Endpoint Device Standardization and Strategic Vendor Evaluation

Location:	Tennessee
Posted:	Jul 8, 2026
Due:	Jul 22, 2026
Agency:	Tennessee Board of Regents
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Solicitation No:	RFI 27-0013
Publication URL:	To access bid details, please log in.

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REQUEST FOR INFORMATION (RFI)

TBR RFP #	27-0013
Response Due	July 22, 2027
Date/Time	2:00pm CT

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: procurement.travel@tbr.edu

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 procurement.travel@tbr.edu , 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.

Category	Primary Use	Vendor Response Focus
Student Computers	Student labs, classrooms, kiosks, issued student laptops	Durability, cost control, reimaging, Intune, Autopilot, warranty support
General Lab Devices	Fixed general-purpose labs and shared instructional spaces	All-in-one or micro desktop configurations, classroom peripherals, repairability
Employee Computers	Faculty, staff, instruction, and administrative productivity	Primary fleet standard, 16 GB RAM, docking, 3–5 year lifecycle
Administration Computers	Executives, finance, HR, legal, and high-risk data roles	Premium business laptop, stronger security, docking, warranty, compliance readiness
Power User Computers	IT staff, developers, analysts, technical users	Higher performance CPU/RAM/storage where workload justifies it
CAD / Design Workstations	CAD, BIM, engineering, rendering, 3D modeling, media production	Workstation-class GPU/CPU/storage, controlled category, application validation

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.

Operational Area	How Campus Identity Is Used
Shipping and Fulfillment	Campus identifier determines ship-to location, receiving path, local inventory ownership, and deployment handling.
Device Imaging / Provisioning	Campus identifier helps determine which deployment profile, image-equivalent configuration, or Autopilot profile should be associated with the device.
Microsoft Intune Enrollment	Campus identifier supports assignment to appropriate enrollment groups, dynamic device groups, administrative scopes, compliance profiles, and configuration policies.
Security and Compliance Policies	Campus identity may drive policy targeting, Conditional Access behavior, security baselines, encryption requirements, and support reporting.
Software Assignment	Campus and role information may affect required applications, instructional software, licensing groups, and standard productivity tools.
Support and Lifecycle Management	Campus identity supports service desk routing, warranty handling, asset tracking, inventory reporting, refresh planning, and exception documentation.

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.

Capability	Vendor Response Required
Campus identifier at order entry	Describe supported fields, character limits, validation options, and whether the field appears on order acknowledgments, packing slips, invoices, and reports.
Ship-to-campus logic	Describe how devices can be routed to campus-specific receiving locations.
Asset tagging	Describe custom asset tag options, barcode formats, campus codes, and reporting exports.
Autopilot registration	Describe how hardware hashes and group tags can be captured and assigned before delivery.
Campus-specific reporting	Describe reports available by campus, order, serial number, warranty status, and asset tag.
Exception handling	Describe correction process when campus identity is missing or incorrect.

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

Requirement	Vendor Response	Limitations / Notes	Attachment Reference
Vendor legal name
Primary contact
Higher education account team
State government account team
Tennessee presence
Authorized resellers/partners
Escalation path
Relevant contract vehicles

7.2 Device Portfolio Mapping

Requirement	Vendor Response	Limitations / Notes	Attachment Reference
Student computer recommendation
General lab device recommendation
Employee computer recommendation
Administration computer recommendation
Power user recommendation
CAD/design workstation recommendation
Docking recommendation
Monitor/peripheral recommendation

7.3 Security and Endpoint Management

Requirement	Vendor Response	Limitations / Notes	Attachment Reference
Windows 11 Pro/Enterprise support
TPM 2.0
Secure Boot
BitLocker
Microsoft Intune enrollment
Windows Autopilot
Autopilot pre-provisioning
Microsoft Defender for Endpoint
BIOS management
Firmware/driver update management
Credential Guard / Device Guard support
Endpoint recovery / reset support

7.4 Deployment and Logistics

Requirement	Vendor Response	Limitations / Notes	Attachment Reference
Campus identifier support
Autopilot registration services
Asset tagging
Drop shipment
Bulk shipment
Warehousing/staging
BIOS preconfiguration
Reporting exports
Return logistics

7.5 Warranty and Support

Requirement	Vendor Response	Limitations / Notes	Attachment Reference
Standard warranty
Four-year warranty option
Onsite service
Next business day support
Accidental damage protection
Battery coverage
Retain drive option
Parts availability
Escalation procedures
Higher education support model

7.6 Supply Chain, Lifecycle, and TPPA Considerations

Requirement	Vendor Response	Limitations / Notes	Attachment Reference
Manufacturing locations
Country of origin information
Component sourcing approach
Supply chain disruption mitigation
Lifecycle stability commitment
End-of-sale notice
End-of-support notice
Roadmap sharing process
TPPA-related disclosures

7.7 Accessibility and Sustainability

Requirement	Vendor Response	Limitations / Notes	Attachment Reference
Accessibility features
Assistive technology compatibility
Accessible documentation
Device recycling
Asset disposition
Packaging reduction
Energy certifications
Sustainability reporting

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

Device Category	Requested Quantity	Evaluation Focus
Employee laptop	2	Primary fleet standard, docking, productivity, Autopilot, Intune, warranty process
Administration / executive laptop	1	Premium configuration, mobility, docking, security controls, user experience
Power user laptop	1	Performance, thermals, advanced productivity, supportability
CAD / design workstation	1	GPU, application compatibility, driver certification, performance, monitor support
General lab device	1	All-in-one or micro desktop, classroom peripherals, repairability, physical security

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.

Evaluation Area	Planning Weight	Considerations
Security and endpoint management readiness	25%	Intune, Autopilot, TPM, Secure Boot, BitLocker, Defender, BIOS/firmware management
Campus-aware fulfillment and deployment services	15%	Campus identifier, asset tagging, Autopilot registration, shipping, reporting, staging
Warranty, repair, and support model	15%	Onsite support, escalation, parts, higher education support, service options
Device portfolio fit	10%	Alignment to student, lab, employee, administration, power user, and workstation categories
Lifecycle stability and supply chain	10%	Roadmap, lead times, model stability, end-of-sale notice, supply chain resiliency
Higher education and government experience	5%	Comparable references and multi-campus experience
Accessibility and sustainability	5%	Accessibility, assistive technology, recycling, environmental programs
Pilot results	15%	Observed performance during pilot, deployment experience, support outcomes, user feedback

10. Appendices and Vendor Response Forms

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

Appendix A – Vendor Response Checklist

Item	Included
Completed vendor profile	☐
Completed device mapping	☐
Security and management response	☐
Deployment and logistics response	☐
Warranty and support response	☐
Supply chain and lifecycle response	☐
Pilot device availability response	☐
References	☐
Authorized signature	☐

Appendix B – Device Category Mapping Worksheet

Category	Recommended Model	Configuration	Warranty/Support
Student Computers
General Lab Devices
Employee Computers
Administration Computers
Power User Computers
CAD / Design Workstations

Appendix C – Campus Identity Requirements Worksheet

Requirement	Supported?	Process Description	Limitations / Notes
Order field for campus identifier
Asset tag includes campus code
Autopilot group tag support
Ship-to routing by campus
Serial/warranty reporting by campus
Exception correction process

Appendix D – Pilot Device Availability Form

Requested Device	Available?	Configuration	Loan Period / Terms	Support Contact
Employee laptop
Administration / executive laptop
Power user laptop
CAD / design workstation
General lab device

Appendix E – Reference Form

Reference Type	Organization	Endpoint Count / Scope	Contact Information
State government customer
Higher education institution/system
Multi-campus organization

Appendix F – Vendor Certification

Field	Response
Company name
Authorized representative
Title
Email / Phone
Signature
Date

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.

Evaluation Area	Weight	Vendor Score	Evaluator Comments	Evidence / Attachment
Security and endpoint management readiness	20%
Campus-aware fulfillment and deployment services	15%
Warranty, repair, and support model	15%
Device portfolio fit	10%
Lifecycle stability and supply chain	...

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Event	Date/Time
Pre-Proposal Questions Deadline	07/15/2026 - 2:00pm
Issuance of Written Questions/Responses and Addendum Information	07/17/2026 - 5:00pm
Proposal Deadline	07/22/2026 - 2:00pm

File	Size
TBR Endpoint Devices_RFI 27-0013.docx	102.35 KB

Endpoint Device Standardization and Strategic Vendor Evaluation

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