After_Action_Reports_and_Improvement_Plans_-_TEMA.pdf
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- Solicitation number
- Event 34101-13832
- Issued by
- Davidson County, Tennessee
About this file
Summary
This Invitation to Bid (ITB) document pertains to a solicitation by the State of Tennessee's Department of General Services Central Procurement Office on behalf of the Tennessee Emergency Management Agency (TEMA) for comprehensive After Action Reports (AARs) and Improvement Plans (IPs) related to two major disaster response efforts: Tropical Storm Helene (DR-4832-TN) and Winter Storm Fern (DR-4898-TN). The procurement seeks a qualified contractor to conduct extensive assessments of state-level response activities, including information and data collection through document reviews, interviews with multiple stakeholder groups (state agencies, county and local emergency management, ESF representatives, private-sector partners, NGOs, healthcare, education, transportation, law enforcement, fire/EMS, 9-1-1 centers, and federal partners), hotwashes, structured interviews, and focus groups. Four distinct line items are specified: AARs for DR-4832 and DR-4898, and IPs for state response efforts for each disaster. The ITB opens February 27, 2026, at 10:00 AM Central Standard Time and closes April 2, 2026, at 2:00 PM Central Daylight Time, with written questions due by March 22, 2026, at 2:00 PM Central Time. All deliverables must be completed within six months of the contract effective date and submitted through the EDISON procurement system. The contract is structured as a one-year term with two optional one-year renewal periods, not to exceed a total of sixty months.
Respondents must demonstrate at least one year of business operation with a bona fide place of business, suitable equipment, trained staff, and documented evidence of successfully completing at least three comparable contracts within the past two years. Estimated total compensation is approximately $250,000, with specific dollar amounts per line item to be determined based on responsive bids. Bidders must be registered with the State of Tennessee Supplier Portal, comply with Tennessee contractor licensing and Department of Revenue registration requirements, provide proof of workers' compensation insurance, submit organizational charts and project team descriptions, and execute debarment and suspension certifications. The deliverables must include executive summaries, incident overviews, operational timelines, community lifelines dashboards, swimlane process maps, information-flow diagrams, geospatial maps, and SMART-formatted improvement plans organized using FEMA's POETE process. The State reserves the right to award a single contract for all line items or separate contracts for each line item to the lowest responsive and responsible bidder. All submissions become property of the State of Tennessee, and contractors must comply with non-discrimination provisions, HIPAA compliance where applicable, and prohibitions on illegal immigrant employment with semi-annual attestations, as this procurement involves federal funding subject to FFATA requirements.
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Text version
Event Description This event is to bid for a one-year contract with two (2) options to renew for Tennessee Emergency Management Agency.
Questions are due March 22, 2026, at 2:00 pm Central.
Specifications and terms & conditions are attached.
Agency Contact: Sharon Pope@tn.gov or 615-741-9588
READ THE ENTIRE BID, including the Event Details, Specifications, and Terms and Conditions and any other attachments.
The purpose of this Invitation to Bid Event/Source of Supply Event is to establish a term contract (s) to provide: The State of Tennessee, with products and/or services as described in the attached terms, conditions, specifications and price sheet.
A term contract means a contract in which a source or sources for supply are established for a specified period of time at an agreed upon price(s).
If the Review and bid on this event link included in the e-mail notification does not work, please go to https://www.tn.gov/generalservices/procurement/central-procurement-office--cpo-/supplier-informa tion.html Click on the link that says Bid Opportunities and log in with your vendor ID and password.
NOTE: Need help with EDISON? Call the Edison HELP Desk at 866-376-0104 or 615-741-4357
Please do not wait until the last day to POST YOUR BID. The Edison system will sign you out after 30 minutes of inactivity. Your password expires EVERY 90 DAYS. It is the responsibility of the Edison User (bidder/vendor) to maintain their own profile information (Email address, phone numbers, address or contacts) and to continue to keep it current by logging into the Supplier Portal and making changes as needed.
Supplier Portal link: https://supplier.edison.tn.gov/ (Maintain supplier information) Central Procurement Office Website: https://www.tn.gov/generalservices/procurement.html
The website is constantly being updated with information to assist the agencies and vendors; you are encouraged to visit the website frequently.
General Questions Question UOM Best Worst Response The Respondent affirms the following statement, as required by the Iran Divestment Act Tenn. Code Ann. § 12-12-111: "By submission of this response, each Respondent and each person signing on behalf of any Respondent certifies, and in the case of a joint response each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each Respondent is not on the list created pursuant to Tenn. Code Ann.
§ 12-12-106." For reference purposes, the list is currently available online at:
https://www.tn.gov/generalservices/procurement/central-procurement-office--cpo-/library-/public-information-li brary.html
Required: Yes Mandatory Response:No
Event Details
Bidder: PUBLIC EVENT DETAILS
Submit To: Military Call for Shipping Information United States
Contact: Sharon L Pope Phone: 615/741-9588 Email: Sharon.Pope@tn.gov
PeopleSoft Strategic Sourcing Event ID Format Type Page 34101-0000013832 Sell RFx 1 Event Round Version 1 1 Event Name After Action Reports and Improvement Plans - TEMA Start Time Finish Time
02/27/2026 10:00:00 CST 04/02/2026 14:00:00 CDT
Event Currency: US Dollar Bids allowed in other currency: No
Response Comments
Question UOM Best Worst Response
Please attach documentation that reflects you are registered with the Department of Revenue for sales and use tax, as stated in the Terms and Conditions. If you are exempt, please provide a copy of the communication from the Department of Revenue supporting this exemption.
Required: Yes Mandatory Response:No
Response Comments
I (we) agree to strictly abide by all the statutes and terms contained in the rules of the Department of General Services, Central Procurement Office, which are by reference made a part hereof, in addition to the special terms, conditions and specifications embodied in the invitation to bid.
IMPORTANT: By Selecting YES, the bidder certifies compliance with the above and further certifies that this bid is made without collusion or fraud. Yes
Required: Yes Mandatory Response:Yes
Response Comments
Please answer yes or no to the following. If YES, describe using additional pages and attach to the Response including any relevant details:
(a) is the Respondent presently debarred, suspended, proposed for debarment, or voluntarily excluded from covered transactions by any federal or state department or agency;
(b) has the Respondent within the past three (3) years, been convicted of, or had a civil judgment rendered against the contracting party from commission of fraud, or a criminal offence in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or grant under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;
(c) is the Respondent presently indicted or otherwise
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Submit To: Military Call for Shipping Information United States
Contact: Sharon L Pope Phone: 615/741-9588 Email: Sharon.Pope@tn.gov
PeopleSoft Strategic Sourcing Event ID Format Type Page 34101-0000013832 Sell RFx 2 Event Round Version 1 1 Event Name After Action Reports and Improvement Plans - TEMA Start Time Finish Time
02/27/2026 10:00:00 CST 04/02/2026 14:00:00 CDT
criminally or civilly charged by a government entity (federal, state, or local) with commission of any of the offenses detailed above; and
(d) has the Respondent within a three (3) year period preceding the contract had one or more public transactions (federal, state, or local) terminated for cause or default.
Required:Yes Mandatory Response:No
Response Comments
The respondent shall indicate whether or not they plan to sub-contract:
No: The respondent does not anticipate using a sub-contractor at this time and agrees to submit a request to subcontract during the contract period prior to using a subcontractor.
Yes: The bidder shall list the subcontractor(s):
Attach list of additional subcontractors to the bid, including the following for each subcontractor.
List the Sub-Contractor's Name List the Sub-Contractor's Address List the Sub-Contractor's Contact Person List the Sub-Contractor's Phone Number
Required: Yes Mandatory Response:No
Response Comments
Associated Terms:
The Contractor shall not assign this Contract or enter into a subcontract for any of the goods or services provided under this Contract without obtaining the prior written approval of the Central Procurement Office. Notwithstanding any use of approved subcontractors, the Contractor shall be the prime contractor and shall be responsible for all work provided.
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Submit To: Military Call for Shipping Information United States
Contact: Sharon L Pope Phone: 615/741-9588 Email: Sharon.Pope@tn.gov
PeopleSoft Strategic Sourcing Event ID Format Type Page 34101-0000013832 Sell RFx 3 Event Round Version 1 1 Event Name After Action Reports and Improvement Plans - TEMA Start Time Finish Time
02/27/2026 10:00:00 CST 04/02/2026 14:00:00 CDT
Detail the name, e-mail address, mailing address, telephone number, and facsimile number, if applicable, of the person the State should contact regarding the response.
Required: No Mandatory Response:No
Response Comments
Detail the number of years the Respondent has been in business and has been providing the goods or services required by this ITB.
Required: Yes Mandatory Response:No
Response Comments
Associated Terms: Time in business A bidder must have occupied a bona fide place of business with a representative inventory of products or supplies necessary for production of the products for at least one (1) year, must furnish satisfactory evidence of successful completion of comparable contracts for at least three (3) customers within the past two (2) years, and must provide any other evidence required and requested in order to establish evidence of its ability to furnish the products or services in accordance with the terms and conditions and specifications. Enter the length of time in business and provide evidence of the completion of three (3) comparable contracts. Failure to provide at least three (3) comparable contract references with satisfactory quality of service may result in the bid being considered non-responsive and cause for rejection of the bid.
Please list the following information:
List the Contract Administrator's Name List the Contract Administrator's Address List the Contract Administrator's Phone Number List the Respondent's Toll Free Phone Number List the Contract Administrator's Pager or Cell Number List the Contract Administrator's Email Address List the Respondent's Website
Required: Yes Mandatory Response:No
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Submit To: Military Call for Shipping Information United States
Contact: Sharon L Pope Phone: 615/741-9588 Email: Sharon.Pope@tn.gov
PeopleSoft Strategic Sourcing Event ID Format Type Page 34101-0000013832 Sell RFx 4 Event Round Version 1 1 Event Name After Action Reports and Improvement Plans - TEMA Start Time Finish Time
02/27/2026 10:00:00 CST 04/02/2026 14:00:00 CDT
Response Comments
Provide a statement of whether or not the Respondent has any current contracts with the State of Tennessee or has completed any contracts with the State of Tennessee within the previous five (5) year period. If so, provide the following information for all of the current and completed contracts:
(a) the name, title, telephone number and e-mail address of the State contact knowledgeable about the contract;
(b) the procuring State agency name;
(c) a brief description of the contract¿s scope of services;
(d) the contract period; and
(e) the contract number.
Required: No Mandatory Response:No
A file attachment is required to satisfy this question.
Your bid will need to be edited online to include attachment responses.
Response Comments
Provide a narrative description of the proposed project team, its members, and organizational structure along with an organizational chart identifying the key people who will be assigned to deliver the goods or services required by this ITB.
Required: Yes Mandatory Response:No
A file attachment is required to satisfy this question.
Your bid will need to be edited online to include attachment responses.
Response Comments
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Submit To: Military Call for Shipping Information United States
Contact: Sharon L Pope Phone: 615/741-9588 Email: Sharon.Pope@tn.gov
PeopleSoft Strategic Sourcing Event ID Format Type Page 34101-0000013832 Sell RFx 5 Event Round Version 1 1 Event Name After Action Reports and Improvement Plans - TEMA Start Time Finish Time
02/27/2026 10:00:00 CST 04/02/2026 14:00:00 CDT
Provide a brief, descriptive statement detailing evidence of the Respondent¿s ability to deliver the goods or services sought under this ITB (e.g., prior experience, training, certifications, resources, program and quality management systems, etc.).
Required: Yes Mandatory Response:No
A file attachment is required to satisfy this question.
Your bid will need to be edited online to include attachment responses.
Response Comments
Service Experience, Time in Business, Contracts
List the length of time respondent's company has been in business. A respondent must have occupied a bona fide place of business for at least one year with suitable equipment, supplies and a trained staff capable of performing the services requested.
List the description of services. Please enter the information for three (3) comparable contracts on-going or completed within the last two (2) years.
Comparable Contract List Name/Address of Comparable Contract List the Contact Person List the Phone Number List the Contact Person's Email Address
Required: Yes Mandatory Response:No
Response Comments
Associated Terms:
A respondent must have occupied a bona fide place of business for at least one (1) year with suitable equipment, supplies and a trained staff capable of performing the services requested. A respondent must furnish satisfactory evidence of successful completion of comparable contracts for at least three (3) customers within the past two (2) years and any other evidence required and requested in order to establish evidence of its ability to provide services in accordance with the terms and conditions and specifications.
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Submit To: Military Call for Shipping Information United States
Contact: Sharon L Pope Phone: 615/741-9588 Email: Sharon.Pope@tn.gov
PeopleSoft Strategic Sourcing Event ID Format Type Page 34101-0000013832 Sell RFx 6 Event Round Version 1 1 Event Name After Action Reports and Improvement Plans - TEMA Start Time Finish Time
02/27/2026 10:00:00 CST 04/02/2026 14:00:00 CDT
Describe the Respondent¿s form of business (i.e., individual, sole proprietor, corporation, non-profit corporation, partnership, limited liability company) and business location (physical location or domicile).
List locations of respondent's offices.
Required: No Mandatory Response:No
Response Comments
Please enter the number of days, from the bid opening date, after which your bid offer will expire: 0
Required: Yes Mandatory Response:No
Response Comments
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Submit To: Military Call for Shipping Information United States
Contact: Sharon L Pope Phone: 615/741-9588 Email: Sharon.Pope@tn.gov
PeopleSoft Strategic Sourcing Event ID Format Type Page 34101-0000013832 Sell RFx 7 Event Round Version 1 1 Event Name After Action Reports and Improvement Plans - TEMA Start Time Finish Time
02/27/2026 10:00:00 CST 04/02/2026 14:00:00 CDT
Line Details Line: 1 Item ID: Line Qty: 1 UOM: Each Bid Qty: 1 Required: Yes Reserve Price: No
Description: After Action Report (AAR) for DR-4832
Question UOM Best Worst Response What is the unit price of this item?
Required: No Mandatory Response: No
Response Comments
Line: 2 Item ID: Line Qty: 1 UOM: Each Bid Qty: 1 Required: Yes Reserve Price: No
Description: Improvement Plan (IP) for State Response Efforts to DR-4832
Question UOM Best Worst Response What is the unit price of this item?
Required: No Mandatory Response: No
Response Comments
Line: 3 Item ID: Line Qty: 1 UOM: Each Bid Qty: 1 Required: Yes Reserve Price: No
Description: After Action Report (AAR) for DR-4898
Question UOM Best Worst Response What is the unit price of this item?
Required: No Mandatory Response: No
Response Comments
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Submit To: Military Call for Shipping Information United States
Contact: Sharon L Pope Phone: 615/741-9588 Email: Sharon.Pope@tn.gov
PeopleSoft Strategic Sourcing Event ID Format Type Page 34101-0000013832 Sell RFx 8 Event Round Version 1 1 Event Name After Action Reports and Improvement Plans - TEMA Start Time Finish Time
02/27/2026 10:00:00 CST 04/02/2026 14:00:00 CDT
Line: 4 Item ID: Line Qty: 1 UOM: Each Bid Qty: 1 Required: Yes Reserve Price: No
Description: Improvement Plan (IP) for State Response Efforts to DR-4898
Question UOM Best Worst Response What is the unit price of this item?
Required: No Mandatory Response: No
Response Comments
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Submit To: Military Call for Shipping Information United States
Contact: Sharon L Pope Phone: 615/741-9588 Email: Sharon.Pope@tn.gov
PeopleSoft Strategic Sourcing Event ID Format Type Page 34101-0000013832 Sell RFx 9 Event Round Version 1 1 Event Name After Action Reports and Improvement Plans - TEMA Start Time Finish Time
02/27/2026 10:00:00 CST 04/02/2026 14:00:00 CDT
Bidder Information Firm Name:
Name: Signature: Date:
Phone #: Fax #:
Street Address:
City & State: Zip Code:
Email:
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Submit To: Military Call for Shipping Information United States
Contact: Sharon L Pope Phone: 615/741-9588 Email: Sharon.Pope@tn.gov
PeopleSoft Strategic Sourcing Event ID Format Type Page 34101-0000013832 Sell RFx 10 Event Round Version 1 1 Event Name After Action Reports and Improvement Plans - TEMA Start Time Finish Time
02/27/2026 10:00:00 CST 04/02/2026 14:00:00 CDT
Appendix A - Line Specifications Line: 1 Item ID: Line Qty: 1 UOM: Each Description: After Action Report (AAR) for DR-4832
Item Specifications
Manufacturer:
Mfg Item ID:
Item Length: 0 Item Height: 0 Item Width: 0 Dimension UOM:
Item Volume: 0 Volume UOM:
Item Weight: 0 Weight UOM:
Item Size: Item Color:
Shipping Information
Schedule: 1 Ship To:
Quantity: 1 Due Date: 02/23/2026 Freight Terms:
Ship Via:
Line: 2 Item ID: Line Qty: 1 UOM: Each Description: Improvement Plan (IP) for State Response Efforts to DR-4832
Item Specifications
Manufacturer:
Mfg Item ID:
Item Length: 0 Item Height: 0 Item Width: 0 Dimension UOM:
Item Volume: 0 Volume UOM:
Item Weight: 0 Weight UOM:
Item Size: Item Color:
Shipping Information
Schedule: 1 Ship To:
Quantity: 1 Due Date: 02/23/2026 Freight Terms:
Ship Via:
Line: 3 Item ID: Line Qty: 1 UOM: Each Description: After Action Report (AAR) for DR-4898
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Submit To: Military Call for Shipping Information United States
Contact: Sharon L Pope Phone: 615/741-9588 Email: Sharon.Pope@tn.gov
PeopleSoft Strategic Sourcing Event ID Format Type Page 34101-0000013832 Sell RFx 11 Event Round Version 1 1 Event Name After Action Reports and Improvement Plans - TEMA Start Time Finish Time
02/27/2026 10:00:00 CST 04/02/2026 14:00:00 CDT
Item Specifications
Manufacturer:
Mfg Item ID:
Item Length: 0 Item Height: 0 Item Width: 0 Dimension UOM:
Item Volume: 0 Volume UOM:
Item Weight: 0 Weight UOM:
Item Size: Item Color:
Shipping Information
Schedule: 1 Ship To:
Quantity: 1 Due Date: 02/23/2026 Freight Terms:
Ship Via:
Line: 4 Item ID: Line Qty: 1 UOM: Each Description: Improvement Plan (IP) for State Response Efforts to DR-4898
Item Specifications
Manufacturer:
Mfg Item ID:
Item Length: 0 Item Height: 0 Item Width: 0 Dimension UOM:
Item Volume: 0 Volume UOM:
Item Weight: 0 Weight UOM:
Item Size: Item Color:
Shipping Information
Schedule: 1 Ship To:
Quantity: 1 Due Date: 02/23/2026 Freight Terms:
Ship Via:
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Submit To: Military Call for Shipping Information United States
Contact: Sharon L Pope Phone: 615/741-9588 Email: Sharon.Pope@tn.gov
PeopleSoft Strategic Sourcing Event ID Format Type Page 34101-0000013832 Sell RFx 12 Event Round Version 1 1 Event Name After Action Reports and Improvement Plans - TEMA Start Time Finish Time
02/27/2026 10:00:00 CST 04/02/2026 14:00:00 CDT
Appendix B - Terms & Conditions
1. The undersigned acknowledges that all submitted information and documentation will become the property of the state of Tennessee. The undersigned also affirms that the information given above is true, accurate, and includes pertinent information necessary to identify and explain the operation of this organization to the best of my knowledge and is in no way misleading.
2. Should any data change in the future, the Supplier agrees to immediately submit the correct information electronically through the State's Supplier Portal.
If the information will be submitted in writing please mail to the following address:
Department of Finance and Administration 312 Rosa L. Parks Ave.
21st Floor Tennessee Tower ATTN: Supplier Maintenance Nashville, TN 37243
3. No person on the grounds of handicap or disability, age, race, color, religion, sex, national origin, creed, or any other classification protected by Federal and/or Tennessee State constitutional and/or statutory law shall be excluded from participation in, or denied benefits of, or be otherwise subjected to discrimination in the performance of the Contract or in the employment practices of the Contractor. The Contractor shall, upon request, show proof of such non-discrimination, and shall post in conspicuous places, available to employees and applicants, notices of non-discrimination.
Last Updated: 08/30/2016
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Submit To: Military Call for Shipping Information United States
Contact: Sharon L Pope Phone: 615/741-9588 Email: Sharon.Pope@tn.gov
PeopleSoft Strategic Sourcing Event ID Format Type Page 34101-0000013832 Sell RFx 13 Event Round Version 1 1 Event Name After Action Reports and Improvement Plans - TEMA Start Time Finish Time
02/27/2026 10:00:00 CST 04/02/2026 14:00:00 CDT
File details come from the government source that posted it. Updated .