26-041 Emergency Management System RFP

Bibb County Public Schools in Georgia is issuing Request for Proposals (RFP) 26-041 for a comprehensive, cloud-based Emergency Management System software suite designed to support all 38 school sites serving over 20,000 students. The District seeks proposals for integrated software supporting safety planning, preparedness, drill management, threat assessment, behavior support, and staff collaboration across approximately 2,000 certificated staff members. Key deliverables include a fully functional system that complies with Georgia House Bill 268 requirements and FERPA regulations, with the ability to integrate with existing district systems. Required qualifications for vendors include demonstrated K-12 experience preferably with Georgia school districts, provision of three client references, and the ability to address all functional requirements encompassing system capability, compliance, technical data security, implementation, training, and ongoing support. The evaluation will be scored on 150 total points, weighted as follows: Functional Requirements and System Capability (35 points), Compliance and Regulatory Alignment (30 points), Technical Data Security (20 points), Implementation/Training/Support (15 points), Vendor Experience and References (10 points), and Pricing and Cost Structure (40 points). Pricing proposals must clearly identify the licensing model, one-time implementation costs, training and support costs, optional modules, and pricing guarantees for the contract term. A pre-proposal meeting is scheduled for May 13, 2026 at 9:00 AM via Microsoft Teams, with a deadline for written questions set for May 18, 2026 at 8:00 AM EST, and proposals must be submitted electronically through BONFIRE (EUNA) by May 25, 2026 at 8:00 AM EST with no paper submissions accepted.

The RFP does not specify set-aside designations or restrictions limiting responses to particular categories of organizations such as disadvantaged enterprises. No incumbent vendors or current contractors are identified in the procurement documents. The contract structure allows for an initial one-year term with three optional one-year renewals, potentially extending to four years total, though the specific contract award value and budget range are not disclosed in the available documentation. Prior to contract execution, the successful vendor must secure worker's compensation insurance and commercial general liability insurance with minimum coverage of $250,000 per occurrence. The RFP explicitly excludes site visits and physical security equipment from its scope, focusing solely on software capabilities and services. The District reserves the right to evaluate proposals and make contract determinations according to the weighted scoring criteria outlined, with contract award date and final evaluation timeline to be determined.