ESBD_552557_1788032474472_RFP-1549 WebEOC Expert Developer Q&A 082926.pdf

RFP-1549 WebEOC Questions

#1 Evaluation

Please confirm whether shortlisted respondents will be required to conduct the demonstration or presentation referenced in Section 9.2 and, if so, provide the anticipated scenario, duration, participants, and scored evaluation criteria.

Answer Question: No demonstration and/or presentation is automatically required of shortlisted respondents. TDEM reserves the right to request one during the evaluation process in accordance with Section 9.2. If TDEM elects to conduct demonstrations or presentations, participating respondents will receive the applicable format, scenario or topics, duration, scheduling information, and other instructions. Any demonstration or presentation will be evaluated consistent with the evaluation criteria identified in Section 9.3.

#2 Security/Delivery

Please clarify the expected remote and on-site work model, background-screening requirements, emergency or after-hours support expectations, and whether TDEM will provide approved source-control, CI/CD, file-sharing, and collaboration environments for contractor use.

Answer Question: Remote/hybrid delivery is acceptable for most work, with on-site support required as needed for discovery, exercises, UAT, go-live work, State Operations Center (SOC) milestones, or other operational needs. Contractor personnel will be subject to applicable TDEM/TAMUS/DIR security, screening, and access requirements. TDEM does not anticipate a standing 24x7 on-call requirement, but o -hours support may be required when operationally necessary. TDEM will provide or authorize the approved development and collaboration tools needed for the work; any contractor-proposed cloud-hosted tools remain subject to applicable security and TX-RAMP requirements.

#3 Scope/Integrations

Which integrations—such as ArcGIS, Okta/Juvare Login Services, Snowflake/Constellation, Everbridge, TAK, personnel systems, or resource systems—are expected to receive priority during the initial contract year, and which agency or third-party teams will own the corresponding endpoints and acceptance activities?

Answer Question: Initial integration priorities will be established through discovery and work e ort validation and may change based on TDEM operational needs. Areas identified in the RFP which you note include ArcGIS, identity/Okta/Juvare Login Services, Snowflake/Constellation, alerting, TAK, and personnel/resource systems should be considered representative of anticipated work rather than a fixed sequencing commitment.

TDEM will coordinate the appropriate system owners and third-party teams for each integration, while TDEM retains approval and acceptance authority for work performed under this contract.

#4 Technical Environment

Please provide the current WebEOC Nexus version and hosting model, the number and nature of existing custom boards/plugins, available development and test environments, and the WebEOC API or Fusion/Exchange entitlements that will be available to the contractor.

Answer Question: TDEM operates an existing licensed WebEOC environment with existing boards, plugins, workflows, integrations, and related configuration. Detailed environment inventory, available development/test environments, and applicable API/Exchange engagements will be validated with the selected Contractor during discovery and onboarding. TDEM will provide or authorize the access necessary to perform approved work.

#5 Sta ing/Pricing

The RFP describes 4,160 annual hours as equivalent to one FTE-year. Please clarify whether 4,160 hours are a guaranteed annual quantity, an estimated quantity, or a not-to-exceed ceiling, and whether TDEM expects simultaneous coverage by multiple labor categories.

Answer Question: The 4,160 hours represent a not-to-exceed annual ceiling and are not a guaranteed minimum utilization. TDEM may allocate hours across labor categories and work e orts based on approved priorities. Simultaneous coverage by multiple labor categories is not required unless needed for a specific approved work e ort.

#6 Existing WebEOC Integrations

Please provide a high-level overview of the current WebEOC integration landscape and indicate which integrations are operational, require enhancement or modernization, or are anticipated as new integrations under this engagement.

Answer Question: TDEM’s current WebEOC environment includes existing SSO/identity, GIS, operational-data, and other system integrations, with additional integration and modernization needs anticipated during the contract period. The systems and integration areas identified in the RFP are representative of the expected landscape. Specific integrations requiring enhancement, modernization, replacement, or new development will be validated through discovery and prioritized work e orts with the selected Contractor.

#7 After-Hours and Emergency Coverage

Please confirm whether TDEM anticipates any after-hours, weekend, on-call, or emergency-response coverage and, if so, whether those hours will be applied against the 4,160-hour annual hour bank.

Answer Question: TDEM does not anticipate a standing 24x7 on-call requirement; however, after-hours, weekend, or emergency support may be required when operationally necessary. Any contractor hours worked in support of approved activities will be applied against the 4,160-hour annual hour bank unless separately authorized by TDEM.

#8 Onsite Support Expectations

Please clarify the anticipated frequency, duration, and primary locations for onsite support related to discovery, exercises, UAT, go-live activities, and State Operations Center milestones

Answer Question: TDEM has not established a fixed frequency or duration for onsite support. Onsite support will be scheduled as needed based on approved work e orts and operational requirements, including discovery/storyboarding, exercises/balloon-drills, UAT, go-live activities, and SOC milestones. Onsite work will primarily occur at TDEM SOC or TDEM HQ but could be other locations as designated by TDEM.

#9 Annual Hour Commitment

Please confirm whether TDEM anticipates a minimum annual utilization within the 4,160-hour ceiling and how any unused hours will be treated at the end of each contract year.

Answer Question: TDEM does not anticipate a guaranteed minimum annual utilization. The 4,160 hours represent the annual not-to-exceed ceiling. Any unused hours at the end of a contract year will be handled in accordance with the resulting contract and will not automatically carry forward into a renewal period.

#10 Page 57 - Build America Act

Page 57 Build America, Buy America Act (BABAA) Section 70914 of Public Law No. 117-58, §§ 70901-52 (if applicable) – Is this applicable for this project? Do we have to execute this document

Answer Question: The Build America, Buy America Act (BABAA) requirements and associated self-certification on pg 57 are not applicable to the scope of this RFP.

Respondents are not required to execute the BABAA certification for this solicitation.

#11 5.13 Payment

How frequently will vendor be able to invoice TDEM? Can it be monthly/quarterly in advance/arrears, annually in advance

Answer Question: The Contractor may invoice TDEM monthly in arrears for actual hours worked and approved services performed during the prior billing period, in accordance with Section 5.13 and the resulting contract.

#12 Exhibit B- Cost Proposal

There is only room for year 1 pricing. Is TDEM expecting the cost to remain the same over the additional 4 year renewal periods, or is there a way to put in an annual COLA (Cost of Living Increases

Answer Question: Respondents should provide the firm, fixed pricing requested in Exhibit B. The RFP does not provide for an automatic annual COLA or price escalation. Any future pricing change would require mutual agreement and an authorized written contract modification in accordance with the resulting contract.