RFP 6894 Critical Incident Mapping and Emergency Response Support Services

Location:	Tennessee
Posted:	Mar 6, 2026
Due:	Mar 24, 2026
Agency:	City of Johnson City
Type of Government:	State & Local
Category:	F - Natural Resources and Conservation Services R - Professional, Administrative and Management Support Services
Publication URL:	To access bid details, please log in.

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REQUEST FOR PROPOSAL

Critical Incident Mapping and Emergency Response

Support Services

RFP# 6894

Proposal Due Date/Time:

March 24, 2026/10:00 AM ET

(at which time it will be publicly opened)

City of Johnson City

Purchasing Department

209 Water Street

Johnson City, TN 37601

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RFP# 6894 – Critical Incident Mapping and Emergency Response Support

Services

Johnson City School System

PROPOSAL INSTRUCTIONS

SCOPE

The City of Johnson City School System is requesting proposals from qualified vendors

(“Vendor”, “Proposer”) to provide the development of 3-dimensional (3-D) digital facility maps,

to support coordinated emergency response efforts during critical incidents. The selected vendor

will assist in improving situational awareness, responder safety, and response efficiency for

emergency personnel who may be unfamiliar with the layout of City facilities.

The specifications contained herein describe the minimum requirements of the Johnson City

School System and any omission shall not relieve the vendor of furnishing quality software and

service in a timely manner. Any variances or exceptions to these specifications must be clearly

identified, otherwise full compliance is understood.

PROCEDURE FOR SUBMITTAL

To be considered, Proposers must submit a complete response to this RFP using the format

provided. Proposals must include a statement as to the period during which the proposal remains

valid but for purposes of this RFP, the period must be at least ninety (90) days.

Proposer can submit electronically per link below or place submittal response in a sealed

envelope plainly identified on the outside with vendor name and proposal name and number. If

submitting paper copies, submit 4 color copies of entire response. Vendor responsible for

delivery to Johnson City Purchasing Dept., Debbie Dillon- Director, 209 Water Street, Johnson

City, TN 37601 on or before proposal deadline.

Electronic Responses Click Here

A list of respondents will be available by no later than the following business day at 8:00 a.m. on

the Johnson City Purchasing website:

https://www.johnsoncitytn.org/business/current___awarded_solicitations.php

Late submittals will not be considered. Telephone, facsimile or emailed offers will not be

accepted.

Submittals must be signed by the agent authorized to bind the Proposer to its provisions.

Unsigned offers will not be accepted and will be declared non-responsive. Electronic signatures

are acceptable.

The contents of any proposal received shall become contractual obligations upon the execution

of a contract by authorized representatives of both the City and the Proposer. Failure of the

selected proposer to accept these obligations may result in cancellation of the award.

This request for proposal will neither commit the City to commence the award, nor in any way

limit the discretion of the City in selecting a proposal.

Solicitations will be opened publicly via a web conference and in-person, simultaneously.

Join Zoom Meeting

RFP 6894 - Critical Incident Mapping

Meeting ID: 833 0493 1732

Passcode: 624975

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If you do not have access to a webcam, or you have no audio with your system, you may call this

number to join: (646) 518-9805. Any issues accessing the zoom web meeting please call

423.975.2711 for direct assistance.

CONTACT PERSONS

Any questions relative to the specifications and/or requests for clarification may be directed to

Jennifer Norton via e-mail only nortonj@jcschools.org . Proposal procedure questions may be

directed to Debbie Dillon, Director of Purchasing, (423) 975-2717; e-mail:

ddillon@johnsoncitytn.org

ECONOMY OF PREPARATION

Proposals should be prepared simply and economically, providing a straightforward, concise

description of Proposer capabilities to satisfy the requirements of this RFP. Emphasis should be

on completeness and clarity of content.

INCURRING COSTS

The City is not liable for any costs incurred by Proposer prior to issuance of a contract.

PROPOSAL FORMAT

The proposal response shall be presented in the following format:

1. Cover letter demonstrating understanding of City’s requirements, and description of

software and services proposed

2. Company qualifications

3. Completed specification checklist

4. Notes and deviations

5. References

6. Service, training information (if applicable)

7. Descriptive literature on system proposed along with report examples

8. Project completion timeline

9. Cost proposal sheet including optional annual maintenance/upgrade costs

USER TRAINING

Vendor shall provide full details of user training offered, including free and fee-based options, as

well as virtual and in-person options with any additional costs listed.

PROGRAM TIMEFRAME

Program shall be available for School System use no later than June 1st, 2026.

WITHDRAWAL OF PROPOSALS

Proposals may be withdrawn upon written request received from Proposer prior to the time fixed

for receipt.

ACCEPTANCE OF PROPOSAL CONTENT

Proposals are to be valid for a minimum period of ninety (90) days from the date of receipt by

the City.

The contents of any proposal received shall become contractual obligations upon the execution

of a contract by authorized representatives of both the City and the Proposer. Failure of the

successful Proposer to accept these obligations may result in cancellation of the award.

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The City reserves the right to reject any or all proposals and to waive informalities, irregularities,

and technicalities in the proposal process.

The City may negotiate separately with any source in any manner necessary to arrive at a

contract agreement that is in the best interest of the City.

RFP ADDENDA

Any change to the specifications herein will be brought forward in the form of a written

addendum from the Purchasing Department and will be provided to all interested parties. No

oral interpretations or communication will affect or change in any way the information contained

herein.

CONTRACT AWARD

Contract award, if made, shall be to the most responsible vendor who offers the most responsive

proposal. The City reserves the right to choose the proposal that is in its best interest.

Considerations in the award shall be: company qualifications and experience, service,

compliance with system requirements, upgradeability, and costs. Proposer’s past service/support

performance will be a consideration in the award. In addition to the above award considerations

the Program offered will be evaluated based on the following scoring criteria:

Facility Mapping Capabilities

Accessibility and Usability

Maintenance and Update Capability

Vendor Experience and Support

Cost Proposal

0-20 points

REFERENCES

Vendor may be required (upon request) to provide a minimum of three (3) user references of

proposed software program initiated within the last three (3) years. Each reference shall have the

company or government entity name, address, contact person, and telephone number. A

program demonstration may also be required, at the City’s request.

TERMS

Payment terms are Net 30 days after receipt of mapping and approved invoice.

REQUIREMENTS FOR BIDS, REQUEST FOR PROPOSALS AND CONTRACTS

This Proposal, and any response to it, includes the City’s “Requirements for Bids, Requests for

Proposals, and Contracts, etc.” and the “Sealed Solicitation General Terms and Conditions”

attached hereto and set forth herein as if verbatim.

CRIMINAL HISTORY AFFIDAVIT

All Proposer’s must execute the attached Criminal History Affidavit. Contractor shall comply

with Tennessee Code Annotated Section 49-5-413, which requires all contractors to conduct a

criminal history records check conducted by the Tennessee Bureau of Investigation and the

Federal Bureau of Investigation on each employee prior to permitting the employee to have

contact with students or enter school grounds when students are present.

INSURANCE

The attached Insurance Checklist (which includes a section for the Insurance agent to fill- out)

and General Contract Form must be completed and returned with the proposal package. If

Proposer currently does not meet these insurance requirements but plans to obtain if awarded this

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project then state so on the checklist. An approved Certificate of Insurance will be required, as

specified, prior to contract award.

RIGHTS AND OPTIONS OF THE CITY OF JOHNSON CITY

The City reserves the following rights and options:

• Determine those proposers who are most qualified.

• Reject any or all proposals for any reason, at its sole discretion.

• Supplement, amend, or otherwise modify this RFP.

• Cancel this RFP with or without submission of another RFP.

• Issue additional solicitations for information and proposals, and conduct investigations

with respect to the qualifications of each respondent.

PROPRIETARY/CONFIDENTIAL INFORMATION:

Proposers are hereby notified that all information submitted as part of, or in support of, proposals

will be available for public inspection after opening of proposals in compliance with City Policy

and Tennessee Statute.

CONTRACT PERIOD

The District anticipates a one-time contract for the creation of critical incident mapping services.

Vendors may also propose optional ongoing services, including hosting, updates, or support,

which shall be clearly identified and priced separately.

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.