TEMA Critical Incident Management System

Location:	Tennessee
Posted:	Jun 12, 2026
Due:	Jul 7, 2026
Agency:	State Government of Tennessee
Type of Government:	State & Local
Category:	65 - Medical, Dental, and Veterinary Equipment and Supplies R - Professional, Administrative and Management Support Services
Solicitation No:	RFP 34101-250701
Publication URL:	To access bid details, please log in.

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12-18-25 RFP

STATE OF TENNESSEE

TENNESSEE EMERGENCY MANAGEMENT AGENCY

REQUEST FOR PROPOSALS

FOR

CRITICAL INCIDENT MANAGEMENT SYSTEM

RFP # 34101-250701

RFP CONTENTS

SECTIONS:

INTRODUCTION

RFP SCHEDULE OF EVENTS

RESPONSE REQUIREMENTS

GENERAL CONTRACTING INFORMATION & REQUIREMENTS

EVALUATION & CONTRACT AWARD

ATTACHMENTS:

6.1. Response Statement of Certifications & Assurances

6.2. Technical Response & Evaluation Guide

6.3. Cost Proposal & Scoring Guide

6.4. Reference Questionnaire

6.5 Score Summary Matrix

6.6 System Requirements Matrix

6.7. Pro Forma Contract

12-18-25 RFP

INTRODUCTION

The State of Tennessee, TENNESSEE EMERGENCY MANAGEMENT AGENCY, hereinafter referred to

as “the State,” issues this Request for Proposals (RFP) to define minimum contract requirements; solicit

responses; detail response requirements; and, outline the State’s process for evaluating responses and

selecting a contractor to provide the needed goods or services.

Through this RFP, the State seeks to procure necessary goods or services at the most favorable,

competitive prices and to give ALL qualified respondents an opportunity to do business with the state as

contractors, subcontractors or suppliers.

1.1. Statement of Procurement Purpose

The Tennessee Emergency Management Agency seeks a comprehensive software solution to enhance

its emergency management capabilities, focusing on incident tracking, resource coordination, and

communication during crises. The goal is to improve real-time situational awareness, enabling efficient

management of resources, personnel, and operational tasks. The solution should support seamless

communication across multiple teams and organizations, facilitate collaborative decision-making, and

ensure the execution of response efforts. This initiative aims to enhance the agency's ability to respond

effectively to emergencies, streamline logistics, and improve the overall coordination of disaster response

operations.

1.1.2.

The State’s estimated maximum liability is $800,000 for the full contract term of 60 months. This

estimate reflects the anticipated cost of acquiring, implementing, and maintaining a Critical Incident

Management (CIM) system, including software licensing, configuration, Integration with ArcGIS, training,

support, and any associated services.

1.2. Scope of Service, Contract Period, & Required Terms and Conditions

The RFP Attachment 6.7., Pro Forma Contract details the State’s requirements:

 Scope of Services and Deliverables (Section A);

 Contract Period (Section B);

 Payment Terms (Section C);

 Standard Terms and Conditions (Section D); and,

 Special Terms and Conditions (Section E).

The pro forma contract substantially represents the contract document that the successful Respondent

must sign.

1.3. Nondiscrimination

No person shall be excluded from participation in, be denied benefits of, or be otherwise subjected to

discrimination in the performance of a Contract pursuant to this RFP or in the employment practices of the

Contractor on the grounds of handicap or disability, age, race, creed, color, religion, sex, national origin,

or any other classification protected by federal, Tennessee state constitutional, or statutory law. The

Contractor pursuant to this RFP shall, upon request, show proof of such nondiscrimination and shall post

in conspicuous places, available to all employees and applicants, notices of nondiscrimination.

1.4. RFP Communications

1.4.1. The State has assigned the following RFP identification number that must be referenced in all

communications regarding this RFP:

RFP # 34101-250701

RFP 34101-250701

12-18-25 RFP

1.4.2. Unauthorized contact about this RFP with employees or officials of the State of Tennessee

except as detailed below may result in disqualification from consideration under this

procurement process.

1.4.2.1. Prospective Respondents must direct communications concerning this RFP to the

following person designated as the Solicitation Coordinator:

Sharon Pope

Dept. of General Services

Central Procurement Office

615-741-9588

Sharon.Pope@tn.gov

1.4.2.2.

Notwithstanding the foregoing, Prospective Respondents may alternatively contact:the

following individual designated by the State to coordinate compliance with the

nondiscrimination requirements of the State of Tennessee, Title VI of the Civil Rights

Act of 1964, the Americans with Disabilities Act of 1990, and associated federal

regulations:

Helen Crowley

Central Procurement Office

Department of General Services

WRS Tennessee Tower, 3rd Floor

312 Rosa L. Parks Ave., Nashville, Tennessee 37243

615-741-3836

Helen.Crowley@tn.gov

1.4.3. Only the State’s official, written responses and communications with Respondents are binding

with regard to this RFP. Oral communications between a State official and one or more

Respondents are unofficial and non-binding.

1.4.4. Potential Respondents must ensure that the State receives all written questions and comments,

including questions and requests for clarification, no later than the Written Questions &

Comments Deadline detailed in the RFP Section 2, Schedule of Events.

1.4.5.

Respondents must assume the risk of the method of dispatching any communication or response

to the State. The State assumes no responsibility for delays or delivery failures resulting from the

Respondent’s method of dispatch. Actual or digital “postmarking” of a communication or

response to the State by a specified deadline is not a substitute for the State’s actual receipt of a

communication or response. It is encouraged for Respondents to submit bids digitally.

1.4.6. The State will convey all official responses and communications related to this RFP to the

prospective Respondents from whom the State has received a Notice of Intent to Respond (refer

to RFP Section 1.8).

1.4.7.

The State reserves the right to determine, at its sole discretion, the method of conveying official,

written responses and communications related to this RFP. Such written communications may

be transmitted by mail, hand-delivery, facsimile, electronic mail, Internet posting, or any other

means deemed reasonable by the State. For internet posting, please refer to the following

website: https://www.tn.gov/generalservices/procurement/central-procurement-office--cpo-

/supplier-information/request-for-proposals--rfp--opportunities1.html.

1.4.8. The State reserves the right to determine, at its sole discretion, the appropriateness and

adequacy of responses to written comments, questions, and requests related to this RFP. The

State’s official, written responses will constitute an amendment of this RFP.

RFP 34101-250701

12-18-25 RFP

1.4.9.

Any data or factual information provided by the State (in this RFP, an RFP amendment or any

other communication relating to this RFP) is for informational purposes only. The State will make

reasonable efforts to ensure the accuracy of such data or information, however it is the

Respondent’s obligation to independently verify any data or information provided by the State.

The State expressly disclaims the accuracy or adequacy of any information or data that it

provides to prospective Respondents.

1.5. Assistance to Respondents With a Handicap or Disability

Prospective Respondents with a handicap or disability may receive accommodation relating to the

communication of this RFP and participating in the RFP process. Prospective Respondents may contact

the Solicitation Coordinator to request such reasonable accommodation no later than the Disability

Accommodation Request Deadline detailed in the RFP Section 2, Schedule of Events.

1.6. Respondent Required Review & Waiver of Objections

1.6.1.

Each prospective Respondent must carefully review this RFP, including but not limited to,

attachments, the RFP Attachment 6.7., Pro Forma Contract, and any amendments, for questions,

comments, defects, objections, or any other matter requiring clarification or correction (collectively

called “questions and comments”).

1.6.2. Any prospective Respondent having questions and comments concerning this RFP must provide

them in writing to the State no later than the Written Questions & Comments Deadline detailed in

the RFP Section 2, Schedule of Events.

1.6.3. Protests based on any objection to the RFP shall be considered waived and invalid if the

objection has not been brought to the attention of the State, in writing, by the Written Questions &

Comments Deadline.

1.7. Pre-Response Conference

A Pre-response Conference will be held at the time and date detailed in the RFP Section 2, Schedule of

Events. Pre-response Conference attendance is not mandatory, and prospective Respondents may be

limited to a maximum number of attendees depending upon overall attendance and space limitations.

The conference will be held at:

Date: May 22, 2026

Time: 9:00 AM CST

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/249704645143399?p=2JdPPIZV1J2Xo06Xo3

Meeting ID: 249 704 645 143 399

Passcode: dw2p8x5a

Dial in by phone

+1 629-209-4396,,624175502# United States, Triune

Find a local number

Phone conference ID: 624 175 502#

Join on a video conferencing device

Tenant key: stateoftn@m.webex.com

Video ID: 111 017 532 4

The purpose of the conference is to discuss the RFP scope of goods or services. The State will entertain

questions, however prospective Respondents must understand that the State’s oral response to any

question at the Pre-response Conference shall be unofficial and non-binding. Prospective Respondents

RFP 34101-250701

12-18-25 RFP

must submit all questions, comments, or other concerns regarding the RFP in writing prior to the Written

Questions & Comments Deadline date detailed in the RFP Section 2, Schedule of Events. The State will

send the official response to these questions and comments to prospective Respondents from whom the

State has received a Notice of Intent to respond as indicated in RFP Section REFERENCE and on the

date detailed in the RFP Section 2, Schedule of Events.

1.8. Notice of Intent to Respond

Before the Notice of Intent to Respond Deadline detailed in the RFP Section 2, Schedule of Events,

prospective Respondents should submit to the Solicitation Coordinator a Notice of Intent to Respond (in

the form of a simple e-mail or other written communication). Such notice should include the following

information:

 the business or individual’s name (as appropriate);

 a contact person’s name and title; and

 the contact person’s mailing address, telephone number, facsimile number, and e-mail address.

A Notice of Intent to Respond creates no obligation and is not a prerequisite for submitting a

response, however, it is necessary to ensure receipt of any RFP amendments or other notices and

communications relating to this RFP.

1.9. Response Deadline

A Respondent must ensure that the State receives a response no later than the Response Deadline time

and date detailed in the RFP Section 2, Schedule of Events. The State will not accept late responses,

and a Respondent’s failure to submit a response before the deadline will result in disqualification of the

response. It is the responsibility of the Respondent to ascertain any additional security requirements with

respect to packaging and delivery to the State of Tennessee. Respondents should be mindful of any

potential delays due to security screening procedures, weather, or other filing delays whether foreseeable

or unforeseeable.

RFP 34101-250701

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

Document ID & Hyperlink:	RFP 34101-250701 System Requirements Matrix
Event Start - Response Due:	06/12/2026 07/07/2026
Event Name:	TEMA Critical Incident Management System
Last Updated: