REQUEST FOR PROPOSAL

Case Management CRM

TBR RFP #

$24-0017$

Proposal Due

January $12,2024$

Date$/$Time

$2$:$00$pm CT

CONTENTS

SECTION

$1$

INTRODUCTION

$2$

RFP SCHEDULE OF EVENTS

$3$

PROPOSAL REQUIREMENTS

$4$

GENERAL REQUIREMENTS & CONTRACTING INFORMATION

$5$

PROPOSAL EVALUATION & CONTRACT AWARD

RFP ATTACHMENTS:

$6\mathrm{.}1$

Ownership Ethnicity Form

$6\mathrm{.}2$

Pro Forma Contract

$6\mathrm{.}3$

Proposal Transmittal$/$Statement of Certifications & Assurances

$6\mathrm{.}4$

RFP Requirements

$6\mathrm{.}5$

Technical Proposal & Evaluation Guide

$6\mathrm{.}6$

Cost Proposal & Scoring Guide

$6\mathrm{.}7$

Reference Questionnaire

$6\mathrm{.}8$

Listing of Eligible Institutions

$6\mathrm{.}9$

Sample Protest Bond

$6\mathrm{.}10$

$6\mathrm{.}11$

$6\mathrm{.}12$

Request for Vendor Registration Form

Vendor Product Accessibility Statement and Documentation

Accessibility Conformance and Remediation Form

$6\mathrm{.}13$

Proposers Exceptions to Pro Forma Agreement

$6\mathrm{.}14$

Vendor Checklist for Prevention of Common RFP Mistakes that lead to Proposal Rejection

$1$ INTRODUCTION

$1\mathrm{.}1$ Background

The Tennessee Board of Regents System of Higher Education established by T$.$ C$.$ A$.49-8-101$ is $($hereinafter $$Institution$,$System$$ or $$TBR Colleges$)$ is among the largest System of higher education in the Nation. The System is composed $13$ community colleges, $27$ colleges of applied technology, and the System Office. Institutions are in nearly all the $95$ counties in Tennessee and offer a large variety of degrees and programs.

The System seeks to promote and ensure equal opportunity for all persons without regard to race, color, religion, sex, ethnic or national origin, sexual orientation, gender identity, genetic information, disability status, age or status as a protected veteran and shall fully comply with Executive Order $11246,$ as amended, and all other applicable federal and state equal opportunity laws.

$1\mathrm{.}2$ Statement of Procurement Purpose

The System Office has issued this Request for Proposal $($RFP$)$ to define the Institution's minimum service requirements; solicit proposals; detail proposal requirements; and outline the Institution$$s process for evaluating proposals and selecting a contractor to provide the requested goods and$/$or services.

Through this RFP$,$ the Institution seeks to procure a necessary goods and$/$or services at the most favorable, competitive prices and to give ALL qualified businesses, including those that are small, minority, women, and service$-$disabled veteran owned, the opportunity to do business with the Institution. Vendors must complete the Ownership Ethnicity Form $($See Attachment $6\mathrm{.}1$ for form and classification definitions$).$ In addition, all small, minority, women and service$-$disabled veteran owned businesses are strongly encouraged to register with the Governor$$s Office of Diversity Business Enterprise $($Go$-$DBE$)$ to attain official certification. The Institution shall work with the successful Proposer and the Go$-$DBE Office regarding registration$/$certification$.$

The Institution intends to secure a contract for a Case Management CRM as further defined in Attachment $6\mathrm{.}4,$ RFP Requirements.

$1\mathrm{.}3$ Scope of Service, Contract Period, and Required Terms and Conditions

The RFP Attachment $6\mathrm{.}2,$ Pro Forma Contract details the Institution$$s required:

Scope of Goods and$/$or Services and Deliverables in Section A;

Contract Period in Section B;

Payment Terms in Section C;

Terms and Conditions in Section D; and,

Special Terms and Conditions in Section E

The Pro Forma Contract substantially represents the contract document that the successful Proposer selected by the Institution MUST agree to and sign. A Proposal that limits or changes any of the terms or conditions contained in the Pro Forma Contract may be considered non$-$responsive.

$1\mathrm{.}4$ Coverage and Participation

It is acknowledged that Institution is issuing this proposal on behalf of the TBR Colleges, with an option for Middle Tennessee State University, University of Memphis, Austin Peay State University, Tennessee State University, Tennessee Technological University, East Tennessee State University, the University of Tennessee System of Higher Education, and the State of Tennessee Departments to utilize the resulting Agreement. A listing of these institutions is provided in Attachment $6\mathrm{.}8.$