Emergency Management & Incident Management Software (Virtual EOC)

Napa County Office of Emergency Services is requesting proposals for a web-based Emergency Management and Incident Management Software platform (Virtual EOC) under RFP released July 30, 2026, with proposals due August 21, 2026 at 5:00 p.m. Federal funds (FEMA reimbursement anticipated) will support this procurement, eliminating local vendor preference eligibility.

The scope requires a cloud-hosted system supporting preparedness, response, and recovery functions across county departments and partnered agencies. Key functional requirements include incident management with real-time collaboration and audit history; integrated communications (email, SMS, Teams, CAP, EDXL, IPAWS); resource management with tracking and approval workflows; task management with mobile field access; situational awareness with configurable dashboards and GIS integration; incident action planning compliant with NIMS standards; damage assessment; and administration with role-based security, Active Directory integration, and single sign-on. The platform must support minimum 50 concurrent users across multiple jurisdictions with scalability during emergencies, function across major browsers and mobile devices (PC, Android, Mac, iOS), and support multiple simultaneous incidents, exercises, planned events, and Emergency Operations Centers. Full system implementation and production deployment must be completed by December 7, 2026. Vendors must demonstrate independent security review or equivalent cybersecurity certification, provide 24/7 technical support with uptime guarantees and disaster recovery capabilities, and ensure ADA and WCAG 2.1 Level AA compliance.

The fixed contract value is $35,000 not to exceed for one year (through September 30, 2027). Pricing must include detailed breakdowns for system implementation, training, and annual costs through contract duration. Questions are due August 6, 2026. Product demonstrations for qualifying vendors are scheduled September 9, 2026. Notice of Intent to Award will be distributed September 28, 2026, with contract commencement anticipated October 6, 2026. The contractor must carry general liability insurance of at least $1 million combined single limit per occurrence and professional liability/errors and omissions insurance of at least $1 million per claim. Vendors must certify non-debarment, anti-lobbying compliance, and compliance with federal provisions including Davis-Bacon prevailing wage standards, MBE/WBE good-faith procurement efforts, and domestic preference requirements.