Project Information

Bid Title

Integrated Right-Of-Way Information System (IRIS)

Issuing Agency

State Government of Tennessee

Location

Tennessee

Published Date

Feb 2, 2026

Closing Date

Feb 17, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFI 40100-51726

Original Source

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Bid Documents

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Project Description

Document ID & Hyperlink:	RFI 40100-51726
Event Start - Response Due:	02/02/2026 02/17/2026
Event Name:	Integrated Right-Of-Way Information System (IRIS)
Last Updated:

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STATE OF TENNESSEE

TENNESSEE DEPARTMENT OF TRANSPORTATION

REQUEST FOR INFORMATION

FOR

INTEGRATED RIGHT-OF-WAY INFORMATION SYSTEM (IRIS)

RFI # 40100-51726

February 2, 2026

1. STATEMENT OF PURPOSE:

The State of Tennessee, Department of Transportation issues this Request for Information (“RFI”)

for the purpose of assessing the ability of Respondents to meet the State security requirements of

a future solicitation for a Contractor-hosted application for an Integrated Right-of-Way Information

System (IRIS) for managing Right-of-Way (ROW) and Utility coordination, associated project

records and archives, state and federal compliance, and maintaining stringent project controls.

We appreciate your input and participation in this process.

2. BACKGROUND:

TDOT current system was developed by BEM Systems and deployed in 2015 and currently

hosted by the State in the State Data Center.

The new system shall provide for an enterprise unlimited user license and the State anticipates

approximately three hundred and fifty (350) concurrent State IRIS users at any time.

The IRIS database is approximately 16GB and comprises four hundred and six (406) tables.

Approximately two hundred (200) standard e-forms, sub-forms, and templates are stored in IRIS,

and forty-eight (48) standard reports are used in IRIS.

A brief summary of IRIS functional requirements is listed below. Note that this summary is not

intended to provide all details related to the system.

a. The ROW acquisition, appraisal and relocation function tracks parcels of land

affected by road construction project right-of-way issues. This system holds

physical and cost estimate information describing the land parcel and the

associated project. It also tracks the status of the required documents that

must be generated for each parcel.

b. The Relocation function tracks the relocation and compensation of property

owners displaced by ROW acquisition. The Relocation function holds physical

and cost estimation information which describes the relocation and the

1

associated project. It also tracks the status of the required documents that

must be generated for each relocation transaction.

c. The Utilities function tracks utility facility and conflict relocation coordination

(including, but not limited to, water, sewer, gas, electric, fiber optic, etc.),

which is affected by road construction projects. The Utilities function holds

physical and cost estimate information which describes the relocation

coordination and the project associated with it. It also tracks the status of the

required documents that must be generated for each utility conflict.

d. The Utility Permits function tracks information needed for utility installation

permits and then generates the permit documents.

e. The Mail Out function is an automated mailer system that will issue notices of

proposed projects to utilities to coordinate utility facilities potentially affected

by the proposed construction.

f. The Excess Land function tracks the disposal, lease, and easement of

property under excess land provisions. The Excess Land function holds

physical information which describes the land parcel and the excess land

transactions associated with it. It also tracks the inventory of excess lands

and the status of the required documents that must be generated for the

transactions. This function also includes the ability to investigate transactions

which conflict with known projects being developed and or known utility

permits.

g. The Property Interest Inventory function maintains an inventory of all property

acquisitions and generates accounting reports of those acquisitions which

meet the Governmental Accounting Standards Board (GASB) standards.

h. IRIS utilizes Geospatial Information System (GIS) technology to efficiently

exchange electronic files with outside entities to access current land ownership,

basic parcel configuration, aerial photography, and land use. Maintaining

Geospatial records for State-owned ROW supports an inventory of assets

held by the State.

TDOT issues this RFI to gather information from maintenance management system

software vendors and systems integrators to understand the Respondent’s ability or

describing Respondent’s inability to comply with the requirements set forth in

Attachment A.

3. COMMUNICATIONS:

3.1. Please submit your response to this RFI to:

Mike Bentheimer, Procurement and Contracts Division

Tennessee Department of Transportation

Tennessee Tower, 11th floor

312 Rosa L Parks Ave, Nashville, TN 37243

TDOT.RFP@tn.gov

3.2. Please feel free to contact the Tennessee Department of Transportation with any questions

regarding this RFI. The main point of contact will be:

Mike Bentheimer, Procurement and Contracts Division

Tennessee Department of Transportation

Tennessee Tower, 11th floor

312 Rosa L Parks Ave, Nashville, TN 37243

TDOT.RFP@tn.gov

3.3. Please reference RFI # 40100-51726 with all communications to this RFI.

4. RFI SCHEDULE OF EVENTS:

EVENT

1. RFI Issued

2. RFI Response Deadline

TIME

DATE

(Central Time (all dates are State

Zone)

business days)

February 2, 2026

February 17, 2026

5. GENERAL INFORMATION:

5.1. Responding to this RFI is a prerequisite for responding to any future solicitations related to

this project. Responses to this RFI will not create any contract rights and responses to this

RFI will become property of the State.

5.1.1.1. All Respondents will be required to provide a signed written response from their legal

counsel, or Chief Executive Officer, either confirming Respondent’s ability or describing

Respondent’s inability to comply with the requirements set forth in Attachment A.

5.1.1.2. The specific Recovery Time Objective (RTO) and Recovery Point Objective (RPO)

periods referenced in the Information Technology Security Requirements clause of

Attachment A will be negotiated and determined between the vendor and the State for

the particular contract based on the priority of the service.

5.2. The information gathered during this RFI is part of an ongoing procurement. In order to

prevent an unfair advantage among potential respondents, the RFI responses will not be

available until after the completion of evaluation of any responses, proposals, or bids

resulting from a Request for Qualifications, Request for Proposals, Invitation to Bid or other

procurement method. In the event that the state chooses not to go further in the

procurement process and responses are never evaluated, the responses to the

procurement including the responses to the RFI, will be considered confidential by the

State.

5.3. The State will not pay for any costs associated with responding to this RFI.

6. INFORMATIONAL FORMS:

The State is requesting the following information from all interested parties. Attachment A are

being provided as information only for the Respondent to provide an informed response. Please

fill out the following forms:

RFI #40100-51726

TECHNICAL INFORMATIONAL FORM

1. RESPONDENT LEGAL ENTITY NAME:

2. RESPONDENT CONTACT PERSON:

Name, Title:

Address:

Phone Number:

Email:

3. Provide a signed written response from either the legal counsel, Chief Executive Officer, or their

authorized designee legally empowered to bind the respondent to the provisions of the solicitation

and resulting contract (if awarded), either confirming the Respondent’s ability or describing the

Respondent’s inability to comply with the requirements outlined in Attachment A.

4. If Contactor cannot meet the following requirement specified in Attachment A, “The Contractor

shall ensure that all State Data is housed in the continental United States, inclusive of backup

data. All State data must remain in the United States, regardless of whether the data is

processed, stored, in-transit, or at rest. Access to State data shall be limited to US-based

(onshore) resources only,” provide the name of the host country(ies) where any data may be

processed or stored, in-transit, or at rest.

Attachment A

Notable Terms and Conditions Requirements:

(This Attachment does not represent all State of Tennessee contractual Terms and Conditions,

but reflects those the State requires acknowledgement of the Respondent’s ability, or inability, to

comply with to determine inclusion in a future procurement for the services referenced in this

RFI).

E.#. Personally Identifiable Information. While performing its obligations under this Contract,

Contractor may have access to Personally Identifiable Information held by the State (“PII”). For

the purposes of this Contract, “PII” includes “Nonpublic Personal Information” as that term is

defined in Title V of the Gramm-Leach-Bliley Act of 1999 or any successor federal statute, and

the rules and regulations thereunder, all as may be amended or supplemented from time to time

(“GLBA”) and personally identifiable information and other data protected under any other

applicable laws, rule or regulation of any jurisdiction relating to disclosure or use of personal

information (“Privacy Laws”). Contractor agrees it shall not do or omit to do anything which would

cause the State to be in breach of any Privacy Laws. Contractor shall, and shall cause its

employees, agents and representatives to: (i) keep PII confidential and may use and disclose PII

only as necessary to carry out those specific aspects of the purpose for which the PII was

disclosed to Contractor and in accordance with this Contract, GLBA and Privacy Laws; and (ii)

implement and maintain appropriate technical and organizational measures regarding information

security to: (A) ensure the security and confidentiality of PII; (B) protect against any threats or

hazards to the security or integrity of PII; and (C) prevent unauthorized access to or use of PII.

Contractor shall immediately notify State: (1) of any disclosure or use of any PII by Contractor or

any of its employees, agents and representatives in breach of this Contract; and (2) of any

disclosure of any PII to Contractor or its employees, agents and representatives where the

purpose of such disclosure is not known to Contractor or its employees, agents and

representatives. The State reserves the right to review Contractor's policies and procedures

used to maintain the security and confidentiality of PII and Contractor shall, and cause its

employees, agents and representatives to, comply with all reasonable requests or directions from

the State to enable the State to verify or ensure that Contractor is in full compliance with its

obligations under this Contract in relation to PII. Upon termination or expiration of the Contract or

at the State’s direction at any time in its sole discretion, whichever is earlier, Contractor shall

immediately return to the State any and all PII which it has received under this Contract and shall

destroy all records of such PII.

The Contractor shall report to the State any instances of unauthorized access to or potential

disclosure of PII in the custody or control of Contractor (“Unauthorized Disclosure”) that come to

the Contractor’s attention. Any such report shall be made by the Contractor within twenty-four

(24) hours after the Unauthorized Disclosure has come to the attention of the Contractor.

Contractor shall take all necessary measures to halt any further Unauthorized Disclosures. The

Contractor, at the sole discretion of the State, shall provide no cost credit monitoring services for

individuals whose PII was affected by the Unauthorized Disclosure. The Contractor shall bear the

cost of notification to all individuals affected by the Unauthorized Disclosure, including individual

letters and public notice. The remedies set forth in this Section are not exclusive and are in

addition to any claims or remedies available to this State under this Contract or otherwise

available at law. The obligations set forth in this Section shall survive the termination of this

Contract.

E.#. Information Technology Security Requirements (State Data, Audit, and Other Requirements).

a. The Contractor shall protect State Data as follows:

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services

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