RFP_34101-250701_Attachemnt_6_3_Cost_Proposal_final.xlsx

This is a Cost Proposal file for the Tennessee Emergency Management Agency (TEMA) Request for Proposals for a Critical Incident Management System (CIMS). The RFP seeks a comprehensive cloud-based software solution to enhance emergency management capabilities across Tennessee, with primary deliverables including cloud-based software licensing, system configuration, integration with ESRI ArcGIS Online with bidirectional data synchronization (maximum 10-minute delay), implementation services, comprehensive training and knowledge transfer, and 24/7/365 technical support with defined service level agreements. The system must support a minimum of 300 concurrent users and 5,000 provisioned user accounts with surge capacity to 600 simultaneous users, achieve FedRAMP Moderate compliance and NIST 800-53 security controls, provide role-based access control with no-code/low-code administrative configuration capabilities, and include disaster recovery capabilities with a 4-hour Recovery Time Objective and 15-minute Recovery Point Objective. Sealed cost proposals were due July 7, 2026, at 2:00 p.m. central time, with a mandatory pre-response conference held May 22, 2026, at 9:00 a.m. CST via Microsoft Teams. The top three ranked proposers were scheduled to present orally on July 27-29, 2026, with a Notice of Intent to Award anticipated August 6, 2026, and 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 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, and offered as a no-code/low-code platform. 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. No set-aside designations or restrictions limiting eligible respondent organizations based on disadvantaged enterprise status have been identified in the available documentation. Integration with ESRI ArcGIS Online is a mandatory existing technology requirement that the selected system must support through bidirectional feature service integration and automated synchronization capabilities.