RFP # 40100-51745 – Amendment # 2 Page 1 of 46

STATE OF TENNESSEE

TRANSPORTATION

REQUEST FOR PROPOSALS # 40100-51745

AMENDMENT # 2

FOR TRANSPORTATION MANAGEMENT CENTER

OPERATIONS

DATE: August 14, 2026

RFP # 40100-51745 IS AMENDED AS FOLLOWS:

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

EVENT

TIME

(central time zone)

DATE

1. RFP Issued June 30, 2026

2. Disability Accommodation Request Deadline 2:00 p.m. July 6, 2026

3. Pre-response Conference 10:00 a.m. July 7, 2026

4. Notice of Intent to Respond Deadline 2:00 p.m. July 9, 2026

5. Written “Questions & Comments” Deadline 2:00 p.m. July 15, 2026

6. State Response to Written “Questions & Comments”

August 14, 2026

7. Response Deadline 2:00 p.m. August 31, 2026

8. State Completion of Technical Response Evaluations

September 9, 2026

9. State Schedules Respondent Oral Presentation

September 11, 2026

10. Respondent Oral Presentation 8 a.m. - 4:30 p.m.

September 17 – 18, 2026

11. State Opening & Scoring of Cost Proposals 2:00 p.m. September 23, 2026

12. Cost Negotiations (Optional) September 24–28, 2026

13. State Notice of Intent to Award Released and RFP Files Opened for Public Inspection

2:00 p.m. September 30, 2026

14. End of Protest Period October 7, 2026

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15. State sends contract to Contractor for signature

October 8, 2026

16. Contractor Signature Deadline 2:00 p.m. October 16, 2026

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

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

RFP

SECTION

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QUESTION / COMMENT STATE RESPONSE

RFP

Attachment 6.6, Sections A.17. and A.49 - A.52 vii 1. The RFP states that the Contractor shall provide one half-time Contractor Project Manager for the life of the contract. Given the Contractor Project Manager’s required responsibilities for overall contract oversight, staffing plan administration, training oversight, performance management, subcontractor management, reporting, invoicing, meeting attendance, deliverable approval, and 24-hour on-call availability, would the State consider or permit respondents to propose a full-time Contractor Project Manager instead of a half-time Project Manager, provided the proposed approach remains within the Required TMC Operations Services cost structure?

If the State intends to retain the half-time requirement, please clarify: (1) how many hours per week the State defines as “half-time” for this position; (2) whether the Contractor Project Manager may perform work remotely or on a hybrid basis when not required to attend in-person meetings or work at a State-designated location; and (3) whether Contractor Project Manager labor is to be billed only as part of the annual lump-sum Required TMC Operations Services line item, or whether any State-directed Project Manager hours above the half-time level may be billed at a loaded hourly rate.

The Contractor shall provide one (1) half-time Contractor Project Manager in accordance with Section A.17. For purposes of this Contract, half-time is defined as a minimum average commitment of twenty (20) hours per week. Respondents may elect to provide additional Contractor Project Manager effort, including a full-time Contractor Project Manager, at their discretion and expense if necessary to fulfill the requirements of the Contract.

The Contractor Project Manager shall be available in-person for 20 hours a week during normal business hours and shall attend meetings, training sessions, reviews, audits, and other activities as required by the State. The Contractor Project Manager may perform duties remotely in accordance with Sections A.17, and A.50. See revised Section A.17.

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whether provided at the minimum half-time level or above, shall be included within the Required TMC Operations Services annual lump-sum pricing. No separate hourly compensation, additional labor category, or supplemental payment shall be provided for Contractor Project Manager services unless specifically authorized through a contract amendment executed by the State.

Refer to Sections A.17 and A.49 through A.52.

RFP

Attachment 6.6, Sections A.17. and A.57.

vii and xix

2. Please confirm the required number of TMC Operations Managers. Section A.17 states two full-time TMC Operations Managers, one covering Regions 1-2 and one covering Regions 3-4, while Section A.57 states the Contractor shall provide a full-time on-site TMC Operations Manager at each TDOT TMC. Should respondents price and staff two TMC Operations Managers or four?

The State intends to require two (2) full-time TMC Operations Managers. One Manager shall support Regions 1 and 2 and one Manager shall support Regions 3 and

4. Section A.57 is revised to align with Section A.17.

RFP

Attachment

6.6. Sections

A.17. and A.57.

vii and xix

3. Please confirm whether the TMC Operations Managers must be physically located on-site at each TMC during all assigned overnight and weekend shifts, or whether regional coverage with periodic on-site presence is acceptable.

Refer to Sections A.17 and A.57 revised update. TMC Operations Managers shall maintain presence at either of the assigned TMC facilities at all times to fulfill contract responsibilities and operational oversight requirements.

RFP

Attachment 6.6, A18 Table 2 through A.20, and A.61. to A.64.

viii 4. Please confirm whether the minimum staffing in Table 2 represents only the minimum TMC Technician staffing, and that one TMC Shift Supervisor is also required for each Contractor daily shift at each TMC.

Table 2 identifies minimum TMC Technician staffing requirements only. Shift Supervisor requirements are identified in Sections A.18 through A.20 and A.61 through A.64.

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RFP

Attachment 6.6, Section A.61 - A.62.

xxi 5. Please confirm whether the Shift Supervisor may also perform technician duties during low-volume periods, provided the minimum number of TMC Technicians in Table 2 is separately maintained.

Yes. Shift Supervisors may perform operational or technician duties, as needed, provided supervisory responsibilities continue to be fulfilled and all staffing requirements remain satisfied. A qualified Shift Supervisor may be temporarily assigned to perform TMC Technician duties to address operational needs, vacancies, leave, training, or other staffing shortages. However, an individual may not simultaneously satisfy both a Shift Supervisor and TMC Technician staffing requirement during the same scheduled work period.

All required supervisory coverage and minimum staffing requirements shall be maintained as listed in Table 2. An individual may not be counted toward more than one minimum staffing requirement during the same shift.

The State expects Shift Supervisors to primarily perform supervisory and oversight functions consistent with Sections A.61 through A.64. See revised Section A.62.

RFP

Attachment 6.6, Section A.20.

vii 6. Please confirm whether the required minimum TMC Technician staffing in Table 2 includes meal-break coverage, or whether additional staffing must be included to cover staggered meal breaks.

The staffing requirements identified in Table 2 represent minimum on-duty staffing levels and shall be maintained at all times, including during meal periods. The meal-break provisions in Section A.20 do not relieve the Contractor of its obligation to maintain

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the minimum staffing levels specified in Table

2. See revised Section A.20.

RFP

Attachment 6.6, Section A.89.c. and Table 4 xxvii and xxix

7. Please clarify the official due date for the Full Staffing Plan. Section A.89.c states the TMC Staffing Plan is due within 14 days after the Contract Effective Date, while Table 4 identifies the Full Staffing Plan as due within 28 days.

Which requirement controls?

The Full Staffing Plan shall be submitted within fourteen (14) days of the Contract Effective Date.

Table 4 is revised to align with Section A.89.

c.

RFP

Attachment 6.6, Section A.89.

vii 8. Please confirm whether the Contractor must assume full control room operations immediately after the 60-day start-up period, or whether the State anticipates any phased transition by region or shift.

Unless otherwise directed by the State, the Contractor shall assume operational responsibility at the completion of the Start- Up Period. Section A.89 is revised to this effect.

RFP

Attachment 6.6, Section A.88.

9. Please provide the current number of TDOT and Covendis TMC staff by region, position, shift, employment status, and whether each is expected to be available for transition to the Contractor.

The State will not provide detailed personnel information, compensation information, employment status, or transition availability for individual TDOT or contractor personnel during the procurement process. If existing personnel independently apply for Contractor positions, the Contractor shall implement any personnel transition activities in accordance with Section A.88.

N/A 10. Please clarify whether the Contractor is expected to make employment offers to all eligible existing staff at their current compensation levels, or only at rates meeting the Contract above-market-rate requirements.

See response to Question #9.

The Contractor shall be responsible for determining compensation consistent with the requirements of the Contract section A.52, A.56., A.60., A.64., and A.68. The State does not require employment offers at any specific compensation level

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outside these requirements.

N/A 11. Please provide historical turnover, vacancy, overtime, sick leave, and PTO usage for TMC Technicians and Shift Supervisors by region for the past two years, if available.

See response to

Question #9.

The State will not provide historical turnover, vacancy, overtime, sick leave, PTO usage, or other personnel management statistics for existing

TDOT or contractor personnel. Respondents shall develop staffing, recruiting, retention, scheduling, and contingency approaches based on their own evaluation of the

Contract requirements and proposed staffing model.

RFP

Attachment 6.6, Table 2, and Sections A.18 - A.20.

viii 12. Please confirm the State current weekday AM and PM shift start/end times for each region so respondents can correctly determine the Contractor weekday shift start/end times. Is the Department open to alternate shift models (12 hrs., 10 hrs. etc.

Respondents shall develop proposals based on the staffing requirements and minimum coverage requirements identified in Sections A.18 through A.20 and Table 2.

Alternative shift structures that reduce required staffing or coverage are not permitted.

RFP

Attachment 6.6, Table 2 and Sections A.18 - A.20.

viii 13. Please confirm whether Saturday and Sunday shifts must follow the exact time periods in Table 2 or whether respondents may propose alternate shift structures that meet or exceed minimum coverage.

Respondents shall develop proposals based on the staffing requirements and minimum coverage requirements identified in Sections A.18 through A.20 and Table 2.

Alternative shift structures that reduce required staffing or coverage are not permitted. However, any alternate shift structure that meets or exceeds minimum coverage can

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be presented to the State for review and approval.

RFP

Attachment 6.6, Table 2 and Sections A.18 - A.20.

viii 14. Please confirm whether weekend shift start/end times must be identical across all regions even if regional workload or staffing differs.

Respondents shall develop proposals based on the staffing requirements and minimum coverage requirements identified in Sections A.18 through A.20 and Table 2.

Alternative shift structures that reduce required staffing or coverage are not permitted.

RFP

Attachment

6.6. Section

A.45.

xiv 15. Please confirm whether the Contractor may use cross-trained staff across multiple regions for emergency coverage, on-call support, or remote backup.

Cross-trained staff may be used. For emergency and on-call support, staff must work in the applicable TMC. For remote on-call support, staff may work at any equipped location. Refer to section A.45.

RFP

Attachment 6.6, Section A.45.

xiv 16. Please confirm whether remote support may be used for routine coverage, or only when requested as an on-call remote TMC Technician service.

Routine operations shall be performed in accordance with Contract staffing requirements. Remote staffing services may only be used as provided under Section A.45.

RFP

Attachment 6.6, Section A.66.

xxii 17. Please confirm whether an approved TMC Technician with at least two years of TDOT TMC experience may serve as a temporary Shift Supervisor only for short-term absences, or also for planned supervisory coverage.

Refer to Section A.66.

Qualified personnel meeting the requirements of the Contract may serve in temporary supervisory roles when approved by the State.

Attachment

6.6. Section

A.20., and Tables 1 and 2.

viii 18. Please clarify whether the Contractor should price a dedicated relief pool within the annual lump sum or treat relief coverage as part of normal staffing management.

Respondents shall determine staffing resources necessary to satisfy all Contract requirements.

RFP

Attachment 6.6, Section xiv 19. Please confirm whether the State expects staffing above Table 2 minimums during holidays that fall on weekdays, weekends, or special-event periods.

The State reserves the right to request additional staffing when operational conditions

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A.20., A.45., and A.75.

warrant. Refer to Sections A.20, A.45, and A.75.

N/A 20. Please provide historical incident volumes by region, day of week, and time of day used to support the Table 2 staffing levels and the three-incidents-per-staff-member threshold.

Staffing requirements identified in the Contract have been established by the State.

Respondents shall develop proposals based on the staffing requirements identified in the Contract.

RFP

Attachment

6.6. Section

A.20.

viii 21. Please clarify how the State will define "consistently exceeds" for the three managed incidents per Contractor TMC staff member per hour threshold.

Refer to Section A.20.

The incident threshold is intended as an operational indicator for evaluating staffing adequacy and operational workload and does not constitute an automatic trigger for staffing adjustments.

RFP

Attachment

6.6. Section

C.3.

30, xxxiv, and xxxv

22. Please confirm that the annual Required TMC Operations Services lump sum must include all recurring staffing, management, supervision, training, reporting, quality management, administration, equipment, overhead, and profit necessary to meet Tables 1 and 2 minimum staffing.

Yes. The Required TMC Operations Services pricing shall include all personnel, management, supervision, administration, recruiting, training, reporting, quality management, overhead, profit, and recurring services necessary to satisfy the Contract requirements unless specifically identified elsewhere in the Contract as separately compensated. Refer to Section C.3.

RFP

Attachment 6.6, Sections C.3.

vii-viii and xxxv

23. Please confirm whether the annual lump sum should include the Contractor Project Manager, Executive Assistant, TMC Operations Managers, Shift Supervisors, and TMC Technicians.

Yes. The Required TMC Operations Services pricing shall include all personnel, management, supervision, administration, recruiting, training, reporting, quality management, overhead, profit, and recurring

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services necessary to satisfy the Contract requirements unless specifically identified elsewhere in the Contract as separately compensated. Refer to Section C.3.

RFP

Attachment

6.6 Section

4.11

12 24. Please clarify whether the State intends to use Letters of Authorization, MOUs, amendments, or another written authorization process as a task-order-like mechanism during the contract term for State-directed services beyond the recurring Required TMC Operations Services. If so, please clarify the process for scope definition, approval, pricing, schedule, invoicing, and whether such work must use only the hourly rates in Attachment

6.3 or may include separately negotiated pricing.

Please see response to

Question 25. Optional services will be authorized through written communication from the State. Services and invoicing are currently defined within the contract.

RFP

Attachment

6.3 and 6.6, Section A.45 and C.3.

xiv 25. Please clarify whether on-call services are strictly optional, State-requested services paid under hourly unit rates, and should not be embedded in the annual lump sum except for readiness/administrative costs.

Yes. On-call services identified in Section A.45 are optional, State-requested services shall be authorized by the State in writing and compensated using the applicable rates established in Section C.3 and RFP Attachment 6.3.

Respondents shall not include the cost of performing on-call services within the annual Required TMC Operations Services pricing, except for any administrative or readiness costs necessary to maintain the capability to provide such services.

Any services requested by the State that are outside the scope of the Contract will be addressed through a contract amendment or other contractually authorized process, and any associated scope, pricing, and

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compensation will be established at that time.

Refer to Pro Forma Sections A.45 and C.3 and RFP Attachment 6.3.

N/A

26. Please provide historical annual usage quantities for On-Call TMC Technicians, On-Call Shift Supervisors, TMC Technician Overtime, Remote TMC Technicians, and Smart Corridor Traffic Signal Technicians.

Respondents shall develop proposals based on the staffing requirements identified in the Contract.

RFP

Attachment 6.3.

30 27. Please confirm whether the evaluation factors in Attachment 6.3 are for evaluation only and do not represent guaranteed usage.

Correct.

RFP

Attachment 6.6, Section C.3.

xxxiv 28. Please clarify whether the $150,000 start-up payment is fixed and not to be included in the annual Required TMC Operations Services pricing.

The $150,000 is separate from the TMC Operations Lump Sum per Section C.3.

RFP

Attachment 6.6, Sections A.70. and C.4.

xxii and xxxv

29. Please clarify whether travel reimbursement applies only to State-approved travel outside normal work locations or whether inter-regional travel by TMC Operations Managers may be reimbursable.

All travel pre-approved by the State will be reimbursed per Sections A.70. and C.4.

RFP

Attachment 6.6, Section A.45.c xiv 30. Please confirm whether overtime required to maintain minimum staffing due to sick leave, PTO, vacancy, or emergency coverage is included in the annual lump sum unless separately approved by the State.

Overtime may be billed when requested or approved by the State, in accordance with Pro Forma Section A.45.c.

While routine staffing events such as PTO, sick leave, and vacancies do not automatically qualify for overtime, the State may approve, at its discretion, overtime if these events evolve into circumstances that meet A.45.c, such as extended absences or other unanticipated staffing impacts that affect minimum coverage. Please see Pro Forma section A.45.c for more information.

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RFP

Attachment 6.6, Section A.45.a xiv 31. Please clarify whether State-mandated training time for recurring staff is compensated under the lump sum or through on-call hourly rates.

When requested by the State, State-mandated training is compensated through on call hourly rates. However, training requirements outlined in Pro Forma Sections A.28–A.33 are part of the contractor’s lump-sum responsibilities. Please see Pro Forma section A.45.a for more information.

RFP

Attachment 6.6, Section 3.1.2.

6 32. Please confirm whether respondents may include assumptions in the cost narrative, or whether assumptions would be considered restrictions or qualifications of the offer.

A Respondent must not provide any additional information to the Price

Proposal. Please refer to RFP Section 3.

RFP

Attachment 6.6, Sections A.28 – A.37.

33. Please confirm whether the State will provide existing TDOT TMC training materials, exams, manuals, standard operating procedures, and certification records for incumbent staff.

Refer to Sections A.28 through A.37. The Contractor is responsible for the development, administration, maintenance, and delivery of the TMC Operations Training and Certification Program.

The State will provide available existing policies, procedures, and training resources as appropriate.

RFP

Attachment 6.6, Sections A.28 – A.37.

xi 34. Please clarify whether incumbent TDOT or Covendis staff who transition to the Contractor will be considered already trained/certified, conditionally certified, or required to complete the Contractor full certification program within six months.

Refer to Sections A.28 through A.37 and revised A.88. The Contractor is responsible for the development, administration, maintenance, and delivery of the TMC Operations Training and Certification Program.

The Contractor shall determine any training, certification, qualification verification, or competency assessment activities necessary to ensure

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personnel satisfy all Contract requirements.

RFP

Attachment 6.6, Sections A.28 – A.37.

xi 35. Please confirm whether certification exams must be newly developed by the Contractor or may adapt existing TDOT materials subject to State approval.

Refer to Sections A.28 through A.37. The Contractor is responsible for the development, administration, maintenance, and delivery of the TMC Operations Training and Certification Program.

The State will provide available existing policies, procedures, and training resources as appropriate to the awarded Contractor.

RFP

Attachment 6.6, Section A.31.

xi 36. Please clarify whether the six-month technician certification period begins on date of hire, date of State approval, or first day working in the control room.

Within six (6) months of hire. Please see Pro Forma section A.31 for more information.

RFP

Attachment 6.6, Sections A.28, to A.37., A.48., A.63., and A.67.

xv, xxi and xxii

37. Please confirm whether non-certified personnel may work in the control room while in training under supervision, or whether all control room personnel must be fully certified before assignment.

Refer to revised Section A.28. Personnel assigned to operational control room duties shall successfully complete all required training, certification, and approval requirements prior to independently performing Contract services. Personnel in training may observe and participate in supervised training activities but shall not be assigned independent operational responsibilities until all training and certification requirements have been satisfied.

RFP

Attachment 6.6, Sections A.28 through A.37, A.63, and A.67.

xv, xxi and xxii

38. Please clarify whether State-mandated external training, such as TIM, MUTCD Chapter 6O, and Intermediate MOT, must be completed before a technician works independently.

Refer to revised Section A.28 and Sections A.29.

through A.37, A.63, and A.67. Personnel assigned to TMC operational duties shall meet the minimum qualifications identified in the Contract. State-

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required training and certification requirements, including TIM, MUTCD Chapter 6O, Intermediate MOT, and other required training identified in the approved Training and Certification Program, shall be completed within the timeframes established by the Contract and approved training program.

Personnel in training may participate in supervised training activities but shall not perform independent operational duties until all required training and certification requirements applicable to their position have been completed.

RFP

Attachment 6.6, Sections A.28 through A.37.

xii 39. Please confirm whether the Contractor may use a learning management system or online testing platform, subject to State approval.

Yes. The Contractor may utilize a learning management system (LMS), online testing platform, or similar training technology, subject to State review and approval. The Contractor remains responsible for meeting all training, certification, documentation, and reporting requirements identified in Sections A.28 through A.37.

RFP

Attachment 6.6, Section A.37.

xxvi 40. Please clarify ownership and permissible reuse of Contractor-developed training materials after contract completion.

Any training materials, manuals, procedures, examinations, or other deliverables developed specifically for this

Contract and paid for by the State shall become the property of the State of Tennessee. The

Contractor shall not restrict the State's future use, modification, or

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distribution of such materials. Refer to Pro

Forma Section A.37 and

Pro Forma Section E.9.

RFP

Attachment 6.6, Sections A.96 and E.7.

xxviii and xxxv

41. Please confirm whether liquidated damages apply automatically upon each non-compliance occurrence, or whether the State may first issue a warning letter and corrective action plan

Refer to Sections A.96 and E.7. The State reserves the right to evaluate each non-compliance occurrence and determine the appropriate corrective action, including warning notices, corrective action plans, assessment of liquidated damages, or other remedies available under the Contract.

RFP

Attachment 6.6, Sections A.91.

xxviii 42. Please clarify whether the Contractor is required to self-identify and self-deduct all liquidated damages in monthly invoices, or only those agreed to by the State.

The State and the Contractor shall cooperatively assess applicable payment deductions for non-performance. The State will determine the applicability and amount of any payment deduction or liquidated damages assessment in accordance with Sections A.96 and E.7 of the Contract. The State, however, retains the sole right to determine applicability and usage of Liquidated Damages.

RFP

Attachment 6.6, Sections A.40 through A.44.

xiii

43. Please provide current templates or examples for monthly TMC Performance Measures Reports, Statewide Monthly Performance Measures Summary Reports, and Monthly TMC Operations Summary Reports.

Refer to Sections A.40 through A.44 regarding reporting requirements.

The State does not currently have standardized report templates available for release as part of this procurement. The awarded Contractor shall develop and submit report formats for

State review and approval. The State will

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provide, to the awarded

Contractor, access to approved systems, software, facilities, and data necessary to support development of the required reports.

Any proposed reporting enhancements remain subject to State approval.

RFP

Attachment 6.6, Sections A.40 through A.44.

xxv 44. Please confirm whether Power BI is the preferred platform for monthly and annual performance dashboards.

Power BI is currently utilized by the State for various reporting and dashboard applications;

however, the Contract does not require the use of any specific reporting platform. The Contractor may propose reporting and dashboard solutions that satisfy the requirements of Sections A.40 through A.44, subject to State review and approval.

RFP

Attachment 6.6, Sections A.40 through A.44 and A.73 through A.82.

xiii and xxv

45. Please identify the State data sources, databases, APIs, reports, or exports that will be made available to support performance reporting.

Refer to Sections A.40 through A.44 and A.73 through A.82. The State will provide the awarded

Contractor access to approved systems, software, facilities, and available data necessary to perform

Contract services and reporting requirements.

Specific system access and permissions will be coordinated during the

Start-Up Period.

RFP

Attachment 6.6, Sections A.73 through A.82.

xiii 46. Please clarify whether the Contractor may create external databases, dashboards, or data marts outside the TMC environment using State-approved security protocols.

Any Contractor-developed databases, dashboards, data marts, or reporting tools used to support Contract services shall be subject to State review, approval, and applicable State security requirements. The

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Contractor shall not establish external data repositories containing State data. Refer to Sections A.73 through A.82.

RFP

Attachment 6.6, Sections A.91 through A.96 and Table 7.

xxix-xxx

47. Please confirm the specific performance metrics in the current TDOT TMC Operations Manual that will be used for liquidated damages under Table 7.

Refer to Sections A.91 through A.96 and Table

7. The performance measures and associated payment deductions specifically identified in the Contract shall be used for performance monitoring and liquidated damages assessments. The TDOT TMC Operations Manual provides operational guidance and procedures;

however, the Contract requirements shall govern for purposes of performance measurement and payment deductions.

RFP

Attachment 6.6, Sections A.96 and E.7.

xxviii 48. Please clarify how disputed liquidated damages will be reviewed, documented, and resolved.

The State and the Contractor shall cooperatively review potential performance deficiencies and applicable payment deductions. The State will document performance deficiencies and determine the applicability of any liquidated damage in accordance with Sections A.96 and E.7.

The State, however, retains the sole right to determine applicability and usage of Liquidated Damages. The Contract does not define or afford a dispute resolution process available to the Contractor.

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NA xxxvii 49. Please confirm whether performance measures may be changed only by formal contract amendment.

Performance measures and payment deductions identified in the Contract may only be modified in accordance with the terms of the Contract.

Any material changes affecting contractual obligations, performance measures, or payment deductions shall require a contract amendment.

The State may update operational procedures, reporting requirements, or guidance documents as necessary, provided such updates do not modify the contractual performance requirements.

RFP

Attachment 6.6, Sections A.96 and E.7.

xxviii 50. Please clarify whether performance failures caused by State systems, State-furnished data, software outages, device outages, network failures, or third-party system failures are excluded from Contractor liquidated damages.

Refer to Sections A.96 and E.7. Liquidated damages are intended to address performance deficiencies within the Contractor's control. The State will evaluate the facts and circumstances associated with each performance deficiency prior to determining the applicability of any payment deduction or liquidated damages assessment. Factors outside the Contractor's reasonable control may be considered as part of that evaluation. The State, however, retains the sole right to determine applicability and usage of Liquidated Damages.

RFP

Attachment 6.6, Sections A.72 through A.82.

xxiii 51. Please confirm whether the State will provide all required user accounts, licenses, permissions, VPN access, and system training for SWCS, Cameleon, Drivewyze, MH Corbin Platinum, PMIC, Power BI, TrafficVision, Vanguard, Vero, Helpdesk, SmartWay, and 511 Floodgate.

Refer to Sections A.72 through A.82. The State will provide the awarded

Contractor with access to State-furnished systems, software, facilities, user accounts, RFP # 40100-51745 – Amendment # 2 Page 18 of 46

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permissions, and associated training necessary to perform the required Contract services, subject to applicable security, access control, and onboarding requirements.

N/A 52. Please provide the current system availability, known limitations, and support contacts for each TMC operating platform.

Operational systems are maintained and supported by the State and its vendors.

Detailed system support documentation, support contacts, and operational procedures will be provided to the awarded Contractor during the Start-Up

Period as necessary to perform Contract services. Respondents shall develop their proposals based on the requirements of the

Contract.

RFP

Attachment 6.6, Sections A.40 through A.44 and A.73 through A.82.

xiii 53. Please clarify whether Contractor staff will have permission to export operational data from SWCS, Power BI, Helpdesk, or other platforms for reporting and analytics.

The awarded Contractor will be provided access to data necessary to perform Contract reporting and analytics requirements, subject to State approval and applicable security controls. Refer to Sections A.40 through A.44 and A.73 through A.82. The Contractor shall not establish external data repositories containing State data. Refer to Sections A.73 through A.82.

RFP

Attachment 6.6, Sections A.40 through A.44 and xiii 54. Please confirm whether the Contractor may use approved Power BI workspaces, dashboards, and automated reporting workflows.

Refer to Sections A.40 through A.44 and A.73 through A.82. The Contractor may utilize State-approved Power BI workspaces, RFP # 40100-51745 – Amendment # 2 Page 19 of 46

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A.73 through A.82.

dashboards, and automated reporting workflows to support Contract reporting requirements, subject to applicable State security, access control, and governance requirements.

RFP

Attachment 6.6, Refer to Sections A.40 through A.44.

xiv 55. Please clarify whether the Contractor may recommend enhancements to TDOT dashboards and data models as part of continuous improvement.

Yes. The Contractor may recommend enhancements to dashboards, reports, analytics, data models, and other operational reporting tools as part of continuous improvement activities.

Implementation of any enhancements shall be subject to State review, approval, and applicable change management procedures. Refer to Sections A.40 through A.44.

RFP

Attachment 6.6, Sections A.73 through A.82.

xiv 56. Please confirm cybersecurity requirements for remote TMC operations, including VPN, device management, endpoint security, MFA, logging, and data retention.

Contractor access to State systems, networks, and data shall comply with all applicable State information technology, cybersecurity, and access control requirements. Specific requirements, including VPN access, device management, endpoint security, multi-factor authentication, logging, monitoring, and data retention requirements, will be coordinated and provided during implementation and onboarding. Refer to Sections A.73 through A.82 and applicable State technology policies.

RFP

Attachment 6.6, Sections xiv 57. Please clarify whether Contractor-provided laptops or remote workstations must be imaged or approved by TDOT before use.

Any Contractor-provided devices used to access State

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A.45, A.71, and A.73..

systems, networks, software applications, or data shall comply with applicable State information technology and cybersecurity requirements and shall be subject to State review and approval prior to use. The Contractor shall provide and maintain its own computers, internet connectivity, communications equipment, and related technology resources necessary to perform Contract services unless otherwise provided by the State. Device access requirements and approval procedures will be coordinated during implementation and onboarding. Refer to Sections A.71, A.73., and A.85.

RFP

Attachment 6.6, Sections A.73 through A.82.

xxiii 58. Please provide the process and timeline for obtaining building access, network access, software access, CJIS/TBI clearance, and system credentials for new hires.

Refer to Sections A.72 through A.82. The State will coordinate building access, system access, software access, and required credentials for approved Contractor personnel following completion of applicable onboarding, security, and background screening requirements.

Specific timelines may vary depending on the access type and external agency processing requirements.

RFP

Attachment 6.6, Sections A.18 through A.26.

x-xi 59. Please confirm the division of responsibility between Contractor staff and State TMC staff during shift overlaps.

Refer to Sections A.18 through A.26. During shift overlap periods, Contractor personnel and State personnel

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shall coordinate operational activities to ensure continuity of operations, situational awareness, and transfer of operational responsibilities. State personnel retain overall authority for State-operated functions during their assigned shifts.

RFP

Attachment 6.6, Sections A.25 and A.26.

x 60. Please clarify whether Contractor staff will dispatch HELP/RSP during all Contractor shifts statewide or only by region.

Refer to Sections A.25 and A.26. Contractor personnel shall perform HELP and Rural Service Patrol (RSP) dispatching responsibilities during Contractor-operated shifts in accordance with the requirements of the Contract and applicable operating procedures.

RFP

Attachment 6.6, Sections A.25 and A.26.

x and xxiii

61. Please confirm whether RSP dispatch requirements apply to all rural interstate routes statewide and whether coverage maps, protocols, and contact lists will be provided.

Refer to Sections A.25 and A.26. Contractor personnel shall support

RSP dispatching activities as required by the Contract. Coverage maps, dispatch procedures, operating protocols, and contact information necessary to perform Contract services will be provided to the awarded

Contractor during implementation and start-up activities.

RFP

Attachment 6.6, Sections A.25, A.26, and A.45(e).

x and xiv-xv

62. Please clarify the Contractor responsibilities for Region 3 traffic signal monitoring, signal malfunction logging, recommendations, and coordination with local maintaining agencies.

Refer to Sections A.25, A.26, and A.45(e). The Contractor shall perform traffic signal monitoring, incident identification, malfunction logging, notifications, and operational coordination activities as directed by the State.

Responsibilities may include documenting and communicating

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operational issues to the appropriate maintaining agency and providing recommendations to the State. The Contractor shall not perform traffic signal timing modifications, field maintenance, or direct signal system changes unless specifically authorized by the State.

RFP

Attachment 6.6, Section A.45.e.

xiv 63. Please confirm whether Smart Corridor Traffic Signal Technician services are optional on-call services only, or whether any recurring Smart Corridor support is expected within the annual lump sum.

Smart Corridor Traffic Signal Technician services identified in Section A.45(e) is optional On-Call Services and shall be compensated utilizing the applicable Contract rates. Except for monitoring and coordination activities specifically identified elsewhere in the Contract, no recurring Smart Corridor Traffic Signal Technician services are included within the annual Required TMC Operations Services pricing.

RFP

Attachment 6.6, Sections A.25 and A.26 x 64. Please clarify whether the Contractor is expected to support active work zones, smart work zones, connected vehicle applications, and wrong-way driver systems during all Contractor shifts.

Yes. During Contractor-operated shifts, the Contractor shall support transportation systems, operational technologies, and traffic management activities assigned to the TMC, including active work zones, smart work zone deployments, wrong-way driver systems, and other operational systems utilized by the State, in accordance with applicable procedures and Contract requirements.

Refer to Sections A.25

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and A.26, and related operational procedures.

RFP

Attachments

6.6 Sections

A.73 through A.82;

Attachments B, C, and 6.7

65. Please provide current copies of the TDOT TMC Operations Manual and all referenced attachments, policies, procedures, and regional supplements that will govern operations.

Noted attachments were included with the RFP Advertisement.

Additionally, the TDOT TMC Operations Manual and applicable operational procedures, policies, and guidance documents will continue to be available to the awarded Contractor during the Start-Up Period and throughout the Contract Term.

Respondents shall prepare their proposals based on the requirements identified in the Contract. Refer to Sections A.73 through A.82 and related operational requirements

RFP

Attachment 6.6, Sections A.28 through A.37 and A.73 through A.82.

vi 66. Please confirm whether regional differences in operating procedures may be incorporated into the Contractor Standard Employee Guidelines and training program.

Yes. Regional operating procedures, supplements, and location-specific requirements may be incorporated into the Contractor's Standard Employee Guidelines, training materials, and certification program, provided they remain consistent with the requirements of the Contract, TDOT policies, and approved statewide operating procedures.

All Contractor-developed guidelines, procedures, and training materials shall remain subject to State review and approval. Refer to Sections A.28 through A.37 and A.73 through A.82.

RFP

Attachment xxvii 67. Please provide the process for contacting, interviewing, and offering employment to existing

See response to Question #9.

https://www.tn.gov/content/dam/tn/generalservices/documents/cpo/rfp-updates/40100-51745/RFP_40100-51745_TMC_Final_ForPosting_6_30_26-1.pdf

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6.6, Sections A.88.

TDOT and Covendis staff during the start-up period.

The State does not require or authorize Respondents to directly solicit, recruit, or initiate employment discussions with current TDOT TMC personnel during the procurement process.

Following contract award, the State may coordinate transition activities with the awarded Contractor as appropriate. The Contractor shall be responsible for its own recruiting, interviewing, hiring, compensation, and onboarding processes consistent with the requirements of the Contract. Any existing personnel who independently express interest in Contractor employment shall be offered employment in accordance with section A.88. Please see Pro Forma section A.88 for more information.

RFP

Attachment 6.6, Section A.88.

xxvii 68. Please clarify whether TDOT will facilitate transition meetings with existing staff before contract execution or only after the Contract Effective Date.

See response to Question #9.

TDOT does not anticipate facilitating transition meetings between Respondents and existing TDOT or contractor personnel prior to contract award or contract execution.

Following the Contract Effective Date, TDOT may coordinate transition-related meetings or communications with the awarded Contractor, as determined necessary to support implementation of the Contract. The State does not guarantee the

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availability or transition of any existing personnel to the Contractor.

RFP

Attachment 6.6, Sections A.22, A.23, A.73 through A.82, and A.88 xi and xiii

69. Please confirm whether current staff may continue to work during background checks, drug testing, and Contractor onboarding, or whether all approvals must be complete before assignment.

See response to Question #9.

Individuals hired by the Contractor must satisfy all applicable Contract requirements, onboarding requirements, background screening requirements, and other State-required approvals before performing duties under the Contract.

Current TDOT personnel will continue to perform their assigned duties as State employees unless and until they separate from State employment and complete the Contractor's hiring and onboarding process.

Refer to Sections A.22, A.23, A.73 through A.82, and A.88.

RFP

Attachment 6.6, Sections A.28 through A.37 and A.88.

xxiii 70. Please clarify whether the State will provide incumbent employee training records, certifications, performance history, and schedule availability to the awarded Contractor.

The State may provide available training records, certifications, performance history, schedule availability, and other job-related information for personnel hired by the successful Contractor, subject to applicable State policies, privacy requirements, personnel records restrictions, and employee authorizations. The State does not guarantee the availability, completeness, or transferability of existing personnel records.

Refer to Response #34 and Sections A.28

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through A.37 and revised A.88.

RFP

Attachment 6.6, Sections A.22, A.23, A.28 through A.37, and A.88.

xxvii 71. Please confirm whether the Contractor may decline to hire an incumbent applicant who does not meet minimum qualifications, compensation expectations, schedule availability, or background requirements.

See response to Question #9.

Yes. The Contractor shall determine whether an applicant, when voluntarily applied, meets its employment requirements, provided personnel assigned under the Contract satisfy all applicable Contract qualifications, training requirements, background screening requirements, scheduling requirements, and State approval requirements. .

Refer to Sections A.22, A.23, A.28 through A.37, A.48,A.51., A.55., A.59, A.63, A.67 and A.88.

RFP

Attachment 6.6, Sections A.22, A.23, A.28 through A.37, A.73 through A.82, and A.88.

xxvii 72. Please clarify the State approval process and expected review duration for proposed new hires and incumbent hires.

See response to Question #9.

The State will review proposed Contractor personnel in accordance with the requirements of the Contract and applicable onboarding, qualification, training, security, and staffing requirements. The duration of the review process may vary depending on the position, completeness of submitted documentation, background screening requirements, security access requirements, and other approval dependencies.

Respondents shall develop staffing and onboarding plans that account for these review processes and shall not assume any specific

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approval timeframe.

Refer to Sections A.22, A.23, A.28 through A.37, A.73 through A.82, and A.88.

RFP

Attachment 6-2, Section 3.1.1, and Section C.

24 73. Please confirm whether respondents may include graphics, tables, matrices, process diagrams, dashboards, and sample forms in the Technical Response, provided no cost information is included.

Yes. Respondents may include graphics, tables, matrices, process diagrams, dashboards, sample forms, and similar supporting materials within the Technical Response, provided such materials are relevant to the requirements of the RFP and do not contain cost or pricing information.

Refer to the Technical Response requirements in Section 3.1.1.

NA 14 74. Please clarify whether page limits apply to the Technical Response or any individual sections.

No. There are no page limits applicable to the Technical Response or individual Technical Response sections unless otherwise specifically stated in the

RFP.

NA 24 75. Please confirm whether "additional operational services" in C.3 may include no-cost innovations, dashboards, analytics, process improvements, training enhancements, or geospatial tools, provided no pricing is included.

Yes. Respondents may propose additional operational services, innovations, dashboards, analytics, process improvements, training enhancements, geospatial tools, or other value-added concepts as part of their Technical Response, provided such information complies with RFP requirements and does not include cost or pricing information. Any proposed enhancements remain subject to State review and approval.

NA 24-26 76. Please confirm whether examples of prior Power BI dashboards, training materials, or performance

Yes. Respondents may include examples of prior dashboards, RFP # 40100-51745 – Amendment # 2 Page 28 of 46

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reports may be included if all sensitive information and pricing are removed.

training materials, reports, forms, or similar work products as supporting documentation, provided all confidential, proprietary, sensitive, customer-specific, and pricing information has been removed. Please also refer to RFP Section 4.8 for further clarity regarding sensitive information.

RFP

Attachment 6.4.

32-34 77. Please clarify whether Attachment 6.4 reference questionnaires may be submitted by email directly to the Solicitation Coordinator instead of sealed envelopes.

Yes, the person submitting the reference on behalf of the RFP respondent may email it directly to the solicitation coordinator.