Inspection of Tennessee Veterinary Facilities and Certified Animal Control Agencies

09-18-25 RFP
STATE OF TENNESSEE
DEPARTMENT OF HEALTH
REQUEST FOR PROPOSALS
FOR
INSPECTION OF TENNESSEE
VETERINARY FACILITIES AND
CERTIFIED ANIMAL CONTROL AGENCIES
RFP # 34310-27627
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.A. Cost Proposal & Scoring Guide - East Tennessee Region
6.3.B. Cost Proposal & Scoring Guide - Middle Tennessee Region
6.3.C. Cost Proposal & Scoring Guide - West Tennessee Region
6.4. Reference Questionnaire
6.5. Score Summary Matrix
6.6. Pro Forma Contract

09-18-25 RFP
1. INTRODUCTION
The State of Tennessee, Department of Health, 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's Division of Health Related Boards (HRB) is seeking individuals or entities to conduct
veterinary facility inspections or certified animal control agency inspections in each of the following
regions: East Tennessee, Middle Tennessee and West Tennessee.
The East Tennessee region consists of approximately four hundred and fifty (450) licensed veterinary
facilities and certified animal control agencies. It is estimated that approximately two hundred (200)
veterinary facility or certified animal control agency inspections will be conducted each year. The average
amount of time per inspection will be approximately 1.5 hours. Inspection services will be conducted
within the following counties: Anderson, Bledsoe, Blount, Bradley, Campbell, Carter, Claiborne, Cocke,
Cumberland, Grainger, Greene, Hancock, Hamblen, Hamilton, Hawkins, Jefferson, Johnson, Knox,
Loudon, Marion, McMinn, Meigs, Monroe, Morgan, Polk, Rhea, Roane, Scott, Sequatchie, Sevier,
Sullivan, Unicoi, Union, and Washington.
The Middle Tennessee region consists of approximately four hundred and fifty (450) licensed veterinary
facilities and certified animal control agencies. It is estimated that approximately two hundred twenty
(220) veterinary facility or certified animal control agency inspections will be conducted each year. The
average amount of time per inspection will be approximately 1.5 hours. Inspection services will be
conducted within the following counties: Bedford, Cannon, Cheatham, Clay, Coffee, Davidson, Dekalb,
Dickson, Fentress, Franklin, Giles, Grundy, Hickman, Houston, Humphreys, Jackson, Lawrence, Lewis,
Lincoln, Macon, Marshall, Maury, Montgomery, Moore, Overton, Perry, Pickett, Putnam, Robertson,
Rutherford, Smith, Sumner, Stewart, Trousdale, VanBuren, Warren, Wayne, White, Williamson, and
Wilson.
The West Tennessee region consists of approximately two hundred and twenty (220) licensed veterinary
facilities and certified animal control agencies. It is estimated that approximately 75 veterinary facility or
certified animal control agency inspections will be conducted each year. The average amount of time per
inspection will be approximately 1.5 hours. Inspection services will be conducted within the following
counties: Benton, Carroll, Chester, Crockett, Decatur, Dyer, Fayette, Gibson, Hardeman, Hardin,
Haywood, Henderson, Henry, Lake, Lauderdale, McNairy, Madison, Obion, Shelby, Tipton, and Weakley.
Respondents may submit a response for any region, and are not required to submit a response for more
than one region in order to be considered responsive.
This RFP may result in multiple contracts being awarded if one contractor cannot provide services for a
particular region. Respondents are invited to submit a response for any and all regions within which they
are capable of providing services. One respondent may be awarded a contract for all, two, or one
region(s).
Respondents must submit separate cost proposals indicating their proposed costs for providing services
in each applicable region.
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09-18-25 RFP
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 # 34310-27627
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:
Simeon Ayton, Sourcing Account Specialist
Division of General Services
Central Procurement Office
Tennessee Tower, 3rd Floor
312 Rose L. Parks Ave.
Nashville, TN 37243-1102
615-532-0110
Simeon.Ayton@tn.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:
Helen Crowley, Compliance Team Lead
Division of General Services
Central Procurement Office
WRS Tennessee Tower, 3rd Floor
312 Rosa L. Parks Avenue
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09-18-25 RFP
Nashville, TN 37243-1102
(615) 741-3836
Helen.Crowley@tn.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 1.8).
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").
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09-18-25 RFP
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. Pre-Response Conference
A Pre-response Conference will be held at the time and date detailed in the RFP Section 2, Schedule of
Events. Pre-response Conference attendance is not mandatory, and prospective Respondents may be
limited to a maximum number of attendees depending upon overall attendance and space limitations.
The conference will be held via Microsoft Teams:
________________________________________________________________________________
Microsoft Teams meeting
Join: https://teams.microsoft.com/meet/289945301756208?p=C5EOdKUnyROA3aC6IM
Meeting ID: 289 945 301 756 208
Passcode: dE6h5dd7
Need help? | System reference
Dial in by phone
+1 629-209-4396,,956943213# United States, Triune
Find a local number
Phone conference ID: 956 943 213#
Join on a video conferencing device
Tenant key: stateoftn@m.webex.com
Video ID: 115 352 618 4
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For organizers: Meeting options | Reset dial-in PIN
________________________________________________________________________________
The purpose of the conference is to discuss the RFP scope of goods or services. The State will entertain
questions, however prospective Respondents must understand that the State's oral response to any
question at the Pre-response Conference shall be unofficial and non-binding. Prospective Respondents
must submit all questions, comments, or other concerns regarding the RFP in writing prior to the Written
Questions & Comments Deadline date detailed in the RFP Section 2, Schedule of Events. The State will
send the official response to these questions and comments to prospective Respondents from whom the
State has received a Notice of Intent to respond as indicated in RFP Section 1.8 and on the date detailed
in the RFP Section 2, Schedule of Events.
1.8. 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.
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09-18-25 RFP
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.
1.9. 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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09-18-25 RFP
2. RFP SCHEDULE OF EVENTS
2.1. The following RFP Schedule of Events represents the State's best estimate for this RFP.
TIME
EVENT DATE
(central time
zone)
1. RFP Issued July 31
2. Disability Accommodation Request August 5, 2026
2:00 p.m.
Deadline
3. Pre-response Conference 10:00 a.m. August 6, 2026
4. Notice of Intent to Respond Deadline 2:00 p.m. August 7, 2026
5. Written "Questions & Comments" August 14, 2026
2:00 p.m.
Deadline
6. State Response to Written August 31, 2026
"Questions & Comments"
7. Response Deadline 2:00 p.m. September 8, 2026
8. State Completion of Technical September 22, 2026
Response Evaluations
9. State Opening & Scoring of Cost September 23, 2026
2:00 p.m.
Proposals
10. Negotiations (Optional) September 23-25, 2026
11. State Notice of Intent to Award September 29, 2026
Released and
2:00 p.m.
RFP Files Opened for Public
Inspection
12. End of Protest Period October 6, 2026
13. State sends contract to Contractor for October 8, 2026
signature
14. Contractor Signature Deadline 2:00 p.m. October 13, 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 1.8).
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09-18-25 RFP
3. RESPONSE REQUIREMENTS
3.1. Response Form
A response to this RFP must consist of two parts, a Technical Response and a Cost Proposal.
Respondents shall submit one (1) Technical Response that responds to the evaluation criteria found in
RFP Attachment 6.2. as they apply to each region proposed. Respondents shall also submit separate
Cost Proposals for each region proposed in accordance with RFP Attachment 6.3.
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.
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09-18-25 RFP
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.
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 in a sealed package
separate from the Technical Response (as detailed in RFP Sections 3.2.3., et seq.).
3.1.2.5. Please note that a separate Cost Proposal shall be required for every region a
Respondent is proposing to provide services to.
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, as
may be amended.
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 USB flash drive and should
be clearly identified as the:
"RFP #34310-27627 TECHNICAL RESPONSE ORIGINAL"
and one (1) 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 USB flash
drive clearly labeled:
"RFP # 34310-27627 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 USB flash drive clearly
labeled:
"RFP #34310-27627 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 #34310-27627 TECHNICAL RESPONSE"
The customer references should be delivered by each reference in accordance with RFP Attachment 6.4.
Reference Questionnaire.
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3.2.2.1.2. 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 #34310-27627 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 # 34310-27627 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 # 34310-27627 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 # 34310-27627 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:
Simeon Ayton, Sourcing Account Specialist
Division of General Services
Central Procurement Office
Tennessee Tower, 3rd Floor
312 Rose L. Parks Ave.
Nashville, TN 37243-1102
615-532-0110
Simeon.Ayton@tn.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
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.
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