Endpoint Device Standardization and Strategic Vendor Evaluation

Endpoint Device Standardization and Strategic Vendor Evaluation

Important Notice: This RFI is for planning and market research only. It is not a solicitation, request for proposal, request for quote, invitation to bid, award, contract, or commitment to purchase.

1. Executive Summary

The Tennessee Board of Regents (TBR) is composed of thirteen community colleges and twenty-three colleges of applied technology. The Tennessee Colleges of Applied Technology (TCAT) are the state's premier providers of state-of-the-art technology training for workers to obtain the technical skills and professional training necessary for advancement in today's job market.

TBR is conducting a structured market research effort to evaluate enterprise endpoint device manufacturers and associated fulfillment, deployment, support, and lifecycle services. TBR seeks information from Dell, HP, Microsoft, and other qualified endpoint ecosystem providers that can support a secure, scalable, vendor-neutral endpoint standard across multiple higher education institutions and operating environments.

This RFI is intended to support planning, standards development, technical validation, and pilot evaluation. It is not intended to award a contract, create a preferred supplier commitment, or replace any procurement method required by TBR policy, State of Tennessee requirements, state contract guidance, cooperative purchasing rules, or PCPS procedures.

TBR is particularly interested in vendor capabilities related to:

Business-class endpoint portfolios aligned to TBR device categories.

Microsoft Intune, Windows Autopilot, Windows 11, BitLocker, TPM 2.0, Secure Boot, and Microsoft Defender readiness.

Multi-campus fulfillment models using campus identity or deployment identifiers before shipment.

Warranty, repair, escalation, and parts availability models suitable for public higher education.

Pilot/demo device programs that allow validation of deployment, security, supportability, and user experience.

Supply chain, lifecycle stability, accessibility, sustainability, and higher education references.

Material provided to TBR in response to this RFI will be used in the development of the Request for Quote (RFQ). This request is for the purpose of gathering information. No award will be made as a result of this RFI process. NO PRICING IS TO BE SUBMITTED WITH THE RFI

Responses and Questions to this RFI should be directed to:

Name: Brian York

Title: Director of Procurement

Email:

Phone: 615-366-3998

Address: Tennessee Board of Regents

1 Bridgestone Park, Third Floor

Nashville, TN 37214

All questions regarding this RFI must be submitted via email to , no later than 2:00pm CT, July 15, 2027.

2. RFI Purpose, Status, and Procurement Notice

2.1 Purpose

The purpose of this RFI is to gather information about available endpoint devices, deployment services, management capabilities, lifecycle support, support models, and strategic partnership options. Information collected may be used to refine TBR endpoint standards, identify pilot candidates, inform future procurement strategies, and improve planning for system-wide endpoint standardization.

2.2 Procurement Status

This RFI is for planning and market research purposes only. TBR is not seeking an award recommendation through this RFI. A response to this RFI does not create a contract, supplier status, preferred vendor status, or entitlement to participate in future procurement activity.

Any future acquisition, purchasing arrangement, standardization decision, or competitive solicitation will be conducted separately and in accordance with applicable law, policy, competitive procurement requirements, TBR procedures, PCPS guidance, available contract vehicles, and any other applicable state or institutional requirements.

2.3 Vendor Communications

Vendors should submit all questions and responses through the response contact identified by PCPS. Vendors should not interpret informal discussions, demonstrations, or technical meetings as procurement negotiations, commitments, or representations of award intent.

3. Organizational Background

TBR supports public higher education operations that include system office functions, community colleges, colleges of applied technology, academic environments, administrative services, labs, workforce programs, and shared technology services. Endpoint computing environments must support both standard enterprise productivity and institution-specific instructional, technical, and administrative needs.

TBR endpoint standards emphasize security, supportability, lifecycle planning, deployment consistency, Microsoft modern management, Windows 11 readiness, and documented business justification for exceptions. The intent is to avoid unsupported brand preference while enabling practical, secure, and cost-effective device choices.

4. Current Endpoint Standards and Target Device Categories

TBR intends to evaluate vendor offerings against role-based endpoint categories rather than simple one-for-one model replacements. Vendors should map recommended devices, accessories, support programs, and lifecycle assumptions to the following categories.

5. TBR Multi-Campus Identity, Fulfillment, and Provisioning Model

TBR requires vendors to understand that endpoint fulfillment is not limited to shipping a device to a general address. TBR operates a multi-campus model where campus identity, location, and intended deployment context are used to drive fulfillment, enrollment, configuration, policy assignment, software assignment, and support routing decisions.

5.1 Current Use of Campus Identity

Today, campus identity or a campus deployment identifier is used to support the operational handling of endpoint devices before and during deployment. Vendors should explain how their ordering, fulfillment, asset tagging, Autopilot registration, and reporting processes can preserve and transmit this campus identity without requiring excessive manual intervention by TBR or campus IT staff.

5.2 Vendor Requirement for Campus-Aware Fulfillment

Vendors should describe whether their ordering and fulfillment process can capture and use a TBR-provided campus identifier, equivalent VPDI, cost center, location code, or custom field to support shipping, asset tagging, Autopilot registration, reporting, and post-sale support. TBR prefers approaches that establish campus identity before delivery and minimize device-by-device manual corrections after receipt.

6. Vendor Response Instructions

Use the response forms in the appendices. Vendors may attach supporting materials but should still complete the requested tables.

Provide concise narrative responses. Avoid marketing-only responses that do not answer the operational requirement.

Identify assumptions, limitations, dependencies, optional services, one-time costs, recurring costs, and required agreements.

Budgetary pricing may be provided for planning purposes. Pricing submitted in response to this RFI is not an offer, bid, or awardable quote unless later requested through an authorized procurement process.

If a capability is supported only through a reseller, partner, or separate service agreement, clearly identify the responsible party.

7. Vendor Information Requested

Vendors should respond to all applicable sections below. TBR may use the responses to identify pilot candidates and inform future planning.

7.1 Vendor Profile

7.2 Device Portfolio Mapping

7.3 Security and Endpoint Management

7.4 Deployment and Logistics

7.5 Warranty and Support

7.6 Supply Chain, Lifecycle, and TPPA Considerations

7.7 Accessibility and Sustainability

8. Pilot and Demonstration Device Request

TBR expects to conduct a limited pilot using representative devices before recommending a standard model family or endpoint ecosystem. Vendors should identify demo, evaluation, or loaner devices that can be made available for controlled testing.

8.1 Requested Pilot Devices

8.2 Pilot Evaluation Areas

Windows Autopilot registration, reset, redeployment, and device naming practices.

Microsoft Intune compliance policies, configuration profiles, encryption, Defender settings, and Conditional Access behavior.

BIOS, firmware, and driver update management.

Docking, monitor, webcam, headset, printer, classroom, accessibility, and specialty peripheral compatibility.

Warranty claim submission, repair turnaround, escalation process, and parts availability.

User experience feedback from IT support staff and representative end users.

Documentation of issues, risks, remediation steps, and final recommendation.

9. Evaluation Approach

Responses may be reviewed using the following planning-level evaluation framework. This framework is provided to communicate TBR areas of interest and does not constitute a procurement scoring commitment. Any future procurement scoring methodology may differ and will be established through the applicable procurement process.

10. Appendices and Vendor Response Forms

The following appendices are included for vendor completion and internal TBR evaluation.

Appendix A - Vendor Response Checklist

Appendix B - Device Category Mapping Worksheet

Appendix C - Campus Identity Requirements Worksheet

Appendix D - Pilot Device Availability Form

Appendix E - Reference Form

Appendix F - Vendor Certification

Appendix G - Internal TBR / PCPS Evaluation Worksheet

For internal use only. This worksheet is provided as a planning tool and should be finalized by TBR and PCPS before any formal evaluation activity.

Appendix H - List of TBR Institutions

Tennessee Board of Regents System Office and Colleges:

Tennessee Board of Regents, System Office

Chattanooga State Community College

Cleveland State Community College

Columbia State Community College

Dyersburg State Community College

Jackson State Community College

Motlow State Community College

Nashville State Community College

Northeast State Community College

Pellissippi State Community College

Roane State Community College

Southwest Tennessee Community College

Volunteer State Community College

Walters State Community College

Tennessee College of Applied Technology -Athens

Tennessee College of Applied Technology -Chattanooga

Tennessee College of Applied Technology -Crump

Tennessee College of Applied Technology -Dickson

Tennessee College of Applied Technology -Elizabethton

Tennessee College of Applied Technology -Harriman

Tennessee College of Applied Technology -Hartsville

Tennessee College of Applied Technology -Henry/Caroll

Tennessee College of Applied Technology -Hohenwald

Tennessee College of Applied Technology -Jacksboro

Tennessee College of Applied Technology -Jackson

Tennessee College of Applied Technology -Knoxville

Tennessee College of Applied Technology -Livingston

Tennessee College of Applied Technology -McMinnville

Tennessee College of Applied Technology -Memphis

Tennessee College of Applied Technology -Morristown

Tennessee College of Applied Technology -Murfreesboro

Tennessee College of Applied Technology -Nashville

Tennessee College of Applied Technology -Northwest

Tennessee College of Applied Technology -Oneida/Huntsville

Tennessee College of Applied Technology -Pulaski

Tennessee College of Applied Technology -Shelbyville

Tennessee College of Applied Technology -Upper Cumberland