RFP 26_041 Emergency Management Proposal.pdf

BIBB COUNTY PUBLIC SCHOOLS - REQUEST FOR PROPOSALS

RFP # 26-041

RFP TITLE: Emergency Management Proposal Software with Various Components

RFP Schedule - Action Date & Time

RFP Issued 05/01/2026

Pre-proposal Meeting Microsoft Teams meeting Join:

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05/13/2026 @ 9 am, VIA TEAMS

Deadline for Questions 05/18/2026 @ 8 am, EST.

RFP Due Date and Time 05/25/2026 @ 8 am, EST

Proposals must be received by the due date and time. No late proposals will be accepted.

Evaluation of Proposals TBD

Contract Negotiations TBD

RFP Buyer Contact Information

Name Elaine M Wilson - Beverly

Phone Number (478) 779-3526

E-Mail Elaine.Wilson@bcsdk12.net;

Any inquiries or requests regarding clarification of this RFP document shall be submitted to the buyer in writing.

Offerors may contact ONLY the buyer regarding the terminology stated in the procurement documents.

RFP Submittal Location

All Submittals are completed Via

BONFIRE:

https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities.

Registration is FREE – A valid account is needed to review the bid opportunity.

RFP Term

Bibb County Public Schools reserves the right to enter into a four (4) year contract with the awarded

Offeror(s). One year with three-year renewals if deemed necessary.

https://teams.microsoft.com/meet/239994341528867?p=eblMOgI6Ry4Hdo4XRH https://teams.microsoft.com/meet/239994341528867?p=eblMOgI6Ry4Hdo4XRH tel:+14782390720,,880818047 https://dialin.teams.microsoft.com/78b1b9cf-a022-461f-bc8d-83cdf113297d?id=880818047 https://teams.microsoft.com/meetingOptions/?organizerId=8b2a0e2b-09f4-4e72-985c-b25960b92251&tenantId=0d0a7594-d3a6-4513-bdd4-983a2775d3bb&threadId=19_meeting_NTA0MmI1ZmYtMTgxYS00ZWMxLTkyOTAtNTI0OWQ5ZmFkMWRk@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing mailto:Elaine.Wilson@bcsdk12.net https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities

Ladies and Gentlemen:

The Bibb County School District takes this opportunity to announce that we are requesting bids for the Emergency Management Suite. All bids should be delivered via EUNA only.

Bids will be accepted prior to May 25, 2026 @ 9 am, EST, at which time they will be opened and reviewed by the Procurement Office.

All bids will be evaluated as described in the attached document. Time is of the essence and any bids received after the announced time and date for submittal, whether by mail or otherwise, will be rejected. The time of receipt shall be determined by the time clock stamp in the Purchasing

Department.

Late bids received will be so noted in the bid file in order that the vendor's name will not be removed from the subject commodity/service list. Late bids will not be considered.

All Vendors Completing this bid should register online as well. Please visit the Bibb County

School District website, under Department, Procurement, Vendor Registration.

www.bcsdk12.net.

If you have any questions concerning this bid, please submit them in writing to Elaine M.

Wilson, Elaine.wilson@bcsdk12.net. In addition, all communication relating to this bid solicitation, either before or after the bid opens, must be coordinated through the Purchasing

Department to Elaine Wilson, via email ONLY; Elaine.Wilson@bcsdk12.net.

Your interest and participation in submitting a bid will be appreciated.

Dr. Elaine M. Wilson

Executive Director of Procurement http://www.bcsdk12.net/ mailto:Elaine.wilson@bcsdk12.net mailto:Elaine.Wilson@bcsdk12.net

A. Background:

The Bibb County School District has over 20,000 students along with 38 Sites, as well as 25

Departments. We are currently seeking a qualified contractor to provide an Emergency Management

System with various components.

B. Invitation:

The procurement office, on behalf of the Bibb County School District, would like to extend a formal offer to all-qualified contractors according to the specifications indicated within this RFP.

Please review carefully all sections of the RFP, including the Pre-Bid Meeting if applicable, along with the Closing Date and Time.

All questions pertaining to this RFP should be emailed to the Procurement Director, Elaine M. Wilson, elaine.wilson@bcsdk12.net. Please make sure that you put the Bid Number in the subject (22-036). All questions and answers will be posted under the purchasing menu, located on the Bonfire Webpage, as well as the GPR within seven (7) days of the closing date on this RFP.

C. Purpose:

Bibb County Public Schools is soliciting proposals from qualified vendors for a comprehensive, cloud-based, Educational Safety, Preparedness, and Student Support Software Suite to support safe, orderly, and supportive learning environments across all K–12 schools and district facilities.

The District seeks a software-only solution that enhances:

• Safety planning, preparedness, and compliance documentation

• Drill scheduling, tracking, and reporting

• Student behavior support and interventions

• Threat assessment and case management

• Collaboration and communication among school staff and stakeholders

This RFP does not include physical security equipment, hardware-based detection technologies, emergency notification systems, or crisis alerting tools.

D. Submission Instructions

Proposals must be submitted electronically to EUNA AKA BONFIRE (Utilizing the Portal

Below, Please NOTE no Paper Submissions will be accepted.

https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities.

Registration is FREE – A valid account is needed to review the bid opportunity.

DUE DATE: 05/25/2026 @ 8 am, EST.

mailto:elaine.wilson@bcsdk12.net https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities

SCOPE OF SERVICES

I. Legislative and Regulatory Alignment

The proposed solution must align with and support compliance with:

• Georgia House Bill 268 (HB 268)

• Georgia Department of Education (GaDOE) school safety guidance

• Applicable federal laws and regulations, including FERPA, IDEA, ESSA, and related privacy protections

A. School Safety Planning and Preparedness

The platform must support planning-focused safety operations, including:

• Centralized management of school and district safety documentation

• Preparedness protocols for a range of potential situations, including:

o Active threat procedures (planning and documentation only) o Medical response procedures (planning and documentation only) o Fire, severe weather, and evacuation procedures

• Secure access to plans by authorized users

• Version control, review cycles, and approval workflows

B. Georgia HB 268 Requirements

The platform must support HB 268 through:

• Behavioral Threat Assessment Processes o Student Threat Assessment Team (STAT) documentation workflows o Structured recording of concerns, assessments, and determinations

• Student Support and Intervention Tracking o Behavioral, mental health, and safety-related interventions

• Secure Collaboration o Role-based access to student information o Audit trails and documentation history

• Training and Preparedness Records o Tracking of school safety-related trainings and preparedness activities

II. Functional Requirements

A. Incident Documentation & Preparedness Management

The solution shall include:

• Documentation of safety-related incidents and concerns

• Post-incident review and improvement planning tools

• Accountability tracking for follow-up actions

• Reporting and analytics to identify trends and areas for improvement

III. Safety Plan Management & Submission

The platform must:

• Store and manage district- and school-level safety plans

• Align with GaDOE safety plan guidance and templates

• Provide revision history, version control, and approval tracking

• Manage emergency operations planning, reunification procedures, and visitor protocols

(documentation only)

• Support secure plan submission and audit readiness

A. Drill Management & Reporting

The system shall support:

• Scheduling and documentation of required drills, including:

o Fire drills o Lockdown drills o Severe weather drills o Other required preparedness drills

• Automated reminders for drill scheduling and completion

• After-action reviews and improvement planning

• Drill analytics by school and district

• Exportable reports to support compliance and oversight

B. Threat Assessment & Case Management

The platform must provide:

• Anonymous and named concern reporting for behavioral or safety issues

• Structured threat assessment workflows aligned with recognized best practices

• Case management features, including:

o Timelines and task tracking o Notes and document attachments

• Multi-disciplinary team collaboration tools

• Intervention tracking and follow-up documentation

• Strict role-based access controls

C. PBIS / MTSS-B and Behavior Case Management

The solution shall include:

• Tier 1, Tier 2, and Tier 3 PBIS tracking

• Behavior incident and referral documentation

• Intervention planning and support tracking

• Progress monitoring and outcome reports

• Dashboards supporting:

o Behavioral trends o Early identification of students needing support o Continuous improvement of school climate initiatives

D. Communication & Collaboration (Non-Emergency)

The platform must support:

• Secure internal communication among staff regarding planning, cases, and interventions

• Staff and family communication related to:

o Safety planning o Behavioral support o Preparedness activities

• Role-based information sharing

• Documentation of communications within cases or plans

IV. Technical and Data Security Requirements

Vendors must describe:

• Cloud-based system architecture

• Data encryption at rest and in transit

• Role-based permissions and access management

• FERPA-compliant data handling practices

• Single Sign-On (SSO) compatibility

• API or SIS integration capabilities

• Mobile access for authorized users

• Backup, business continuity, and disaster recovery procedures

V. Training, Implementation, and Support

Proposals must include:

• Implementation approach and timeline (≈ 21,000 students)

• User training for administrators, school leaders, and support teams (≈ 2000 certificated staff)

• Ongoing professional development options

• Technical support structure and service hours

• Dedicated account or customer success management

VI. Vendor Qualifications

Vendors must provide:

• Company overview and K–12 experience

• Experience supporting Georgia school districts (preferred)

• Experience with threat assessment, PBIS, and safety preparedness platforms

• Three (3) K–12 client references

VII. Pricing Structure

Pricing proposals must clearly identify:

• Licensing model

• One-time implementation costs

• Training and support costs

• Optional modules or services

• Contract term, renewal options, and pricing guarantees

VIII. Evaluation Criteria

Evaluation Area Total Points = 150 Points

Functional Requirements & System Capability 35 Points

Compliance & Regulatory Alignment 30 Points

Technical Data Security 20 Points

Implementation, Training & Support 15 Points

Vendor Experience & References 10 Points

Pricing & Cost Structure 40 Points

Total Points 150 Points

C. Evaluation:

The contract, if awarded, will be awarded to the responsible bidder. Product quality, service issues and other factors stipulated above must be met to the satisfaction of the Board for a bid to be considered responsive. Moreover, the Board will award the contract to the next most qualified bidder. Consequently, if the selected bidder is unable to execute a contract and provide delivery within the time parameters specified in this RFP.

D. INTERPRETATION/ADDENDA:

If any questions should arise pertaining to the RFP Documents, the bidders may email the Director of

Procurement, Elaine M. Wilson, elwilson@bibb.k12.ga.us, please include the RFP number in the Subject line, in order to guarantee a response to the question submitted. The questions should be received prior to the deadline within the TENTATIVE TIMELINE.

E. ADDITIONAL INFORMATION:

We have provided documentation to be reviewed for these appraisals we asked that if you have any other questions, or concerns. Please mail the Procurement Office, utilizing the email procurement@bcsdk12.net; please make sure you put your bid number in the subject line, and your questions will be addressed in a timely manner. We will stop taking all questions for this RFP on the date specified.

F. "Responsive" Bidder Criteria

• Capability of providing report as indicated

• Warranties /Guarantees

• Ability to meet specifications/bid documents as indicated.

mailto:procurement@bcsdk12.net

• Service and Support Capability

• Documented licensed as required by the State of Georgia

• Applicable Bond Information as needed

• Responsible Award Amount for the Bibb County School District

G. Cancellation/Default of Contract

In the event the successful bidder, through any cause, should fail to fulfill the agreed upon obligations in an effective and timely manner, the Board shall have the right to terminate its contract by specifying the date of termination in a written notice to the selected vendor at least thirty (30) days before that termination date. The Board also reserves the right to procure the articles or services from other sources and hold the defaulting vendor responsible for any excess cost incurred.

H. Indemnity Provisions

Where bidder is required to enter or go onto property to provide services or gather information, the bidder shall be liable for any injury (including death), damage or loss occasioned by negligence of the bidder, his agent, or any person the bidder has designated to visit Board property and shall indemnify and hold harmless the Board, its officers, employees, agents and volunteers from any liability arising offerors should not include an indemnity or hold harmless agreement from the Board in any proposal. The Board will not be bound by any such agreement. Board Policy provides in part: No contract, provision, agreement or term of any procurement, contract or agreement with the Board shall obligate the Board or

System to indemnify, save or hold harmless any vendor for any future claim, loss, expense or liability.

I. Errors in Bids

Bidders or their authorized representatives are expected to fully inform themselves as to conditions, requirements, and specifications before submitting bid proposals. Failure to do so will be at the bidder's own risk. The bidder may withdraw a bid prior to the bid opening date and time by requesting to do so in writing.

J. Standards of Acceptance of Bid Proposal for Contract Award

The Board reserve the right to reject any and all bids and to waive any irregularities or technicalities in proposals received whenever such rejection or waiver is in the best interest of the Board. The Board has the right to disqualify a bid of any bidder as being unresponsive when such bidder cannot document its ability to deliver requested services or when investigation shows it is not able to perform the contract.

K. Compliance with Laws

The bidder shall obtain and maintain all licenses, permits, liability insurance, worker's compensation insurance and comply with any and all other standards or regulations required by Federal, State, or

County statutes, ordinances and rules during the performance of any contract between the Board and the bidder. Any such requirement specifically set forth in any contract document between the bidder and the

Board shall be supplementary to this section and not in substitution thereof.

L. BRAND NAMES: Where a brand-name or equal specification is used in a solicitation, the use of a brand name is for the purpose of describing the standard of quality, performance and characteristics desired and is not intended to limit or restrict competition.

If a vendor proposes an “equal” to scope of work/specifications, BCSD is the sole interpreter of the scope of work/specifications and sole judge as to whether the “equal” proposed complies with the scope of work/specifications

M. OFFEROR QUALIFICATIONS: The Evaluation Committee may make such investigations as necessary to determine the ability of the potential Offeror to adhere to the requirement specified within this RFP. The Evaluation Committee may reject the proposal of any potential Offeror who is deemed not to be a responsible Offeror or fails to submit a responsive offer.

N. NEGOTIATIONS: BCSD reserves the right to discontinue negotiations with any Offeror.

O. MULTI-AWARD: BCSD reserves the right to multi-award contracts as necessary for adequate delivery or service in accordance with State of Georgia laws and regulations.

P. AFTER AWARD: After final contract is negotiated, approved and awarded, all proposal documents pertaining to this procurement will be open to the public, except for the material, which is proprietary or confidential. The Procurement Department will not disclose or make public any pages of a proposal on which the Offeror has stamped or imprinted “Proprietary” or “Confidential” subject to the following requirements.

Proprietary or confidential data shall be readily separable from the proposal in order to facilitate eventual public inspection of the non-confidential portion of the proposal.

Confidential data is normally restricted to confidential financial information concerning the

Offeror’ s organization and data that qualifies as trade secret in accordance with the

Uniform Trade Act.

The price of products offered, or the cost of services proposed shall not be designated as proprietary or confidential information.

Q. ASSIGNMENT: It is mutually understood and agreed that the successful Offeror(s) shall not assign, transfer, convey, sublet or otherwise dispose of the purchase order, contract, or his/her right, title of interest therein, or power to execute such purchase order or contract to any other person, company or corporation without the previous written consent of

BCSD.

R. BCSD SCHOOL BOARD APPROVAL: The award of this contract is not final until approved by the BCSD School Board (if applicable) and/or contract is signed by both parties.

BCSD NONDISCRIMINATION

The contractor, by the submission of a proposal or the acceptance of a contract, does agree that he will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The contractor shall take appropriate action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex or national origin. Such action shall include, but not be limited to the following: employment, upgrading, demotion, transfer, recruitment, layoff, termination, rates of pay or other forms of compensation and training. In the event of the contractor’s noncompliance with the nondiscrimination policy of the BCSD, any contract or purchase order may be canceled, terminated or suspended in whole or in part and the contractor may be declared ineligible to transact further.

UTILIZATION OF MINORITY AND SMALL BUSINESS ENTERPRISES AND LOCAL

AND MINORITY LABORERS

Minority and Small Business Subcontractors. The Owner has adopted a policy indicating its desire to increase the opportunity for participation by minority business enterprises and small business concerns in all its construction projects. The Contractor acknowledges this policy and agrees that it will actively solicit and encourage bids from qualified subcontractors identified by the Minority Assistance

Corporation or other agencies as minority business enterprises. The Contractor shall also actively encourage and solicit bids from subcontractors who qualify as small business concerns.

Utilization of Minority and Local Labor. It is the policy of the Owner that the contractor and all subcontractors shall, consistent with efficient contract performance, utilize to the maximum extent possible minority and local laborers and mechanics as on-site employees. The Contractor acknowledges this policy and agrees that the on-site labor force of contractors and all subcontractors shall include a meaningful representation of skilled and unskilled local and minority laborers and mechanics, consistent with the efficient performance of this contract. Meaningful representation for minorities means the employment of minority laborers and mechanics in at least the same proportion that minorities are represented in a discrete construction skill or craft in Bibb County and all adjacent counties, provided such individuals are available at the time of need. Meaningful representation of local laborers and mechanics means that at least 75% of the on-site work force of contractor and all subcontractors, taken as a whole, shall reside in the Bibb County and surrounding counties, provided such individuals are available at the time of need.

DRUG-FREE WORKPLACE

By submission of a proposal, the Offeror certifies that he/she will not engage in the unlawful manufacture, sale distribution, dispensation, possession, or use of a controlled substance or drug during the performance of the contract and that a drug-free workplace will be provided for the contractor’s employees during the performance of the contract. The Offeror also certifies that he will secure from any subcontractor who works on the contract, written certification of the same drug free workplace requirements. False certification or violation by failing to carry out requirements of O.C.G.A. 50-24-3 may cause suspension, termination of contract, or debarment of such Offeror.

CERTIFICATION OF NONCOLLUSION

By submitting a proposal the Offeror certifies: “that this proposal is made without prior understanding, agreement, or connection with any corporation firm, or person submitting a proposal for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. That collusive pricing is understood to be a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards.”

IMMIGRATION REFORM AND CONTROL ACT

Offerors must abide by all federally mandated laws enforced by United States Department of Homeland

Security which are established to verify information of newly hired employees, pursuant to the

Immigration Reform and Control Act of 1986 (IRCA) P.L. 99-603), in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

AUTHORIZED OFFICIAL

It is agreed that all conditions of the proposal shall be abided and that the person signing this proposal is authorized to sign the proposal for the Offeror.

SOLICITATION TERMINATION

In any event in which this solicitation is terminated or cancelled, in whole or in part, or all proposals are rejected, there shall be no liability on the part of BCSD for any costs incurred by Offerors or potential

Offerors in relation to the solicitation.

RIGHTS AND REMEDIES

The rights and remedies of BCSD provided above shall not be exclusive and are in addition to any other rights and remedies provided by law or under the contract.

INSURANCE

When the selected contractor has been identified, he will be notified of the necessity to provide required insurance. Proof of insurance shall be provided within 15 days of the date of written notification to the contractor.

Worker’s Compensation and Employer’s Liability Insurance

The contractor shall procure and maintain Worker’s Compensation and Employer’s Liability Insurance in the following limits. Such insurance is to cover each and every employee who is or may be engaged in work under the contract.

Worker’s Compensation Limits: Statutory

Employer’s Liability Limits:

Bodily Injury by Accident $ 100,000 each accident

Bodily Injury by Disease $ 100,000 each employee

Bodily Injury by Disease $ 100,000 policy limit

Contractor waives all rights against Owner and its agents, officers, directors and employees for recovery of damages to the extent these damages are covered by the workers compensation and employer’s liability or commercial umbrella liability insurance obtained by Contractor pursuant to this agreement. The

Waiver of Our Right to Recover from Others Endorsement, ISO Form SC 00 03 13 shall be attached to the policy showing the Owner listed in the Schedule.

Commercial General and Umbrella Liability Insurance

The Contractor shall procure and shall maintain commercial general liability (CGL) and if necessary, commercial umbrella insurance with a limit of not less than $250,000 each occurrence, as shall protect him and any Subcontractor performing Work covered by this Contract from claims for damages for bodily injury, including accidental death, as well as from claims for property damages, which may arise from operations under the Contract Agreement, whether such operations are by himself or by any

Subcontractor or by anyone directly or indirectly employed by either of them.

(1) Comprehensive Form

(2) Contractual Insurance

(3) Personal Injury

(4) Broad Form Property Damage

(5) Premises - Operations

(6) Completed Operations

This coverage shall cover the use of all equipment, hoists, and vehicles on the site(s) not covered by

Automobile Liability under the contract. Policy coverage must be on an occurrence basis.

***Bidders shall provide two (2) copies of submitted bid proposals containing all pertinent documentation. The Board assumes no responsibility or obligation to respondents and will make no payment for any costs associated with the preparation or submission of the bid proposal. Bidders are encouraged to review carefully all provisions and attachments of this document prior to submission. Each bid proposal constitutes an offer and may not be withdrawn except as provided herein. ***

DEFINITIONS: Definition of Terminology: This section contains definitions that are used throughout this procurement document, including appropriate abbreviations.

• “Agency” shall mean Bibb County Schools District (BCSD)

• “Award of Contract” shall mean a formal written notice by BCSD that a firm(s) has/have been selected to enter into a contract for services.

• “Contract” shall mean an agreement for the procurement of items of tangible personal property or services. “Contractor” shall mean the successful Offeror.

• “Determination” shall mean the written documentation of a decision of a procurement manager including findings of fact required to support a decision. A determination becomes part of the procurement file to which it pertains.

• “Desirable” the terms “may”, “can”, “should”, or “prefers” to identify a desirable or discretionary item or factor.

• “Evaluation Committee” shall mean a body constituted to evaluate proposals and make selection recommendation.

• “Finalist” is defined as an Offeror who meets all the mandatory specifications of the

RFP and whose score on evaluation factors is sufficiently high to qualify that Offeror for further consideration by the Evaluation Committee.

• “Mandatory” the terms “must”, “shall”, “will”, “is required”, or “are required”, identify a mandatory term or factor. Failure to meet a mandatory item or factor will result in the rejection of the Bidder’s bid.

• “Offer” – the term means “proposal”, “solution”, means all documents submitted to

BCSD responding to RFP.

• “Offeror”, “Bidder”, or “Proposer” is any person, corporation, or partnership who chooses to submit a proposal in response to this RFP.

• “Owner” shall be Bibb County School District

• “Purchase Order” shall mean the document, which directs a Contractor to deliver items of tangible personal property or services pursuant to an existing contract.

• “Request for Proposal” or “RFP” means all documents, including those attached or incorporated by reference, used for soliciting proposals.

• “Responsible Offeror” shall mean an Offeror who submits a responsive bid and who has furnished, when required, information and data to prove that its financial resources, production or service facilities, personnel, service reputation and experience are adequate to make satisfactory delivery of the services or items of tangible property described in the RFP.

• “Responsive Offer” or “Responsive Proposal” shall mean a bid, which conforms in all material respects to the requirements set forth in the RFP.