Procurement_Exemption_for_WebEOC_Software_Professional_Services.pdf

SOLE SOURCE

2026-PE-211

PROCUREMENT EXEMPTION FOR WEBEOC SOFTWARE

PROFESSIONAL SERVICES

Pierce County

1501 Market St, Suite 420

Tacoma, WA 98402

RELEASE DATE: August 17, 2026

DEADLINE FOR QUESTIONS: August 24, 2026

RESPONSE DEADLINE: August 31, 2026, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

Sole Source #2026-PE-211 Title: Procurement Exemption for WebEOC Software Professional Services https://procurement.opengov.com/portal/piercecountywa https://procurement.opengov.com/portal/%7bproject.government.code%7d

Pierce County

SOLE SOURCE

Procurement Exemption for WebEOC Software Professional Services

1. Procurement Exemption General Requirements

2. Public Notice and Capability Statement Process

3. Capability Statement Requirements

4. Exemption Information

5. Exemption Type and Intended Vendor

6. Scope of Exemption

7. Cost and Term

8. Justification

9. Minimum Requirements

10. Market Research

11. Capability Statement

Attachments:

A - WebEOC Sole Source Letter

1. Procurement Exemption General Requirements

1.1. Public Notice and Capability Statement Process

Pierce County posts public notice of all sole source, special facility, and special market condition procurement exemptions for 10 business days. Interested vendors have 5 business days to submit questions in OpenGov. A public notice is not a competitive bid or solicitation, and any bids or proposals submitted during this process will not be accepted. At minimum, the public notice will explain the following information:

• The scope of the purchase.

• The estimated cost of the purchase.

• The estimated term of the exemption.

• The intended vendor for the purchase.

• The justification for the procurement exemption.

• Any minimum requirements for a vendor to meet the County's need.

Any entity who believes they are qualified to meet the County's need as described in the public notice may submit a capability statement by the submission deadline. The Pierce County Purchasing Agent, or designee, will evaluate the capability statement in consultation with subject matter experts as appropriate to determine whether the submitter has demonstrated that they can meet the County's need.

If the capability statement demonstrates that the submitter can meet the County's need, the County will cancel the public notice and proceed with a competitive procurement. If the County determines that the capability statement has not demonstrated that the submitter can meet the County's need, the County will proceed with the procurement exemption. Entities who submit a capability statement will receive a letter explaining the County's decision.

The County reserves the right to contact entities who submit capability statements to request more information about their capabilities and qualifications.

1.2. Capability Statement Requirements

Capability statements must be submitted in OpenGov and should use the .docx or .pdf file type, or any other standard file type that can be opened in Microsoft Word or Adobe Acrobat. There are no strict formatting requirements for capability statements. To be properly evaluated, a capability statement must include the following information:

• The name of the individual or organization submitting the capability statement.

• The name, email address, and phone number of the primary contact.

• A description of how the entity meets the County's need.

The capability statement must directly address any minimum requirements described in the public notice. Any capability statement offering to provide items or services other than those specifically requested must demonstrate that they are of matching specifications and compatible with any systems with which the items or services will be integrated.

2. Exemption Information

2.1. Exemption Type and Intended Vendor

Based on a sole source exemption, Pierce County intends to purchase professional services related to the proprietary WebEOC system by direct negotiation. The County has determined that ESi Acquisition

Inc. is the only entity capable of meeting the County's need as described below.

2.2. Scope of Exemption

The services to be purchased via this exemption include professional services necessary for the support and migration of the current WebEOC production database from on-premises to a cloud-hosted environment. The purchase will also include subscription costs for the updated SaaS cloud-hosted system.

2.3. Cost and Term

The contract awarded as a result of this exemption will have an initial term of 24 months and an estimated cost of $141,549.32 over the initial term. The County may, at its discretion and for a commensurate cost, extend the contract for a maximum term not to exceed 5 years.

2.4. Justification

The Pierce County Department of Emergency Management (DEM) uses the WebEOC software to support emergency operations center and related functions. DEM intends to migrate its existing on-premises WebEOC production database to a cloud-hosted system, which requires professional services, access to the source code, and the ability to warrant the quality of service.

As the sole developer and licensor of the WebEOC system, ESi Acquisition is the only entity with the authorization to do the work necessary, the required access to the source code, and the ability to warrant performance of the software after the work is completed.

2.5. Minimum Requirements

The County has identified the following minimum requirements to meet the County's need:

1. Authorization by the license holder of the WebEOC software solution to provide professional services related to production database migration from an on-premises to a cloud-hosted environment.

2. Access to the WebEOC software source code.

3. The ability to warrant continued performance of the WebEOC software after the production database migration is complete.

2.6. Market Research

To identify qualified vendors, support the justification of this exemption, and determine the minimum requirements to meet the County's need, the County performed the following market research:

• Obtaining a sole source letter from ESi Acquisition Inc / Juvare, which is attached to this public notice.

2.7. Capability Statement

Please ensure that your capability statement meets the requirements described in this public notice.

1. Please upload your capability statement here.* The capability statement must demonstrate how you meet the requirements listed in this public notice and how you are capable of meeting the County's need.

*Response required