Integrated Workplace Management System (IWMS) Software

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
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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
Written Questions and Comments
2. 2:00 p.m. March 30, 2026
Deadline
State Response to Written Questions and
3. April 6, 2026
Comments
4. RFI Response Deadline 2:00 p.m. 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
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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
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4. Describe how your price is calculated (per user, per module, per sire, per asset, or enterprise-
wide).
5. Describe any user minimum or pricing thresholds that you require.
6. Describe any modular pricing for your software (e.g., Leasing module, FM module, Document
Management, GIS integrations).
7. Is license pricing subscription-based, perpetual, or hybrid?
8. Describe annual support and maintenance costs. Include:
Annual software fees
SLA tiers
Update/upgrade policies
Technical support levels (basic vs. premium)
Costs for additional support of after-hours support
ADDITIONAL CONSIDERATIONS
1. Please provide input on alternative approaches or additional things to consider that might benefit
the State:
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