TEL General Encyclopedia Access

09-18-25v2 RFP
STATE OF TENNESSEE
OFFICE OF THE SECRETARY OF STATE,
TENNESSEE STATE LIBRARY AND ARCHIVES
REQUEST FOR PROPOSALS
FOR
TEL GENERAL ENCYCLOPEDIA ACCESS
RFP # 30501-02326
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

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1. INTRODUCTION
The State of Tennessee, Office of the Secretary of State, Tennessee State Library and Archives,
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 intends to secure a contract for the Tennessee Electronic Library to acquire an online
encyclopedia to serve adults, juveniles, and children, as well as academic and K12 schools. The primary
focus is on providing comprehensive, reliable, and accessible encyclopedic information on different
subjects. The selected digital resource will be used in several settings, including schools, public libraries,
and individual use.
The encyclopedia must be accessible to all Tennessee residents remotely via IP Authentication as well as
a login authentication process.
Target Audiences:
i. Adults: Must include detailed articles and comprehensive coverage of subjects relevant to adult
learners, supporting lifelong learning, information needs, and research.
ii. Elementary, Middle, and High School Students: Age-appropriate content and interactive
features designed to engage learners and support educational curricula at various levels.
iii. Young Children (PreK - Grade 2): Interactive and visually appealing resources that introduce
young children to basic concepts and topics in an engaging manner.
iv. English Language Learners: Accessible leveled resources to meet the information and
language needs of users of all ages learning English.
v. Academic Institution Students and Faculty: Encyclopedic resources to support research and
educational needs in schools, colleges, and universities, providing students and faculty with
reliable and authoritative information.
vi. Public Library Patrons: Resources for public libraries to offer patrons access to comprehensive
encyclopedic information for personal and academic research purposes.
1.1.2. The Tennessee Electronic Library (TEL), www.tntel.info, provides free access to a collection of online
databases and digital resources accessible to all Tennessee residents, schools, libraries of all types,
community colleges, and universities. These resources facilitate lifelong learning and support students
from early education to post graduate studies.
This demographic data is provided for Respondents to provide accurate information in bids.
State of Tennessee
* Estimated total population: 7,227,750 (Source: U.S. Census Bureau, Population Division: Annual
Estimates of the Resident Population for Counties in Tennessee: April 1, 2020 to July 1, 2024
(CO-EST2023-POP-47))
Tennessee Academic Institutions (most recent available data for the 2024 school year; retrieved from
2024-2025 Tennessee Higher Education Fact Book and TICUA FALL 2024 CHARACTERISTICS)
* Approx. total academic institutions: 70
* Four-year public universities: 5
* Locally Governed Institutions: 6
* Tennessee Colleges of Applied Technology: 23
* Community colleges: 13
* Private universities: 31
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* Proprietary enrollment - Proprietary enrollment is reported annually by fiscal year. To isolate the
proprietary sector's fall enrollment, the ratio of public institutions' fall enrollment to 12-month
enrollment was averaged over three years (2022, 2023, and 2024). This percentage (83.0%) was
then applied to the 2023-24 headcount of the proprietary sector to derive an estimated fall
headcount. Proprietary enrollment is preliminary. FTE data are not available for the proprietary
sector. Excludes not-for-profit private institutions not participating in TICUA. UT Health Science
Center, UT Veterinary School, ETSU College of Medicine, and ETSU College of Pharmacy FTE
are equivalent to headcount.
* Approx. total enrollment was 258,813
Public Primary and Secondary Schools (most recent available data for the 2022 school year; retrieved
from the National Center for Education Statistics)
* Public Schools: 1900
* Total student enrollment: 1,006,752
Private Primary and Secondary Schools (most recent available data for the 2021 school year; retrieved
from the National Center for Education Statistics)
* Private schools: 540
* Total student enrollment: 117,810
Public Libraries (FY2024-2025 IMLS Public Library Survey)
* Tennessee public libraries: 289
* Total registered public library card holders: 2,848,818
* Population served by Tennessee libraries: 7,075,347
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 # 30501-02326
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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:
Andrea Zielke
Tennessee State Library & Archives
1001 Rep. John Lewis Way North
Nashville, TN 37219
615-532-4627
andrea.zielke@tnsos.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:
Hannah Tanksley
Tennessee Department of State
312 Rosa L. Parks Avenue
Nashville, TN 37243
615-350-4399
Hannah.Tanksley@tnsos.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 1.7).
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.
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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
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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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 15, 2026
2. Disability Accommodation Request Deadline 2:00 p.m. May 20, 2026
3. Notice of Intent to Respond Deadline 2:00 p.m. May 21, 2026
4. Written "Questions & Comments" Deadline 2:00 p.m. May 27, 2026
5. State Response to Written "Questions &
June 3, 2026
Comments"
6. Response Deadline 2:00 p.m. June 15, 2026
7. State Schedules Respondent Oral Presentation June 18, 2026
8. Respondent Oral Presentation 8:00 a.m. - 4:30 p.m. June 22 - June 24, 2026
9. State Completion of Technical Response
July 8, 2026
Evaluations
10. State Opening & Scoring of Cost Proposals 9:00 a.m. July 9, 2026
11. Negotiations (Optional) July 10 - July 15, 2026
12. State Notice of Intent to Award Released and
2:00 p.m. July 16, 2026
RFP Files Opened for Public Inspection
13. End of Protest Period July 23, 2026
14. State sends contract to Contractor for signature July 24, 2026
15. Contractor Signature Deadline 2:00 p.m. July 29, 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 1.7).
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3. RESPONSE REQUIREMENTS
3.1. Response Form
A response to this RFP must consist of two parts, a Technical Response and a Cost Proposal.
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. 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 use a 12 point font for text. 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.
3.1.1.4. 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 RFP Attachment
6.3., Cost Proposal & Scoring Guide.
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
Attachment 6.3., Cost Proposal & Scoring Guide and must NOT record any other rates,
amounts, or information.
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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 e-mail, 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, standard CD-R recordable
disc or USB flash drive and should be clearly identified as the:
"RFP # 30501-02326 TECHNICAL RESPONSE ORIGINAL"
and two (2) 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, standard CD-
R recordable disc or USB flash drive clearly labeled:
"RFP # 30501-02326 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:
The Cost Proposal should be in the form of one (1) digital document in "PDF" or "XLS"
format properly recorded on a separate, otherwise blank, standard CD-R recordable
disc or USB flash drive clearly labeled:
"RFP # 30501-02326 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
Solicitation Coordinator. Both the subject and file name should be clearly identified as
follows:
"RFP # 30501-02326 TECHNICAL RESPONSE"
The customer references should be delivered by each reference in accordance with RFP Attachment 6.4.
Reference Questionnaire.
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3.2.2.2.2. Cost Proposal:
The Cost Proposal 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 # 30501-02326 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 # 30501-02326 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 # 30501-02326 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 # 30501-02326 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:
Andrea Zielke
Tennessee State Library & Archives
1001 Rep. John Lewis Way North
Nashville, TN 37219
615-532-4627
Andrea.zielke@tnsos.gov
3.3. Response & Respondent Prohibitions
3.3.1. A response must not include alternate contract terms and conditions. If a response contains such
terms and conditions, the State, at its sole discretion, may determine the response to be a non-
responsive counteroffer and reject it.
3.3.2. A response must not restrict the rights of the State or otherwise qualify either the offer to deliver
goods or provide services as required by this RFP or the Cost Proposal. If a response restricts
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the rights of the State or otherwise qualifies either the offer to deliver goods or provide services
as required by this RFP or the Cost Proposal, the State, at its sole discretion, may determine the
response to be a non-responsive counteroffer and reject it.
3.3.3. A response must not propose alternative goods or services (i.e., offer services different from
those requested and required by this RFP) unless expressly requested in this RFP. The State
may consider a response of alternative goods or services to be non-responsive and reject it.
3.3.4. A Cost Proposal must be prepared and arrived at independently and must not involve any
collusion between Respondents. The State will reject any Cost Proposal that involves collusion,
consultation, communication, or agreement between Respondents. Regardless of the time of
detection, the State will consider any such actions to be grounds for response rejection or
contract termination.
3.3.5. A Respondent must not provide, for consideration in this RFP process or subsequent contract
negotiations, any information that the Respondent knew or should have known was materially
incorrect. If the State determines that a Respondent has provided such incorrect information, the
State will deem the Response non-responsive and reject it.
3.3.6. A Respondent must not submit more than one Technical Response and one Cost Proposal in
response to this RFP, except as expressly requested by the State in this RFP. If a Respondent
submits more than one Technical Response or more than one Cost Proposal, the State will deem
all of the responses non-responsive and reject them.
3.3.7. A Respondent must not submit a response as a prime contractor while also permitting one or
more other Respondents to offer the Respondent as a subcontractor in their own responses.
Such may result in the disqualification of all Respondents knowingly involved. This restriction
does not, however, prohibit different Respondents from offering the same subcontractor as a part
of their responses (provided that the subcontractor does not also submit a response as a prime
contractor).
3.3.8. The State shall not consider a response from an individual who is, or within the past six (6)
months has been, a State employee. For purposes of this RFP:
3.3.8.1. An individual shall be deemed a State employee until such time as all compensation for
salary, termination pay, and annual leave has been paid;
3.3.8.2. A contract with or a response from a company, corporation, or any other contracting
entity in which a controlling interest is held by any State employee shall be considered to
be a contract with or proposal from the employee; and
3.3.8.3. A contract with or a response from a company, corporation, or any other contracting
entity that employs an individual who is, or within the past six (6) months has been, a
State employee shall not be considered a contract with or a proposal from the employee
and shall not constitute a prohibited conflict of interest.
3.3.9. This RFP is also subject to Tenn. Code Ann. 12-4-101-105.
3.4. Response Errors & Revisions
A Respondent is responsible for any and all response errors or omissions. A Respondent will not be
allowed to alter or revise response documents after the Response Deadline time and date detailed in the
RFP Section 2, Schedule of Events unless such is formally requested, in writing, by the State.
3.5. Response Withdrawal
A Respondent may withdraw a submitted response at any time before the Response Deadline time and
date detailed in the RFP Section 2, Schedule of Events by submitting a written request signed by an
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