ITB-DEM-25-26-020 - WebEOC

The Florida Division of Emergency Management has issued Invitation to Bid ITB-DEM-25-26-020 for a comprehensive web-based emergency management software platform known as WebEOC to support statewide emergency management operations across Leon County and the state of Florida. The procurement seeks qualified vendors to provide software solutions, maintenance services, and professional implementation services based on the WebEOC platform, with deliverables encompassing over 300 distinct product line items including ASP hosting solutions, SaaS subscriptions, perpetual licenses, professional implementation services, training programs, and complementary software modules such as RAVE, WeatherOptics, and Crisis Track. Required qualifications include current and active registration with the Florida Department of State Division of Corporations, E-Verify system registration for newly hired employees, compliance with drug-free workplace requirements, and willingness to implement Level 2 background screening for all staff and subcontractors. The Agency will evaluate bids based on the lowest responsive grand total for all specifications, requiring bidders to submit comprehensive pricing for all listed products across both initial contract years (Years 1-5) and renewal periods (Years 6-8) with all-inclusive pricing covering travel, packaging, handling, freight, and delivery. Critical deadlines include April 14, 2026, at 2:00 PM Eastern Time for written questions, April 17, 2026, for anticipated answers, April 28, 2026, at 5:00 PM for bid submission, April 29, 2026, at 9:00 AM for public opening, and May 13, 2026, for the anticipated Notice of Intent to Award. The initial contract term is five years with renewal options available for up to three additional years, and bidders must submit one hard copy and one electronic copy via USB flash drive of all required materials including vendor acknowledgment forms, certifications, and addendum acknowledgments.

The solicitation does not specify explicit set-asides for disadvantaged enterprises; however, when identical tie bids are received from certified minority businesses with equal pricing, quality, and service ratings, preference is given to vendors with certified drug-free workplace programs. All bidders must complete multiple mandatory compliance forms including the Vendor Certification Form (PUR 7801), Foreign Countries of Concern Attestation (PUR 1355), Forced Labor attestations (PUR 2023 and PUR 2024), Drug-Free Workplace Certification, Vendor Acknowledgement Form, and Addendum Acknowledgement Form, with attestations required from authorized company representatives under penalties of perjury. Respondents must disclose all proposed subcontractors on Form 4, including their credentials and services, and may identify whether subcontractors maintain Certified Minority Business Enterprise (CMBE) status. No incumbent vendors or current contractors are identified in the solicitation materials, and the procurement requires integration with the Division of Emergency Management Enterprise Solution (DEMES) platform for invoicing and payment processing. Performance bonds may be required for contracts exceeding $10,000, and all contracts are subject to annual legislative appropriations and compliance with federal funding requirements per 2 CFR Part 200. The price sheet does not explicitly state a total contract value or budget range; however, the comprehensive scope encompassing eight years of pricing across multiple product categories and services suggests a substantial multi-year investment in emergency management technology infrastructure.