State Revolving Loan Fund Program Data Management System - UPDATED

Agency:	State Government of Tennessee
State:	Tennessee
Type of Government:	State & Local
NAICS Category:	541511 - Custom Computer Programming Services 541512 - Computer Systems Design Services 541519 - Other Computer Related Services 541611 - Administrative Management and General Management Consulting Services
Posted Date:	Dec 22, 2025
Due Date:	Dec 23, 2025
Solicitation No:	RFP 32701-25-414
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03-05-25 RFP

STATE OF TENNESSEE

DEPARTMENT OF ENVIRONMENT AND CONSERVATION

REQUEST FOR PROPOSALS

FOR

STATE REVOLVING LOAN FUND PROGRAM DATA

MANAGEMENT SYSTEM

RFP # 32701-25-414

RFP CONTENTS

SECTIONS:

INTRODUCTION

RFP SCHEDULE OF EVENTS

RESPONSE REQUIREMENTS

GENERAL CONTRACTING INFORMATION & REQUIREMENTS

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

03-05-25 RFP

INTRODUCTION

The State of Tennessee, Department of Environment and Conservation (TDEC), 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, 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

TDEC’s Division of Water Resources (DWR) issues this RFP for the purpose of soliciting proposals from

qualified vendors for a comprehensive grant and loan servicing, management, tracking, and reporting tool

to streamline the State Revolving Fund (SRF) Loan Program processes. Additionally, the tool will need to

operate as a coordination center for portfolio management activities between the SRF Loan Program and

State Water Infrastructure Grant (SWIG) Program.

TDEC encompasses a variety of environment centered program areas, each organized and conducted to

effectively protect human health and the environment, conserve natural resources, manage state parks

and promote overall quality of life in Tennessee. DWR is the administrative agent responsible for key

oversight and management of surface waters, safe water, quality and quantity of drinking water, non-

federal dam construction, wells, the licensing of well drillers and pump setters, as well as water

withdrawal registration and subsurface sewage disposal systems.

Infrastructure funding assistance is administered within the DWR and is comprised of two distinct

functional areas: the SRF loan program and the SWIG program. The SRF comprises both the Clean

Water State Revolving Fund (CWSRF) Loan Program and the Drinking Water State Revolving Fund

(DWSRF) Loan Program. SWIG administers various grant programs funded through SRF set-asides,

Infrastructure Investment and Jobs Act funding, and a variety of competitive, recurring, non-capitalization

grant opportunities from the U.S. Environmental Protection Agency (EPA). Respondents to this RFP

must be able to provide an SRF-centric Commercial-off-the-Shelf (COTS) system capable of applying

State-defined configurations and customizations for the following key components of the loan and grant

management process:

Component

Questionnaire/Solicitation

Applicant

Ranking

Phase

Status

Activity

Task

Description

Public notification of SRF and SWIG funds

availability

State eligible entities responding to solicitation

Applicant positioning within a hierarchy based on

Questionnaire assessment results

A distinct stage of the SRF and SWIG program

workflow comprised of various statuses, activities,

tasks, and events

The current condition of an applicant’s submission

or position with the SRF and SWIG program

workflows

A defined step that contributes to the overall

progression of a submission through the SRF and

SWIG program workflow

A specific, actionable unit of work that needs to be

completed to support activities and SRF and

SWIG program workflow outcomes

Funding Type

Loans and Grants

RFP # 32701-25-414

03-05-25 RFP

Component

Description

Funding Type

Automation

Documents

Application

Repayment

Tracking

Loan and Grant

Management

Reporting and Analytics

Systematic application of SRF and SWIG program

rules, triggers, events, and actions to automate

submission progression

Documentation provided by:

a. applicants to demonstrate preparedness

and compliance from a financial and

solution design perspective

b. SRF and SWIG program to communicate

relevant requirements, requests, and

submission status

Formal SRF and SWIG program fund request

Process of paying back the principal amount

borrowed, along with any accrued interest, to the

State according to a predetermined schedule of

regular payments

End-to-end tracking of individual program

components over the entire lifecycle of the SRF

and SWIG loan or grant lifecycle.

End-to-end enablement and management of the

phases, statuses, activities, tasks/actions across

the loan and grant workflow.

Tracking, analyzing, and reporting on the financial

and programmatic performance of loans and

grants, providing insights to assess effectiveness,

compliance, and impact

Loans and Grants

Loans

Loans and Grants

In addition to implementing a solution to facilitate the ongoing loan and grant activities managed within

the SRF and SWIG Programs, migration of data involving data mapping, cleansing, transformation, and

testing will be required as a part of the implementation process. Also, end-to-end data management and

audit trails will be required to ensure infrastructure and sensitive data security needs are met.

The State estimates the maximum liability for the entire 60-month term to be not more than $4,000,000.

Interested and qualified vendors should review the contents of this RFP and submit a formal response.

1.1.2. Estimated Volume of Users

COTS Solution Users: 40 internal users estimated across SRF and SWIG; approximately 600 external

users estimated across state of Tennessee cities, counties, utility districts, and water authorities with

multiple logons needed per entity

Please note, the COTS solution must have the capacity to handle significant fluctuations in internal and

external user traffic during peak solicitation periods.

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,

RFP # 32701-25-414

03-05-25 RFP

▪ 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 # 32701-25-414

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

Central Procurement Office

312 Rosa L Parks Ave, 3rd Floor, Nashville, TN 37243

615-532-1339

Kyle.Villagomez@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-

/go-dbe/about-us.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:

Helen Crowley

Central Procurement Office

312 Rosa L. Parks Ave., 3rd Floor

Nashville, TN 37243

(615) 741-3836

Helen.Crowley@tn.gov

RFP # 32701-25-414

03-05-25 RFP

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).

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 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.

RFP # 32701-25-414

This page summarizes the opportunity, including an overview and a preview of the attached documents.

Document ID & Hyperlink:	RFP 32701-25-414 Amendment 2 Attachment 1
Event Start - Response Due:	11/17/2025 12/23/2025
Event Name:	State Revolving Loan Fund Program Data Management System - UPDATED
Last Updated:	12/22/2025

State Revolving Loan Fund Program Data Management System - UPDATED

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