RFP_34101-250701_AMD_2.docx

This document is Amendment Two to Request for Proposals #34101-250701 issued by the Tennessee Emergency Management Authority for a Critical Incident Management System. The RFP seeks a comprehensive cloud-based software solution designed to enhance emergency management capabilities across Tennessee, including incident tracking, resource coordination, real-time communication, and collaborative decision-making across multiple teams and organizations during emergency and crisis situations. Key deliverables encompass cloud-based software licensing, system configuration, ESRI ArcGIS Online integration with bidirectional data synchronization, implementation services, comprehensive training, and 24/7/365 technical support. The system must support a minimum of 300 concurrent users and 5,000 provisioned user accounts, achieve FedRAMP Moderate compliance with NIST 800-53 security controls, provide role-based access control, and include disaster recovery capabilities with a 4-hour Recovery Time Objective and 15-minute Recovery Point Objective. A mandatory pre-response conference is scheduled for May 22, 2026, at 9:00 a.m. CST, with written questions and comments accepted in two rounds (deadline June 1, 2026, for Round 1 and August 14, 2026, for Round 2, limited to five questions per respondent in Round 2). The response deadline is September 18, 2026, at 2:00 p.m. central time, followed by technical evaluations completed by October 9, 2026, and virtual oral presentations scheduled for October 7-8, 2026. Cost proposals will be opened and scored on October 12, 2026, with optional negotiations occurring October 14-15, 2026. The Notice of Intent to Award is anticipated for October 19, 2026, with a protest period ending October 26, 2026, and a contract signature deadline of October 30, 2026. The contract term is 60 months with potential renewal or extension options negotiable with the selected contractor.

The estimated maximum contract value is $800,000 for the full 60-month term, encompassing software licensing, implementation charges, annual SaaS subscription fees, base user licensing for up to 5,000 provisioned accounts and 300 simultaneous users, and unit pricing for additional users and accounts above baseline quantities. The selected contractor must maintain cyber liability insurance of at least $3 million per occurrence and comply with all FedRAMP and NIST security requirements throughout the contract term. The RFP does not identify set-aside designations or restrictions limiting eligible respondent organizations based on disadvantaged enterprise status, and no incumbent vendors or existing contracted systems are referenced in the available documentation. The proposed solution must be the vendor's primary commercial product purpose-built for emergency management or disaster response, commercially offered for at least three consecutive years prior to the RFP release date (May 8, 2026), and offered as a no-code/low-code platform enabling authorized administrators to create and modify data-capture forms and workflows without custom development.