RFP_34101-250701_AMD_One_Schedule_Change.docx

This document is an amendment to the Request for Proposals issued by the Tennessee Emergency Management Agency (TEMA) for a Critical Incident Management System (CIMS), a cloud-based software solution designed to enhance emergency management capabilities across Tennessee. The RFP seeks a comprehensive system supporting incident tracking, resource coordination, real-time communication, and collaborative decision-making across multiple teams and organizations during emergency situations. The proposed solution must be the vendor's primary commercial product purpose-built for emergency management or disaster response and commercially offered for at least three consecutive years prior to the RFP release date. Key system requirements include support for a minimum of 300 concurrent users and 5,000 provisioned user accounts; FedRAMP Moderate compliance and NIST 800-53 security controls; role-based access control with administrator configuration capabilities; no-code/low-code platform functionality; and mandatory integration with ESRI ArcGIS Online with bidirectional data synchronization (maximum 10-minute delay). The system must include disaster recovery capabilities with a 4-hour Recovery Time Objective and 15-minute Recovery Point Objective, along with 24/7/365 technical support with defined service level agreements. Respondents must submit technical and sealed cost proposals by July 7, 2026, at 2:00 p.m. central time; a mandatory pre-response conference is scheduled for May 22, 2026, at 9:00 a.m. CST via Microsoft Teams; and the top three ranked proposers will present orally on July 27-29, 2026. The Notice of Intent to Award is anticipated August 6, 2026, with a contract effective date of September 15, 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 RFP does not identify set-aside designations or restrictions limiting eligible respondent organizations based on disadvantaged enterprise status. No incumbent vendors or existing contracted systems are referenced in the available documentation. The 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.