RFP_34101-250701_amendment_4.docx

This is Amendment Four to a Request for Proposals issued by the Tennessee Emergency Management Authority (TEMA) for a Critical Incident Management System (CIMS), a comprehensive cloud-based software solution designed to enhance emergency management capabilities across the state. The amendment updates the RFP schedule of events with revised and new dates for key milestones. The Response Deadline is September 22, 2026, at 2:00 p.m. central time. A mandatory pre-response conference was held on May 22, 2026, at 9:00 a.m. The RFP process includes two rounds of written questions and comments, with the second round capped at ten questions per respondent. Respondents must submit oral presentations on October 13-14, 2026, from 8:30 a.m. to 3:30 p.m. virtually. Optional negotiations are scheduled for October 20-21, 2026. The State will release its Notice of Intent to Award on October 26, 2026, at 2:00 p.m., with the protest period ending November 2, 2026, at 4:30 p.m. The contractor signature deadline is November 9, 2026, at 2:00 p.m. The contract term is 60 months with potential renewal or extension options negotiable with the selected contractor.

The CIMS solution must support a minimum of 300 concurrent users and 5,000 provisioned user accounts with surge capacity to 600 simultaneous users. Key requirements include FedRAMP Moderate compliance and NIST 800-53 security controls, role-based access control with no-code/low-code administrative configuration, native ESRI ArcGIS Online integration with bidirectional data synchronization at a maximum 10-minute delay, disaster recovery with a 4-hour Recovery Time Objective and 15-minute Recovery Point Objective, and 24/7/365 technical support with defined service level agreements. The estimated maximum contract value is $800,000 for the full 60-month term, covering 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. The contractor must maintain cyber liability insurance of at least $3 million per occurrence. No incumbent vendors or set-aside designations limiting eligible respondent organizations are referenced in the available documentation.