926 |
| Event Start - Response Due: |
10/15/2025
11/24/2025 |
| Event Name: | Data Management and External Evaluation Services for Gear Up Tennessee |
| Last Updated: |
Attachment Preview
10-31-24 RFP
STATE OF TENNESSEE
TENNESSEE HIGHER EDUCATION COMMISSION
REQUEST FOR PROPOSALS
FOR
DATA MANAGEMENT AND EXTERNAL EVALUATION
SERVICES FOR GEAR UP TENNESSEE
RFP #33201-00926
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
10-31-24 RFP
1.
INTRODUCTION
The State of Tennessee, Tennessee Higher Education Commission, hereinafter referred to as “THEC” or
“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
THEC is seeking proposals for a comprehensive data management system and external evaluation
services to support Tennessee’s federal grant, Gaining Early Awareness and Readiness for
Undergraduate Programs (GEAR UP). The selected vendor will be responsible for implementing a data
management system tailored specifically for GEAR UP grant programs and providing external evaluation
services in alignment with the proposed evaluation plan.
The data management system must support oversight of service participation, performance progress
monitoring, federal reporting, and longitudinal evaluation. The system must be designed specifically for
GEAR UP grant programs, ensuring compliance with federal reporting requirements and facilitating
efficient data analysis.
The external evaluator will refine and implement the GEAR UP evaluation plan as outlined in Appendix I.
Responsibilities will include providing formative reports, conducting quantitative and qualitative research,
performing the summative impact evaluation, and implementing an embedded study on dual enrollment.
Additionally, the evaluator will deliver professional development and training to school-based staff on data
utilization. THEC maintains a team of full-time staff dedicated to internal evaluation and data
management functions, with the selected evaluator complementing these efforts. A detailed scope of
work is provided in the Pro Forma Contract attached.
Tennessee’s GEAR UP grant, known as GEAR UP TN, is a federally-funded initiative designed to
increase postsecondary readiness and success among participating students. GEAR UP TN directly
serves two cohorts of students beginning in the 7th grade – the high school graduating classes of 2030
and 2031. In addition, GEAR UP TN serves priority seniors in years 2-7 and continues to serve them
through their first year of higher education. Over the seven-year grant period, GEAR UP TN will serve
approximately 9,000 unique students across ten (10) high schools and eighteen (18) feeder middle
schools.
1.1.2. The payment structure for this contract will be based on both the total number of students served and the
timing of when services are delivered. Specifically, payments will align with the number of unique
students actively served each program year, according to the following framework:
RFP # 33201-00926
2
10-31-24 RFP
GEAR UP TN Students to be Served:
7th grade
8th grade
9th grade
10th grade
11th grade
12th grade
1st Yr of College
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7
C1 1600 C2 1600
C1 1600 C2 1600
C1 1600 C2 1600
C1 1600 C2 1600
C1 1600 C2 1600
P 1450 P 1450 P 1450 P 1450 C1 1600 C2 1600
P 725 P 725 P 725 P 725 C1 960
C1=Cohort 1, C2= Cohort 2, P=Priority
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 # 33201-00926
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.
RFP # 33201-00926
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10-31-24 RFP
1.4.2.1. Prospective Respondents must direct communications concerning this RFP to the
following person designated as the Solicitation Coordinator:
Will Harmon, Sourcing Account Specialist
Central Procurement Office
312 Rosa Parks Blvd.
3rd Floor, TN Tower
Nashville, TN 37243
Telephone: 615.741.3285
Will.Harmon@tn.gov
1.4.2.2. Notwithstanding the foregoing, Prospective Respondents may alternatively contact:
a. staff of the Governor’s Office of Diversity Business Enterprise for assistance
available to minority-owned, woman-owned, service-disabled veteran-owned,
businesses owned by persons with disabilities, and small businesses as well as
general, public information relating to this RFP (visit
https://www.tn.gov/generalservices/procurement/central-procurement-office--
cpo-/governor-s-office-of-diversity-business-enterprise--godbe--/godbe-general-
contacts.html for contact information); and
b. 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:
Amber Walsh, THEC Coordinator
Tennessee Higher Education Commission
312 Rosa L. Parks Blvd.
9th Floor, TN Tower
Nashville, TN 37243
Telephone: 615.532.3500
Amber.Walsh@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 33201-00926).
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
RFP # 33201-00926
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10-31-24 RFP
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 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
RFP # 33201-00926
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This page summarizes the opportunity, including an overview and a preview of the attached documents.
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