After Action Reports and Improvement Plans - TEMA - UPDATED

The State of Tennessee, through the Department of General Services Central Procurement Office on behalf of the Tennessee Emergency Management Agency (TEMA), is soliciting bids for after-action reports and improvement plans related to disaster response efforts for Tropical Storm Helene (DR-4832-TN) and Winter Storm Fern (DR-4898-TN). This Invitation to Bid (ITB) seeks a qualified contractor to conduct comprehensive assessments of state-level response activities and develop four distinct deliverables: after-action reports (AARs) for both disasters and improvement plans (IPs) for state response efforts for each disaster. The scope of work encompasses extensive information and data collection through document reviews, interviews with participants from state agencies, county and local emergency management, ESF representatives, private-sector partners, NGOs, healthcare, education, transportation, law enforcement, fire/EMS, 9-1-1 centers, and federal partners, as well as hotwashes, structured interviews, and focus groups. Deliverables must include executive summaries, incident overviews, operational timelines, community lifelines dashboards, swimlane process maps, information-flow diagrams, geospatial maps, and SMART-formatted improvement plans organized using FEMA's POETE process. Respondents must demonstrate at least one year of business operation, maintain a bona fide place of business with appropriate equipment and trained staff, provide documented evidence of successfully completing at least three comparable contracts within the past two years, and submit organizational charts, project team descriptions, business registration documentation, and debarment certifications. Bids must be submitted through the EDISON procurement system by April 2, 2026, at 2:00 PM Central Daylight Time, with written questions due by March 22, 2026, at 2:00 PM Central Time, and final AARs and improvement plans must be delivered within six months of the contract effective date.

This procurement is open to public bidders with no specific set-asides for disadvantaged enterprises or minority-owned businesses referenced in the solicitation documents. The contract administrator for inquiries is Sharon L. Pope at 615-741-9588 or Sharon.Pope@tn.gov. All respondents must be registered with the State of Tennessee Supplier Portal prior to contract issuance, comply with Tennessee contractor licensing requirements, Tennessee Department of Revenue registration, and provide proof of workers' compensation insurance. The State reserves the right to award a single contract for all line items to the lowest responsive and responsible bidder or to award separate contracts for each line item. The contract is structured as a one-year term with two optional one-year renewal periods, not to exceed a total of sixty months, with compensation based on deliverable line items estimated at approximately $250,000 total, though specific dollar amounts per line item are to be determined. No travel time, travel expenses, meals, or lodging will be compensated, and all submissions become property of the State of Tennessee, with contractors required to comply with non-discrimination provisions, HIPAA compliance where applicable, debarment and suspension certifications, and prohibitions on illegal immigrant employment with semi-annual attestations required, as this procurement involves federal funding subject to FFATA requirements.