Project Information

Bid Title

Integrated Workplace Management System (IWMS) Software - UPDATED

Issuing Agency

State Government of Tennessee

Location

Tennessee

Published Date

Apr 6, 2026

Closing Date

Apr 20, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFI 32101-03232026-SR1

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Document ID & Hyperlink:	RFI 32101-03232026-SR1 Attachment 1 Attachment 2 Amendment 1
Event Start - Response Due:	03/23/2026 04/20/2026
Event Name:	Integrated Workplace Management System (IWMS) Software - UPDATED
Last Updated:	04/06/2026

Attachment Preview

11-20-13 RFI

STATE OF TENNESSEE

DEPARTMENT OF GENERAL SERVICES

REQUEST FOR INFORMATION

FOR

INTEGRATED WORKPLACE MANAGEMENT SYSTEM (IWMS) SOFTWARE

RFI # 32101-03232026-SR1

March 23, 2026

1. STATEMENT OF PURPOSE:

The State of Tennessee, Department of General Services, issues this Request for Information

(“RFI”) for the purpose of refining requirements and identifying possible vendors for IWMS

software. We appreciate your input and participation in this process.

2. BACKGROUND:

The State of Tennessee Real Estate and Asset Management division of the Department of

General Services is initiating a project to research IWMS solutions as part of an evaluation of

alternatives to its current platform, Archibus. The current environment utilizes various software

products, spreadsheets, documents, and email to communicate a project from start to finish.

There are several teams involved in the end-to-end process flow, with each responsible for their

own workflow. Data is located in disparate places and there is a significant amount of manual

communication between the teams on status and important dates. Task workflow is not system

enforced so some data elements become stale and/or inaccurate.

Evolving operational requirements and advancements in IWMS technology have prompted a

review of the broader market to determine whether other systems may offer improved

functionality, integration capabilities, or long-term value. The State is requesting information on

IWMS solutions that can fill the following general requirements:

 provide a consolidated, enforced workflow environment

 centralize and secure document management

 reduce process and data silos

 enable seamless data exchange with other systems

 allow for APIs into other software systems

 improve user experience and operational efficiency

 provide GIS-enabled asset and facility visibility

1

9-30-13 RFI

Refer to Attachment 1 for a detailed outline of the State’s needs, functional requirements, and

challenges identified to date.

3. COMMUNICATIONS:

3.1. Please submit your response to this RFI electronically to:

Stephanie Reedy, Procurement Team Lead

Department of General Services

312 Rosa L Parks Ave. 22nd floor, Nashville, TN 37243

615-708-9382

Stephanie.Reedy@tn.gov

3.2. Please feel free to contact the Department of General Services with any questions

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

Stephanie Reedy, Procurement Team Lead

Department of General Services

312 Rosa L Parks Ave. 22nd floor, Nashville, TN 37243

615-708-9382

Stephanie.Reedy@tn.gov

3.3. Please reference RFI # 32101-03232026-SR1 with all communications to this RFI.

4. RFI SCHEDULE OF EVENTS:

EVENT

TIME

DATE

(Central Time (all dates are State

Zone)

business days)

1. RFI Issued

March 23, 2026

2.

Written Questions and Comments

Deadline

2:00 p.m.

3.

State Response to Written Questions and

Comments

4. RFI Response Deadline

2:00 p.m.

March 30, 2026

April 6, 2026

April 13, 2026

5. GENERAL INFORMATION:

5.1. Please note that responding to this RFI is not a prerequisite for responding to any future

solicitations related to this project and a response to this RFI will not create any contract

rights. Responses to this RFI will become property of the State.

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

2

9-30-13 RFI

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.

5.4. The State may request oral presentations or demonstrations from RFI respondents.

6. INFORMATIONAL FORMS:

The State is requesting the following information from all interested parties. Please fill out the

following forms:

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9-30-13 RFI

RFI #32101-03232026-SR1

TECHNICAL INFORMATIONAL FORM

1. RESPONDENT LEGAL ENTITY NAME:

2. RESPONDENT CONTACT PERSON:

Name, Title:

Address:

Phone Number:

Email:

3. Provide a brief description of your organization. The description should identify:

3.1. History of organization, including number of years in business;

3.2. Total number of employees

3.3. The divisions, sections, and teams that support the services available through you and

the number of employees dedicated to each section

4. Provide a brief description of your company’s public sector experience providing similar or

comparable IWMS solutions as referenced in this RFI. Please include the name of the project,

the length of the project, and a contact person at the Agency.

5. Provide a high-level description of your IWMS offering, including:

5.1. System architecture (cloud, hybrid, on-prem)

5.2. Core modules and features

5.3. Technology stack and security framework

5.4. Mobile/tablet capabilities

6. Describe how your IWMS offering provides enforced, configurable workflows that support both

sequential and parallel processes. Include descriptions of the following capabilities or features:

6.1. Enforcement of workflow rules and required fields

6.2. Ability to track start, end, due, and projected dates

6.3. Tracking of project status, phase, responsible party, and other metadata

6.4. Robust access controls for internal and external stakeholders

6.5. Ability to support multi-team collaboration without creating silos

7. Describe how your IWMS offering provides a consolidated document management system

integrated within the workflow. Include descriptions of the following capabilities or features:

7.1. Storage and management of electronic and physical documents

7.2. Automated signature workflows (multiple signatures and phased signature events)

7.3. Support for documents requiring wet signatures (offline process handling)

7.4. Role-based access control for internal users, agencies, vendors, and landlords

7.5. Enforced document flow tied to business processes (documents cannot advance until

required data is complete)

8. Describe your project management methodology, including resources necessary for an

implementation of this size and scope. Can you provide an example of an implementation

plan? Can you please outline how you collect, catalogue, and share requirements?

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9-30-13 RFI

9. Describe your user acceptance testing and training approach, including resources necessary

for an implementation of this scope and size. What are the recommended State resources

needed to assist in UAT and training?

10. Describe what types of knowledge transfer and training will be needed for the proposed

solution. Who will maintain the solution after implementation?

11. Is your software solution configurable and/or customizable? To what extent?

12. What levels of technical support and maintenance do you provide?

13. Please confirm understanding of the following statement:

Access to State data shall be limited to US-based (onshore) resources only.

14. Do you provide support that is not US-based? If so, where are your support resources located?

15. Provide a detailed narrative on the risks and challenges you would advise the State to consider

as they move forward with the project. Please include any mitigation strategies.

16. Describe the difference between internal vs. external user licensing (e.g., State users vs.

landlords or vendors).

17. Please fill out RFI 32101-03232026-SR1_Attachment 2_IWMS Workbook in its entirety utilizing

drop-down boxes in Column E and comment spaces in Column F to identify your ability to fulfill

the necessary functional requirements pertaining to this RFI. Please include any additional

capabilities that you can provide.

COST INFORMATIONAL FORM

1. Describe what pricing units you typically utilize for similar services or goods (e.g., per hour, each,

etc.:

2. Describe the typical price range for similar services or goods

3. Describe the typical price range for the following items:

 annual maintenance, including license fees

 SLA tiers

 update/upgrade policies

 technical support levels (basic vs. premium)

 additional support hours or after-hours support

 system configuration

 workflow development

 data migration (legacy systems, documents, metadata)

 integration setup (eBuilder, Data Warehouse, ArcGIS)

 testing, UAT support

 project management and vendor-side staffing

5

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services

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