Amendment_2.pdf

RFI # 40100-51553 – Amendment # 1 Page 1 of 4

STATE OF TENNESSEE

DEAPRTMENT OF TRANSPORTATION

REQUEST FOR INFORMATION # 40100-51553

AMENDMENT # 2

FOR Event Management Software

DATE: August 27, 2025

RFI # 40100-51553 IS AMENDED AS FOLLOWS:

1. This RFI Schedule of Events updates and confirms scheduled RFI dates. Any event, time, or date containing revised or new text is highlighted.

EVENT

TIME

(Central Time Zone)

DATE

(all dates are State business days)

1. RFI Issued August 11, 2025

2. RFI Written “Questions & Comments” Deadline 2:00 p.m. August 18, 2025

3. State Response to Written “Questions & Comments” 2:00 p.m. August 27, 2025

4. RFI Response Deadline 2:00 p.m. September 8, 2025

2. State responses to questions and comments in the table below amend and clarify this RFI.

Any restatement of RFI text in the Question/Comment column shall NOT be construed as a change in the actual wording of the RFI document.

RFI

SECTION

PAGE

# QUESTION / COMMENT STATE RESPONSE

1 We are incorporated in India and have an establishment in the USA but not in Tennessee — are we eligible to submit a response to this

RFI?

Yes, there is no requirement that you must have an establishment in Tennessee to respond to this RFI.

Additionally, please refer to the RFI Technical Informational Form Item #6-#7, and Attachment A, Information Technologies Security Requirements a.

(1).

2 Is there any requirement for the vendor to have a local presence in Tennessee for either the RFI or the future solicitation stage?

No, there is no requirement that you must have an establishment in Tennessee to respond to this RFI. Additionally, please refer to the RFI Technical Informational Form Item #6-#7, and Attachment A, Information Technologies Security Requirements a. (1).

RFI # 40100-51553 – Amendment # 1 Page 2 of 4

RFI

SECTION

PAGE

# QUESTION / COMMENT STATE RESPONSE

3 Is it mandatory for the vendor to have an existing office or legal entity registered in the State of Tennessee, or will a US-based or India-based entity outside Tennessee be acceptable?

Please refer to the answer provided for question #2 above.

4 Is there any preference or scoring advantage for vendors already registered with Tennessee’s Department of Revenue, or can registration be completed post-award?

No. This RFI is only for informational purposes and will not be scored. A Department of Revenue registration is not required to respond to this RFI or any future solicitation.

5 Will vendors without an existing Tennessee business license be required to obtain one prior to contract signing, and is that process facilitated by the state?

A Respondent, and any Subcontractors, as applicable, must hold all necessary and appropriate business or professional licenses to provide the goods or services as required prior to the contract resulting from a solicitation is signed. A Respondent shall ensure they meet all business requirements with the Tennessee Department of Revenue, Tennessee Secretary of State, and any other entity that establishes business requirements in the State of Tennessee.

The Respondent shall also be registered as a Supplier with the State of Tennessee in Edison prior to a contract resulting from a solicitation is signed. The Tennessee Department of Transportation and the Central Procurement Office will not facilitate a Respondent meeting these requirements; it is the Respondent's responsibility to ensure they comply with all applicable State laws to do business with the State of Tennessee

6 Are there any restrictions on hosting the SaaS solution in data centers outside Tennessee, provided they are within the US and meet all stated security requirements?

No.

7 Will having team members working remotely from outside the US (e.g., India) be acceptable if project management, hosting, and client-facing support are US-based?

Please refer to the RFI Technical Informational Form Item #6.

8 Is there a current vendor providing this service? Or is it a new requirement?

Cvent is the current contractor, and the current contract expires on 10/31/2025.

RFI # 40100-51553 – Amendment # 1 Page 3 of 4

PAGE

# QUESTION / COMMENT STATE RESPONSE

9 If they are the vendor, could you please provide the current contract documents/information?

A formal records request may be made here: TDOT Public Records Requests

10 If this RFI greenlights a solicitation, what is the estimated timeframe for procurement?

The State does not have a timeline

11 Does TDOT require subcontractors to be disclosed as part of the RFI response, or only during a potential future solicitation stage?

Please refer to the RFI Technical Informational Form Item #3.

12 Can subcontractors’ qualifications and prior experience be used to help fulfill the experience requirements of the RFI?

Please refer to the answer provided for question #11 above.

13 Can TDOT confirm that the requirement to provide an annual access license to the event management platform may be fulfilled through a subcontracted or third-party software publisher, provided the prime contractor assumes full contractual responsibility for delivery, renewal, and compliance?

For this RFI, the answer is yes; however, if the State elects to change the requirement in any subsequent solicitation it will be noted upon release. Please refer to RFI Technical Informational Form Item #3.

14 Does TDOT anticipate procuring event management software on a subscription/annual license basis?

The RFI responses will help the State determine its path forward.

15 Does TDOT anticipate procuring event management software on a per-event/per-attendee pricing model?

Please refer to the answer provided for question #14 above.

16 Is the experience with government transportation departments a mandatory requirement for responding to this RFI?

No, it is not required in order to respond to this RFI. Please also refer to RFI Technical Informational Form Item #3.

17 For evaluation purposes, will TDOT give consideration to the combined qualifications and experience of both the Respondent and the vendor partner?

Please refer to the answer provided for question #11 above.

https://www.tn.gov/tdot/transportation-legal/transportation-legal-public-records-requests.html

RFI # 40100-51553 – Amendment # 1 Page 4 of 4

PAGE

# QUESTION / COMMENT STATE RESPONSE

18 Could you please provide additional information on the core technologies and platform specifications deployed in the past Cvent implementation?

Software-as-a-service (SaaS) web-based platform. Utilizes Amazon Web Services (AWS) to host customer data.

19 Could you please provide information about any specific technical requirements or enhancements TDOT is seeking in a future solution compared to past experiences?

Please refer to the required features outlined under the RFI Section 1, Background.

20 Will TDOT require the successful vendor to provide onsite staff?

No.

21 What are TDOT’s expectations for user and administrator training (e.g., live sessions, webinars, written guides)?

The information gathered in this RFI will help the State determine its path forward.

22 Should training be included for both TDOT staff and event participants/sponsors?

The information gathered in this RFI will help the State determine its path forward.

23 Will TDOT require references or case studies from prior clients as part of the response, and does the State have a preferred format for these?

No, it is not required to respond to this RFI. Please also refer to RFI Technical Informational Form Item #3. If a subsequent solicitation has these requirements, it will be stated within the solicitation documentation.

3. RFI Amendment Effective Date. The revisions set forth herein shall be effective upon release. All other terms and conditions of this RFI not expressly amended herein shall remain in full force and effect.