rfp-2026-bsf-01.pdf

Statewide Public School Critical Incident Mapping Project RFP #2026-BSF 01 Page 1 of 20

STATE OF NEW HAMPSHIRE

DEPARTMENT OF EDUCATION

Division of Education Analytics and Resources

Bureau of School Facilities

25 Hall Street

Concord, NH 03301

Request for Proposal

Statewide Public School Critical Incident Mapping Project

RFP 2026-BSF 01

The New Hampshire Department of Education does not discriminate on the basis of race, color, religion, marital status, national/ethnic origin, age, sex, sexual orientation, or disability in its programs, activities and employment practices. This statement is a reflection of the Department of Education and refers to, but is not limited to, the provisions of the following laws: Title IV, VI and VII of the Civil Rights Act of 1964-race color, national origin, The Age Discrimination in Employment Act of 1967, The Age Discrimination Act of

1975, Title IX of the Education Amendments of 1972 (Title IX)-sex, Section 504 of the

Rehabilitation Act of 1973 (Section 504)-disability, The Americans with Disabilities Act of

1990 (ADA)-disability, and NH Law against discrimination (RSA 354-A).

Auxiliary aids and services are available upon request to individuals with disabilities.

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TABLE OF CONTENTS

SECTION 1 – Overview and Schedule

SECTION 2 – Requirements and Scope of Work

SECTION 3 – Contract Terms and Conditions

SECTION 4 – Request for Proposal Process

SECTION 5 – RFP Terms and Conditions

SECTION 6 – Evaluation of Proposals

SECTION 7 – Process for Submitting a Proposal

SECTION 8 – Proposal Content and Requirements

APPENDIX A – Standard Terms of the State of New Hampshire (P-37)

APPENDIX B – Preliminary List of Eligible Public Schools

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SECTION 1 – Overview and Schedule

A. Goal of this procurement/Business needs:

For the purposes of this Request for Proposals (RFP), the following definitions shall apply:

1. “Agency” means the New Hampshire Department of Education (NHED).

2. “CIM” Means the Statewide Critical Incident Mapping project as described herein.

3. “HSEM” means the New Hampshire Department of Homeland Security and Emergency

Management.

4. "Vendor" means a person or entity who offers products or services for sale.

5. "Selected vendor" means the qualified vendor which has been identified by the Agency as having received the best score for its proposal according to the criteria set forth in this RFP.

The Agency is interested in obtaining accurate critical incident mapping data to assist emergency responders when responding to an emergency at a public school. The CIM data must be compatible with the existing software currently utilized by public safety agencies (police, fire/medical, PSAPs, etc.) and by school districts throughout the State of New Hampshire (State). The awarded vendor must be able to integrate CIM mapping data into these pre-existing software systems as part of the service.

The Agency is not interested in procuring a software system or subscription through this RFP but will procure CIM mapping data and associated integration and training services to support implementation of this CIM program across the State. The awarded vendor must develop CIM data for every public school, chartered public school, and public academy in the state that chooses to participate in the program, distribute the data to schools and State and Local public safety agencies, and provide adequate training to ensure school and public safety agencies can access and communicate with the CIM data during an emergency. Emergencies include, but are not limited to, any event in which a law enforcement officer, firefighter, rescue squad, emergency medical service provider, public safety telecommunicator, or any other emergency management provider or emergency agency responds.

The selected vendor will be required to collaborate closely with the Agency, HSEM, public school-based personnel, and key local and statewide first responder/emergency management stakeholders in completing the CIM project for individual participating public schools across New Hampshire.

A list of public schools, and an identification of district campuses that include more than one school building, that qualify to participate in the CIM program is included in Appendix B. Please note that participation in the CIM program is voluntary and some public schools or public-school districts, may not elect to participate. As such, the vendor should propose a compensation structure that anticipates that not all schools may elect to participate. Availability of school access will be decided per school district. Individual districts will decide whether school buildings will be available after hours and/or weekends/holidays/etc. The vendor will be responsible for all communications with the school districts and schools who elect to participate and arranging and scheduling the logistics to permit the vendor to provide the services required pursuant to the contract.

The intent of the procurement is to award a contract on or about July of 2026 with completion of the initial CIM project (delivery of all individual participating school maps and related training services) no later than 24 months following the date of contract execution. The selected vendor will also be

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CIM project. The actual timing requirements of the engagement will be negotiated during the award process.

The CIM data resulting from this program will be owned by the State of New Hampshire through

NHED and HSEM. CIM data, including mapping markings, is not subject to disclosure under the

Freedom of Information Act.

B. Schedule

The following table provides a Schedule of Events for this RFP through award finalization and approval.

The Agency reserves the right to amend this Schedule of Events at its sole discretion and at any time through a published Addendum.

Table B:1 – Schedule of Events

Event Date Local Time

RFP Released (Advertisement) 2/6/26 N/A

Vendor Inquiry Period Ends 2/20/26 4:00 PM

Final Agency Responses to Inquiries 3/6/26 4:00 PM

Proposal Due Date 3/13/26 2:30 PM

Estimate Timeframe for Oral Presentations and Interviews 3/23/26 –

3/27/26

TBD

Estimated Notification of Selection 4/3/26 4:00 PM

C. Description of Agency or Program issuing the Request for Proposals

The New Hampshire Department of Education (NHED) is committed to helping students, parents, and educators (including teachers, principals, superintendents, and school communities) meet the educational needs of each student. As part of this commitment, the NHED Bureau of School Facilities (BSF) collaborates with school leaders and other State Agencies such as HSEM to provide a safe and secure learning environment for students.

With the support of the State Legislature and Governor’s Office and at the direction of the New

Hampshire Public School Infrastructure Commission, NHED and HSEM are pursuing an award for the development and delivery of a statewide critical incident mapping program for all New Hampshire public school buildings and public school campuses. “Public school campus” means two or more buildings operated by a school district as school buildings that are located within a one-quarter mile radius of one another, as measured in a straight line from the nearest exterior wall of each building. The development of a school Critical Incident Mapping program represents a vital investment in the security of students, educators, and schools. It combines security assessments with facility safety and hazard inventories to create comprehensive maps of school properties, including detailed building layouts and campus surroundings, accessible to first responders during emergencies.

D. Vendor Instructions

Interested vendors must read the entire RFP and submit the required documents in the manner specified in the RFP. Vendors are responsible for reviewing the most updated information related to this RFP before submitting proposals.

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SECTION 2 – Requirements and Scope of Work

A. Qualifications and Experience

Vendors must meet the following minimum qualifications:

1. Demonstrate proficiency and experience in completing CIM projects for K-12 public schools.

Experience must include successful completion of school mapping projects that total over 1,000

K-12 public school buildings.

2. Demonstrate experience in managing at least two state-wide CIM projects for K-12 public schools that conform to the general requirements identified in this RFP.

3. Demonstrate ability to integrate CIM data into existing public safety software systems as part of a state-wide mapping initiative. Identify how school districts, local, state, and federal public safety agencies access mapping data in an emergency in at least two state-wide projects.

4. Demonstrate experience with the integration of the CIM data across pre-existing public safety software systems. Provide a list of public safety software systems for which integration was successfully accomplished.

5. Demonstrate experience in executing onsite surveys to validate the accuracy of the school building and surrounding area mapping data in projects of similar or greater scale.

6. Demonstrate experience in providing collaborative table-top training exercises to school districts and public safety agencies on the use of CIM data platform.

B. Mandatory Requirements

Failure to satisfy any of the following requirements will disqualify a proposal from being scored and the proposal will be deemed to be non-responsive.

The proposer must be a United States–owned and controlled entity, as that concept is understood under the Committee on Foreign Investment in the United States (CFIUS) control framework. The proposer must fully disclose in its proposal (1) all direct and indirect ownership interests; (2) parent companies, subsidiaries, and affiliates; (3) any foreign ownership, investment, participation of any kind, including non-controlling interest.

1. Interested vendors must certify and demonstrate that all mapping information shall be stored, processed, backed up, and accessed exclusively on servers and infrastructure located within the

United States.

2. Interested vendors must certify that no mapping information may be stored, processed, transmitted, or accessed from servers, cloud environments, data centers, or backup systems located outside the United States or through remote access sessions initiated from outside the

United States.

3. Interested vendors must be United States owned and controlled entities and shall certify that:

a. The proposer is organized under the laws of the United States.

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b. A majority ownership interest and effective managerial operational control are held by

US persons or entities.

c. No foreign government, foreign entity, or foreign national holds a controlling interest in the vendor; exercises direct or indirect control over the operations of the vendor; or has the ability to access or determine the storage or security of the mapping information.

d. That the vendor acknowledges that any change in control of ownership during the bid process or contract performance term shall be grounds for immediate termination of the agreement.

C. Product Specifications

CIM mapping data created for the project must:

1. Be able to be provided to the school districts and state and local public safety agencies in a digital format capable of being printed.

2. Be able to be provided to local, state, and federal public safety agencies in digital formats that conform to and integrate with the pre-existing applications, software systems, and technologies utilized by the agencies responding to the specific school and must not require any additional software. The awarded vendor shall not require any fees from public safety agencies to analyze, access, or integrate the data. A list of departments and agencies that respond to each school will not be provided; vendor must work with each school district and HSEM to ensure all public safety agencies that could reasonably respond to the school during a major emergency like a mass casualty event have access to mapping data. A list of software platforms utilized by public safety agencies throughout the State will not be provided. Vendors working in this space should be aware of the potential platforms, ensure that the mapping is accessible in all platforms, and plan for every possibility.

3. Be compatible with existing school district and public safety software systems that provide real time tracking and deployment data (mobile phones, cameras, motion sensors, etc.).

4. Be verified by the entity producing the data for accuracy by a walk-though of all school buildings and grounds. Vendors shall conduct on-site visits to each school and/or school campus to identify and confirm the accuracy of mapping data.

5. Be displayed true north.

6. Include a mapping layer that overlays accurate interior floor plans on current verified areal imagery/photography of the campus. This layer must contain site-specific labeling that precisely aligns with the structure of the school buildings. The layer shall include, but not be limited to room labels, exits, entrances, hallway names, camera locations, external door and stairwell number, locations of hazards, critical utility locations specifically gas and electrical shutoffs, key boxes, automated external defibrillators, fire extinguishers, and trauma kits. Include any relevant details and be detailed enough to support tactical planning and maneuvers by a responding agency.

7. Include a mapping layer that contains site-specific labeling for the school grounds and property.

This layer shall include but not be limited to parking areas, service/storage buildings, rally points, areas of refuge, athletic fields, gates, fences, access roads, exterior trauma kits/AEDs, camera

Statewide Public School Critical Incident Mapping Project RFP #2026-BSF 01 Page 7 of 20 locations, surrounding roads, and neighboring properties. At a minimum this layer should include a five-block radius outside of the school property perimeter (urban school) or at least 500-1000 meters around the school (rural school), and school include the entire public school campus, depending on the location of nearby major intersections that require law enforcement or public safety presence during a school emergency. This required data must be overlaid on current, verified overhead imagery of the school property and surrounding properties.

8. Include aerial imagery that shall have a resolution of not less than one-square-foot per pixel.

9. Include mapping symbology that conforms to the National Association of Public Safety GIS

(NAPSG) guidelines to ensure consistency across the emergency communications ecosystem, as appropriate.

10. Be compatible with the National Emergency Number Association's latest Civic Location Data

Exchange Format (CLDXF) standard to ensure interoperability with 911 and other public safety applications.

11. Be overlaid with gridded x and y coordinates.

D. Implementation Services and Timeline

Implementation services for this award must include:

1. Collaborative schedule of meetings with all participating schools, police departments, fire/medical departments, emergency managers, Public Safety Access Point (PSAP), and tactical

(SWAT) and Hazardous Materials team in the State to support implementation of the mapping initiative.

2. Integration of mapping product into school district-based emergency alert/mass notification software, camera management systems, and any other pre-existing software required by each unique district.

3. Integration into software systems used by police, fire, EMS, and tactical (SWAT) teams that serve each school district, including CAD/RMS software, interactive mobile applications, and situational awareness software in Fusion Center or Real-Time Crime Centers, at the local, regional, State, and Federal level.

4. A detailed training plan for all end-users using Train-the-Trainer model, including on-site training sessions, virtual/video-recorded training, and user manuals.

5. At least 27 in-person tabletop implementation exercises and map training sessions as summarized in Table 1 below. The exercises must be collaboratively planned with regional schools and public safety entities and executed by the Vendor. Tabletop exercises must be offered as an in-person experience with a remote access option. Following tabletop training sessions, school districts and public safety agencies should know how to access and communicate using critical incident mapping data during an emergency. Vendor must provide an after-action report to the State on completion of each table-top exercise.

Table C:1 – Number of Tabletop Exercises Required by County

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County Approximate # of School

Districts

# of Required Tabletop

Exercises

Hillsborough 36 4

Rockingham 45 5

Merrimack 25 3

Strafford 11 2

Grafton 33 3

Cheshire 18 2

Belknap 10 2

Carroll 14 2

Sullivan 13 2

Coos 12 2

6. A comprehensive product testing plan to ensure the applications, software systems, and technologies meet all functional and technical requirements.

7. Vendor developed timeline, with milestones, for completion of items 1-6 above.

E. System Description

The CIM system for this project must:

1. Be accessible from all desktop and mobile devices regardless of the operating system, including laptops, cell phones, and tablets. Users must be able to view mapping data and upload documents and pictures from mobile devices.

2. Be able to use ArcGIS provided maps and utilize existing mapping data with no additional software.

3. Be able to provide visual representation of an emergency action plan, augment mapping data and pre-existing mapping data with multi-layered real-time tracking and deployment data, and upload field data and imagery.

4. Be hosted using commercial standard cloud SaaS architecture and ensure high availability and performance to support the State’s needs (e.g. 99% uptime).

5. Provide for authentication and access control for verified users. Access control for different user groups (school personnel, first responders, etc.) shall be all access for all verified users.

6. Be able to ensure secure and efficient data management, support data import/export capabilities, and provide robust data reporting features. Up to 234 communities within the state of New

Hampshire will use the software.

7. Be able to provide an intuitive user-friendly experience for all users and support multiple user roles with appropriate access controls.

8. Meet the Americans with Disabilities Act of 1990 (ADA) requirements. The vendor’s software must comply, where relevant, with level AA of the World Wide Web Consortium (W3C) Web

Content Accessibility Guidelines (WCAG) 2.0 Level AA. A VPAT is required, and the State of

New Hampshire may request access to a test of the sample environment.

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F. Data Management and Security

Data management and security efforts for this project must:

1. Keep CIM data secure and separate from other vendor client data.

2. Provide for vendor internal controls for ensuring a secure and robust system to include a vendor system/data backup plan, incident response plan, disaster recovery plan, and business continuity plan.

G. Mapping Product Updating Services

Mapping product updating services must:

1. Be made available to each participating school to assure any physical changes to the school’s buildings and/or grounds are updated in the vendor’s mapping product.

2. Include, at a minimum, the ability to update any of the items listed on the mapping layers described in Section 2 (B) Product Specifications, Items 6 -8 above.

3. Be verified for accuracy by a vendor walk-though of the participating school’s buildings and grounds, as applicable. Vendors shall visit each school to identify and confirm the accuracy of updated mapping data.

4. Provide for ongoing maintenance of the vendor’s mapping product at a fixed annual rate for a period of 5 years. The fixed 5 year period will start the day after the initial CIM project is completed across all participating public schools in the State of New Hampshire.

5. Offer timely updates at the request of each school as required to ensure the mapping product remains current and functional.

SECTION 3 – Contract Terms and Conditions

A. Non-Exclusive Award

Any award resulting from this RFP shall be non-exclusive. The Agency reserves the right, at its discretion, to retain other vendors to provide any of the services or deliverables identified in this RFP or make an award by item, part or portion of an item, group of items, or total Proposal.

B. Award

If the Agency decides to award a contract as a result of this RFP process, the contract shall be contingent upon approval of the contract by the Governor and Executive Council of the State of New

Hampshire and upon continued appropriation of funding.

C. Standard Contract Terms

The Agency will require the selected vendor to execute an Agreement using the General Provisions of the State of New Hampshire (Form P-37) which is attached as Appendix A. In no event shall a vendor submit its own standard terms and conditions as a replacement for the State’s terms in response to this solicitation.

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The terms of this RFP and the selected vendor’s Proposal will be used to form the terms of any resulting award. The resulting award may incorporate some or all of the selected vendor’s Proposal.

To the extent that a vendor believes that exceptions to the Agreement terms in Appendix A will be necessary for the vendor to enter into the Agreement, the vendor must note those issues during the

Vendor Inquiry Period, as further described in Section 4B.

D. Related Documents Required

The selected Vendor will be required to submit the following documents prior to Contract approval:

1. Certificate of Good Standing obtained by the Secretary of State of New Hampshire.

2. Certificate of Authority/Vote - The Certificate of Authority/Vote authorizes, by position, a representative(s) of your corporation to enter into an Agreement or amendment with the State of

New Hampshire.

3. Certificate of Insurance - Certificates of Insurance evidencing coverage as required under the contract.

4. Workers Compensation coverage must comply with State of NH RSA 281-A.

5. If the vendor is a nonprofit organization, the vendor must be registered with the New Hampshire

Charitable Trust Unit.

SECTION 4 –Request for Proposal Process

A. Agency Point of Contact/Restriction of Contact with Agency Employees

The sole point of contact for this RFP, from the RFP issue date until the approval of the resulting contract by the Governor and Executive Council is:

Krzystof (Chris) J. Armatys

School Safety Grants Administrator

Phone: 603-892-4766

Email: krzystof.j.armatys@doe.nh.gov

From the date of release of this RFP until an award is made and announced regarding the selection of a vendor, all communication with personnel employed by or under contract with the Agency regarding this

RFP is prohibited unless first approved by the RFP Sole Point of Contact. Agency employees have been directed not to hold conferences and/or discussions concerning this RFP with any potential vendor during the selection process, unless otherwise authorized by the RFP Sole Point of Contact. Vendors may be disqualified for violating this restriction on communications.

B. Vendor Inquiries

All inquiries concerning this RFP, including but not limited to, requests for clarifications, questions, any changes to the RFP, and any exceptions to the Agreement terms in Appendix A, including the Form P-

37, shall be submitted via email to the Agency Point of Contact specified above. Inquiries must be received by the end of vendor inquiry period (see Schedule of Events herein).

mailto:krzystof.j.armatys@doe.nh.gov

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The vendor must identify the RFP name and the number and include the vendor’s name, telephone number, and e-mail address.

The Agency will issue responses to properly submitted inquiries on or before the date specified in the

Schedule of Events; however, this date is subject to change at the Agency’s discretion. The Agency may consolidate and/or paraphrase questions for sufficiency and clarity. The Agency may, at its discretion, amend this RFP on its own initiative or in response to issues raised by inquiries, as it deems appropriate.

In response to requested exceptions to Form P-37, the Agency will review requested exceptions and accept, reject, or note that it is open to negotiation of the proposed exception at its sole discretion.

Questions about or requested exceptions to the RFP, Form P-37 and/or any relevant attachments not raised during the inquiry period are waived. Oral statements, representations, clarifications, or modifications concerning the RFP shall not be binding upon the Agency. Official responses by the

Agency will be made only in writing by the process described above. Vendors shall be responsible for reviewing the most updated information related to this RFP before submitting a proposal.

SECTION 5 – RFP Terms and Conditions

A. Debarment

Vendors who are ineligible to bid on proposals, bids or quotes issued by the Department of

Administrative Services, Division of Procurement and Support Services pursuant to the provisions of

RSA 21-I:11-c shall not be considered eligible for an award under this RFP.

B. Proposal Preparation Cost

By submitting a proposal, a vendor agrees that in no event shall the Agency be either responsible for or held liable for any costs incurred by a vendor in the preparation of or in connection with the Proposal, or for work performed prior to the Effective Date of a resulting award.

C. Validity of Proposal

Proposals must be valid for one hundred and eighty (180) days following the deadline for submission of

Proposals in the Schedule of Events, or until the Effective Date of any resulting award, whichever is later.

D. RFP Addendum

The Agency reserves the right to amend this RFP at its discretion, prior to the Proposal submission deadline. In the event of an addendum to this RFP, the Agency, at its sole discretion, may extend the

Proposal submission deadline, as it deems appropriate.

E. Non-Collusion

The vendor’s signature on a Proposal submitted in response to this RFP guarantees that the prices, terms and conditions, and work quoted have been established without collusion with other Vendors and without effort to preclude the Agency from obtaining the best possible competitive Proposal.

F. Property of the Agency

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All material received in response to this RFP shall become the property of the Agency and will not be returned to the vendor. Upon contract award, the Agency reserves the right to use any information presented in any Proposal.

G. Proposal Confidentiality

Unless necessary for the approval of an award, the substance of a proposal must remain confidential until the Effective Date of any Agreement resulting from this RFP. A vendor’s disclosure or distribution of

Proposals other than to the Agency may be grounds for disqualification.

H. Public Disclosure

The information submitted in response to this RFP (including all materials submitted in connection with it, such as attachments, exhibits, addenda, and presentations), any resulting Agreement, and information provided during the contractual relationship may be subject to public disclosure under Right-to-Know law, including RSA 91-A. In addition, in accordance with RSA 9-F:1, any Agreement entered into as a result of this RFP will be made accessible to the public online via the website Transparent NH

(http://www.nh.gov/transparentnh/).

Confidential, commercial, or financial information may be exempt from public disclosure under RSA 91-

A:5, IV. If a vendor believes any information submitted in response to this RFP should be kept confidential, the vendor must specifically identify that information where it appears in the submission in a manner that draws attention to the designation and must mark/stamp each page of the materials that the vendor claims must be exempt from disclosure as “CONFIDENTIAL.” Vendors must also provide a letter to the person listed as the point of contact for this RFP, identifying the specific page number and section of the information you consider to be confidential, commercial, or financial and providing your rationale for each designation. Marking or designating an entire proposal, attachment, or section as confidential shall neither be accepted nor honored by the State. Vendors must also provide a separate copy of the full and complete document, fully redacting those portions, and shall note on the applicable page or pages that the redacted portion or portions are “confidential.”

Submissions which do not conform to these instructions by failing to include a redacted copy (if necessary), by failing to include a letter specifying the rationale for each redaction, by failing to designate the redactions in the manner required by these instructions, or by including redactions which are contrary to these instructions or operative law may be rejected by the State as not conforming to the requirements of the proposal.

Pricing, which includes but is not limited to administrative costs and other performance guarantees in

Proposals or any subsequent award shall be subject to public disclosure regardless of whether it is marked as confidential.

Notwithstanding a vendor’s designations, the State is obligated under the Right-to-Know law to conduct an independent analysis of the confidentiality of the information submitted in a proposal. If a request is made to the State to view or receive copies of any portion of the proposal, the State shall first assess what information it is obligated to release. The State will then notify you that a request has been made, indicate what, if any, information the State has assessed is confidential and will not be released, and specify the planned release date of the remaining portions of the proposal. To halt the release of information by the

State, a vendor must initiate and provide to the State, prior to the date specified in the notice, a court action in the Superior Court of the State of New Hampshire, at its sole expense, seeking to enjoin the release of the requested information.

By submitting a proposal, vendors acknowledge and agree that:

http://www.nh.gov/transparentnh/

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1. The State may disclose any and all portions of the proposal or related materials which are not marked as confidential and/or which have not been specifically explained in the letter to the person identified as the point of contact for this RFP;

2. The State is not obligated to comply with a vendor’s designations regarding confidentiality and must conduct an independent analysis to assess the confidentiality of the information submitted in your proposal; and

3. The State may, unless otherwise prohibited by court order, release the information on the date specified in the notice described above without any liability to a vendor.

I. Electronic Posting of RFP Results and Resulting Award

At the time of receipt of proposals, the Agency will post the number of responses received with no further information. No later than five (5) business days prior to submission of an award to the Department of

Administrative Services, the Agency will post the ranks or scores of each responding vendor. In the event that the award does not require Governor & Executive Council (G&C) approval, the Agency will disclose the rank or score at least 5 business days before final approval of the Agreement.

Pursuant to RSA 91-A and RSA 9-F:1, the Secretary of State will post to the public any document submitted to G&C for approval, including awards resulting from this RFP, and post those documents on its website (https://sos.nh.gov/administration/miscellaneous/governor-executive-council/). By submitting a proposal, vendors acknowledge and agree that, in accordance with the above mentioned statutes and policies, (and regardless of whether any specific request is made to view any document relating to this

RFP), any award resulting from this RFP that is submitted to G&C for approval will be made accessible to the public online.

J. Non-Commitment

Notwithstanding any other provision of this RFP, this RFP does not commit the Agency to make an award. The Agency reserves the right, at its sole discretion, to reject any and all proposals, or any portions thereof, at any time; to cancel this RFP; and to solicit new proposals under a new acquisition process.

K. Ethical Requirements

From the time this RFP is published until an award is made, no vendor shall offer or give, directly or indirectly, any gift, expense reimbursement, or honorarium, as defined by RSA 15-B, to any elected official, public official, public employee, constitutional official, or family member of any such official or employee who will or has selected, evaluated, or awarded an RFP, or similar submission. Any vendor that violates RSA 21-G:38 shall be subject to prosecution for an offense under RSA 640:2. Any vendor who has been convicted of an offense based on conduct in violation of this section, which has not been annulled, or who is subject to a pending criminal charge for such an offense, shall be disqualified from bidding on the RFP, or similar request for submission and every such vendor shall be disqualified from bidding on any RFP or similar request for submission issued by any state agency. A vendor that was disqualified under this section because of a pending criminal charge which is subsequently dismissed, results in an acquittal, or is annulled, may notify the New Hampshire Department of Administrative

Services, which shall note that information on the list maintained on the state’s internal intranet system, except in the case of annulment, the information, shall be deleted from the list.

L. Challenges to Identification of Selected Vendor https://sos.nh.gov/administration/miscellaneous/governor-executive-council/

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Within 5 business days of the Agency’s posting of the rank or score on its website, vendors may, in accordance with RSA 21-G:37, request that the agency review its selection process. The request must be in writing and must specify all points on which the vendor believes the agency erred in its process and shall contain such argument in support of its position as the vendor seeks to present. In its request for review, a vendor shall not submit, and an agency will not accept nor consider, any substantive information that was not included in the original proposal. The agency will respond to the request within

5 business days of its receipt.

SECTION 6 – Evaluation of Proposals

A. Criteria for Evaluation and Scoring

The Agency will evaluate each responsive Proposal using a scoring scale of 115 points, which will be distributed as set forth in the table below.

CATEGORIES POINTS

TECHNICAL PROPOSAL with the following potential maximum scores for each

Technical Proposal category;

Qualifications 12

Experience 12

Product Specifications 15

Implementation Services and Timeline 15

System Description 20

Data Management and Security 20

Maintenance and Support Services 15

PRICE PROPOSAL MAXIMUM POINTS 11

TOTAL MAXIMUM POINTS 120

The Agency will select a vendor based upon the criteria and standards contained in this RFP and from applying the weighting in this section. Oral interviews and reference checks, to the extent they are utilized by the Agency, will be used to refine and finalize scores.

If the Agency decides to make an award based on these evaluations, the Agency will notify the selected vendor(s). Should the Agency be unable to reach agreement with the selected vendor(s) during award negotiations, the Agency may then undertake discussions with the next preferred vendor and so on, or the

Agency may reject all proposals, cancel this RFP, or solicit new Proposals under a new acquisition process.

B. Planned Evaluations Steps

The Agency plans to use the following process:

1. Step 1. Initial screening to ensure that the Proposals are in compliance with submission requirements;

2. Step 2. Preliminary evaluation of the Technical Proposals;

3. Step 3. Oral interviews and Product Demonstrations;

4. Step 4. Final Scoring of Technical Proposals;

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5. Step 5. Price Proposals review;

6. Final Selection: Select the highest scoring vendor(s) and begin contract execution.

C. Step 1: Initial Screening

The Agency will conduct an initial screening to verify vendor compliance with the proposal submission requirements set forth in Section I B and 7. The Agency may waive or offer a limited opportunity to cure immaterial deviations from the RFP requirements if it is determined to be in the best interest of the State.

D. Step 2: Preliminary Technical Scoring of Proposals

The Agency will establish an evaluation team to review for compliance of the minimum requirements as set forth in Section 2. This evaluation team will then review the technical proposals and give a preliminary score to the technical proposals under the guidelines set forth in Section 6. Should a vendor fail to achieve 76 points in the preliminary Technical Proposal scoring, it will receive no further consideration from the evaluation team and the vendor’s Price Proposal will be returned unopened. Price

Proposals will not be reviewed by the evaluation team during the preliminary technical review.

E. Step 3: Oral Interviews and Product Demonstrations

If the Agency determines that it is appropriate, vendors may be invited to oral interviews and/or product demonstrations including demonstrations of any proposed automated systems or technology components.

The Agency retains the sole discretion to determine whether to conduct oral interviews, with which vendors; and the number of interviews. Vendors are advised that the Agency may decide to conduct interviews with less than all responsive vendors.

The purpose of oral interviews and product demonstrations is to clarify and expound upon information provided in the written proposals. Vendors are prohibited from altering the basic substance of their proposals during the oral interviews and product demonstrations. The Agency may ask the vendor to provide written clarifications of elements in their technical proposal regardless of whether it intends to conduct oral interviews.

Information gained from oral interviews and product demonstrations will be used to refine technical review scores assigned from the initial review of the proposals.

F. Step 4: Final Technical Scoring of Proposals

Following oral interviews, product demonstrations, reference checks (if appropriate), and/or review of written clarifications of proposals requested by the Agency, the evaluation team will determine a final score for each technical proposal.

G. Step 5: Price Proposal Review

Price Proposals will be reviewed upon completion of the final technical scoring of proposals. The vendor’s Price Proposal will be allocated a maximum potential score of 11 points. Vendors are advised that this is not a low bid award and that the scoring of the Price Proposal will be combined with the scoring of the Technical Proposal to determine the overall highest scoring vendor.

The following formula will be used to assign points for costs:

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Vendor’s Price Score = (Lowest Proposed Price per school/campus mapping / Vendor’s

Proposed Price per school/campus mapping) x Number of Points for Score

For the purpose of use of this formula, the lowest proposed price is defined as the lowest price proposed by a vendor who has scored above the minimum necessary for consideration on the Technical Score.

H. Final Selection

The Agency will conduct a final selection based on the final evaluation of the proposals and begin award discussions with the selected vendor(s).

I. Rights of the Agency in Accepting and Evaluating Proposals

The Agency reserves the right, at its sole discretion, to:

1. Make independent investigations in evaluating proposals;

2. Request additional information to clarify elements of a proposal;

3. Waive minor or immaterial deviations from the RFP and Agreement requirements, if determined to be in the best interest of the State;

4. Omit any planned evaluation step if, in the Agency’s view, the step is not needed;

5. Reject any and all proposals at any time; and

6. Open discussions with the second highest scoring vendor and so on, if the Agency is unable to reach an agreement on award terms with the higher scoring vendor(s).

SECTION 7 – Process for Submitting a Proposal

A. Proposal Submission, Deadline, and Location Instructions

Proposals submitted in response to this RFP must be received no later than the Proposal Due Date specified in the Schedule of Events, herein.

The Price Proposal must be labeled clearly and submitted separately from the technical proposal.

Unless waived as a non-material deviation in accordance with Section 6, late submissions will not be accepted and will be returned to the vendors unopened. Delivery of the Proposals shall be at the vendor’s expense. The time of receipt shall be considered when a Proposal has been officially documented by the

Agency, in accordance with its established policies, as having been received at the location designated below. The Agency accepts no responsibility for damaged, mislabeled, or undeliverable mailed or emailed proposals. Any damage that may occur due to shipping shall be the vendor’s responsibility.

Proposals must include one electronic copy of the Proposal with all Confidential Information fully redacted, as provided for in Section 5H of this RFP.

Proposals must be clearly marked as follows:

STATE OF NEW HAMPSHIRE

RESPONSE TO RFP: 2026-BSF 01

Statewide Public School Critical Incident Mapping Project RFP #2026-BSF 01 Page 17 of 20

Electronic Proposals must be addressed to:

TO: krzystof.j.armatys@doe.nh.gov

CC: timothy.c.carney@doe.nh.gov

Subject line must include: RESPONSE TO RFP: 2026-BSF 01

Electronic Submissions must be submitted using the following criteria:

a. Searchable PDF Format

b. Files must be less than 10MB in size.

Exception: If files are greater than 10MB in size, the vendor will be required to submit their proposal in parts. It is the vendor’s responsibility to ensure a complete proposal is submitted.

SECTION 8 – Proposal Content and Requirements

Proposals shall follow the format below and provide the following required information:

1. Cover page

2. Transmittal Letter

3. Technical Proposal

A. Executive Summary

1. The Vendor shall prepare an executive summary and overview of the services it is offering, including a statement that demonstrates that the Vendor understands the terms and conditions of this RFP and all specifications, deliverables and expectations.

B. Qualifications and Experience

1. State the number of years the organization has been in operation, emphasizing the number of years creating and implementing school mapping data.

2. Detail the organization’s experience in providing school safety mapping, as defined in this RFP, to schools, government agencies, or private entities. Provide a total number of public school buildings mapped to the standards of this RFP.

3. Describe the level of technical experience and the methodologies employed to deliver precise, reliable, and actionable mapping data with a focus on accessibility in existing software platforms used by school districts and public safety. Include expertise in training school districts and public safety to successfully utilize such data and examples of such training events.

4. Provide a comprehensive list of comparable services delivered to other clients, including public school districts, public safety agencies, or private organizations. Highlight successful large-scale implementations, including the number of facilities mapped and the geographic scope. If you have successfully managed state-wide school mapping initiatives, please list those states.

mailto:krzystof.j.armatys@doe.nh.gov mailto:timothy.c.carney@doe.nh.gov

Statewide Public School Critical Incident Mapping Project RFP #2026-BSF 01 Page 18 of 20

5. Identify the key personnel who would be assigned to this contract. Include their roles, qualifications, and years of experience in school safety mapping, emergency response, and communications.

C. Product Specifications

1. Submit a response that addresses how the vendor will accomplish Items 1 -12 as listed in Section

II. Requirements and Scope of Work – B. Product Specifications.

2. The Vendor shall explain how they are going to comply with the specification.

D. Implementation Services and Timeline

1. Describe the proposed implementation plan including on-site coordination and support services.

2. If applicable, identify any third parties involved in the implementation of the CIM program.

3. Describe the plan for contacting participating schools to obtain existing mapping and other data such as building plans, site plans, emergency plan information, etc.

4. Describe the plan for visiting each participating school, walk-throughs, verification of accuracy of final deliverables, and QA checks, as applicable.

5. Describe the plan for contacting police departments, fire/medical departments, emergency managers, Public Safety Access Point (PSAP), and tactical (SWAT) and Hazardous Materials team in the State to support implementation of the CIM initiative.

6. Describe the plan for integration of CIM product into school district-based emergency alert/mass notification software, camera management systems, and any other pre-existing software required by each unique district.

7. Describe the plan for integration into software systems used by police, fire, EMS, and tactical

(SWAT) teams that serve each school district, including CAD/RMS software, interactive mobile applications, and situational awareness software in Fusion Center or Real-Time Crime Centers, at the local, regional, State, and Federal level.

8. Describe the CIM project training plan and implementation. Specifically describe how the required 27 tabletop training exercises will be planned and coordinated with stakeholders.

Describe any other training that will be provided to stakeholders along with the planned schedule and delivery method (virtual, in-person, any handout provided, etc.).

9. Include a timeline of milestones that will work within the stipulated anticipated contract start and end dates.

E. System Description

1. Submit a response that addresses (how the vendor will/how accomplish) Items 1 -8 as listed in

Section II. Requirements and Scope of Work – D. System Description.

2. Provide a description of the proposed mapping data functionality, how maps look and are labeled

(end product version), how maps are generated and verified, and how maps are updated.

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3. Provide a thorough explanation of how appropriately accurate maps are developed.

4. Describe how the mapping data will be made available to all stakeholders in a format that allows ongoing access to the product.

5. Describe the capability of map data integration for various desktop, handheld, and in-vehicle mobile data terminals.

6. Provide an explanation of how and where the mapping data will be hosted.

7. Explain how mapping data is distributed or accessible to all parties described in this RFP (public schools, public safety agencies, etc.).

F. Data Management and Security

1. Describe how the CIM data is kept secure and separate from other client’s data.

2. Describe vendor’s methods of ensuring a secure system.

3. Describe the vendor’s system/data backup plan.

4. Provide vendor’s incident response plan.

5. Describe the vendor’s disaster recovery plan.

6. Describe the vendor’s business continuity plan to be utilized.

G. Mapping Product Updating Services

1. Describe the vendor’s process for responding to a participating school’s request to update their map due to facility or grounds changes made by the school.

2. What is the vendor’s anticipated response time for updating a map once notified.

H. References

1. Provide three professional references that attest to the Vendor’s abilities and qualifications to perform the type of work requested in the RFP.

I. Other

1. Provide any documents related to permissions, indemnifications, or other requirements the vendor will cause the participating public schools to agree to prior to vendor accessing the public school facility, if any.

2. Provide any other attachments as applicable to provide additional details regarding the Vendor’s abilities to meet the technical specifications of the RFP.

3. Do not provide generic marketing materials as part of the response to this RFP. All information submitted in response to this RFP should address applicable components of this specific RFP.

Statewide Public School Critical Incident Mapping Project RFP #2026-BSF 01 Page 20 of 20

4. Provide all mandatory certifications required in Section 2(B). Failure to provide all mandatory certifications required in Section 2(B) will disqualify a proposal from being scored and the proposal will be deemed to be non-responsive.

4. Price Proposal

A. The vendor shall provide a separate Price Proposal per unit cost per participating eligible school.

The price per…