Provision of WebEOC Administrator Services for the Office of Emergency Management on an Annual Contract
| Location: | Georgia |
|---|---|
| Posted: | Apr 8, 2026 |
| Due: | Apr 27, 2026 |
| Agency: | Gwinnett County |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | BL066-26 |
| Publication URL: | To access bid details, please log in. |
Provision of WebEOC Administrator Services for the Office of Emergency Management on an Annual Contract
Buyer Contact : Bethany.White@GwinnettCounty.com
Opening Date : 04/27/2026 03:00 PM EST
Attachment Preview
BL066-26
Page 1
April 7, 2026
INVITATION TO BID
BL066-26
The Gwinnett County Board of Commissioners is soliciting competitive sealed bids from qualified service providers for
the Provision of WebEOC Administrator Services for the Office of Emergency Management on an Annual Contract for
the Office of Emergency Management.
Bids should be typed or submitted in ink and returned in a sealed container marked on the outside with the BL# and
Company Name. Bids will be received until 2:50 P.M. local time on Monday, April 27, 2026, at the Gwinnett County
Purchasing Office, 75 Langley Drive, Lawrenceville, Georgia 30046. Purchasing is located on the second floor of the
Gwinnett Justice and Administration Center. Any bid received after this date and time will not be accepted. Bids will be
publicly opened and read at 3:00 P.M. The bid opening will be virtual ONLY. To access the bid opening virtually, visit this
Teams Meeting Link. Or, dial 323-676-6170, and enter Conference ID 521 008 656#. Apparent bid results will be available
the following business day on our website www.GwinnettCounty.com. Bids are legal and binding upon the bidder when
submitted.
Questions regarding bids should be directed to Bethany White, Purchasing Associate II at
Bethany.White@GwinnettCounty.com, no later than 3:00 P.M. on Thursday, April 16, 2026.
Successful service providers will be required to meet insurance requirements. The Insurance Company should be
authorized to do business in Georgia by the Georgia Insurance Department and must have an A.M. Best rating of A-10
or higher.
Gwinnett County does not discriminate on the basis of disability in the admission or access to its programs or activities.
Any requests for reasonable accommodations required by individuals to fully participate in any open meeting, program
or activity of Gwinnett County Government should be directed to the ADA Coordinator at the Gwinnett County Justice
and Administration Center, 770-822-8165.
The written bid documents supersede any verbal or written prior communications between the parties.
Award will be made to the service provider(s) submitting the lowest responsive and responsible bid. Gwinnett County
reserves the right to reject any or all bids, to waive technicalities, and to make an award deemed in its best interest. Bids
may be split or awarded in entirety. Gwinnett County reserves the option to negotiate terms, conditions and pricing with
the lowest responsive, responsible bidder(s) at its discretion.
Award notification will be posted after award on the County website, www.GwinnettCounty.com and service providers
submitting a bid will be notified via email.
We look forward to your bid and appreciate your interest in Gwinnett County.
Bethany White
Bethany White
Purchasing Associate II
The following pages should be returned in duplicate as your bid:
Bid Schedule, Page 7-8
References, Page 9
Contractor Affidavit and Agreement, Page 10
Code of Ethics Affidavit, Page 11
BL066-26
Page 2
1. Introduction
The Gwinnett County Board of Commissioners is soliciting competitive sealed bids from service providers to provide
WebEOC Software Administrator Services on an Annual Contract with four (4) options to renew for the Office of
Emergency Management.
2. Current Environment
The County utilizes WebEOC Professional to support the mission of crisis management, public safety, and emergency
response. In addition to the core functionality, the County has purchased and installed the following WebEOC Plugins:
ArcGIS Extension; Checklists; File Library; Active WebEOC Users; Contacts Manager; External Content Manager; IPAWS
Messaging; Messages Manager; MapTac; Single Sign On; and User Importer. Various custom processes have been
developed and are currently in use. The County maintains the following software support agreements with Juvare:
WebEOC Software Maintenance; Term Comprehensive Module Care Plan Maintenance; Double-Take Standard
Maintenance; and Perpetual – Disaster Recovery Maintenance. WebFusion processes are utilized to connect to multiple
WebFusion Servers. Gwinnett County does not own or maintain a WebFusion Server.
3. Project Description
The County is seeking bids from service providers to provide WebEOC Software Administrator Services which include:
effectively managing the WebEOC Software System to transfer critical information to and from local, regional, and state
entities; administering the system process flow using a methodical configuration of groups, positions, and users;
designing, configuring, testing and implementing process permissions; designing, configuring, testing and implementing
administrator profiles; designing, configuring, testing and implementing complex boards and processes to include input
views, display views, sorting, filtering, data-linking; process permissions; mapping, charts, dashboards, and report
generation; and integrating WebEOC with other applications. The service provider will develop and maintain system
documentation; assist in the writing of user guides; provide administrator and end-user WebEOC training; and provide
technical advice, assistance, and guidance to County staff to include advice related to the implementation of future
software version releases. The service provider will also be available for on-site emergency services during activations of
the Gwinnett County Emergency Operations Center (EOC), this may include services outside of standard business hours.
Services provided during an activation of the EOC may include all services listed in Section 4 Scope of Work. Responses
to crisis events are dynamic, challenging, and may include working in high-pressure environments. The service provider
is expected to remain flexible, calm, and professional while adapting technological solutions to achieve success.
4. Scope of Work
The service provider shall furnish all personnel, technical expertise, tools, and professional support necessary to provide
consultation services, system administration, development, training, and support/services related to the migration, by
Juvare, from the County’s existing on premises Juvare WebEOC system to the cloud based Juvare WebEOC Nexus
platform.
The scope of migration related services shall include, without limitation, the following:
a)
System Support and Availability
The service provider shall provide subject matter expert consultation and operational support for
WebEOC and WebEOC Nexus, including all associated components, plug-ins, integrations, and custom
developed functionality. Support services shall be available onsite or remotely via phone, email, or video
conference, as requested by the County.
The service provider shall designate qualified key personnel or provide an on-call contact number
available twenty-four (24) hours per day, three hundred sixty-five (365) days per year to initiate support
BL066-26
Page 3
requests. Upon notification by the County, the service provider shall acknowledge receipt of a support
request within thirty (30) minutes and shall assign appropriate resources to address the issue in
accordance with County priorities.
Timelines and Scheduling Requirements
Within thirty (30) calendar days of contract award, and thereafter as requested or as necessary to reflect
any change, the service provider shall develop and submit to the County for review and approval a written
support and migration timeline that defines, at a minimum:
1.
Support coverage hours and on-call availability
2.
Planned response and resolution targets by issue severity
3.
Migration related phases, milestones, and dependencies, where applicable
4.
Cutover readiness checkpoints and County approval gates
5.
Post migration stabilization duration and support expectations
The approved timeline shall serve as a binding performance baseline. No material deviation from an
approved timeline, milestone, or sequence of activities shall occur without prior written approval from the
County.
The service provider shall promptly notify the County in writing of any risks, constraints, or dependencies
that may impact approved timelines and shall propose mitigation strategies for County consideration.
Service Levels and Escalation
The service provider shall comply with service level agreements, response targets, resolution objectives,
and escalation procedures established by the County and set forth in service levels shall apply to routine
operations, migration activities, cutover events, post migration stabilization, and transition assistance.
The County shall retain sole authority to determine issue severity classifications and to require
adjustments to service levels during declared incidents, activations, or other critical operational periods.
The service provider shall maintain provide identification of primary and secondary escalation contacts,
and shall escalate unresolved issues in accordance with County direction.
b)
Training Support
The service provider shall provide both virtual and onsite instructor led training covering all facets of
WebEOC and WebEOC Nexus, including, but not limited to, general user orientation, board usage,
workflows, dashboards, reporting, integrations, and plug ins. Training content shall be tailored to the
County’s specific system configuration and operational requirements and shall address functional
differences between the on premises and Nexus platforms.
c)
System Configuration, Board, Dashboard, and Process Development
The service provider shall assist the County with configuration and optimization of WebEOC and WebEOC
Nexus, including associated plug-ins and components. Services shall include analysis, design,
development, implementation, testing, and evaluation of boards, dashboards, workflows, forms,
permissions, reports, and process automation to enhance operational effectiveness.
BL066-26
Page 4
The service provider shall facilitate process discovery sessions to identify requirements for updating
existing processes or creating new functionality. Work may be performed through a combination of onsite
engagement and virtual support, as directed by the County.
d)
Custom Development and Integrations
The service provider shall provide custom development services, including development, modification,
and support of integrations, interfaces, APIs, webpages, dashboards, reports, and mobile applications
required to support County operations. These services shall support both the existing WebEOC
environment and the WebEOC Nexus platform and may be delivered through a combination of onsite and
virtual engagement.
The service provider shall coordinate with third party vendors and the County’s Department of Information
and Technology Services, as applicable, to support integration functionality and issue resolution, all of
which is subject to ongoing County oversight and approval.
e)
WebEOC Nexus Migration Services
The service provider shall be prepared to plan, coordinate, and oversee the migration of the County’s
existing on premises WebEOC system to the cloud based WebEOC Nexus platform. Migration services
shall include, at a minimum:
1.
Development of a comprehensive migration plan, including timelines, task sequencing,
dependencies, risk identification, mitigation strategies, and communication protocols.
2.
Migration of system configurations, boards, workflows, dashboards, forms, permissions, reports,
attachments, historical data, and related components.
3.
Configuration and validation of all existing plug-ins, integrations, and custom developed
components within the Nexus environment, or identification and implementation of County
approved updates or replacements.
4.
Coordination with the County’s Department of Information and Technology Services and other
stakeholders to address security controls, access management, authentication, compliance
standards, and technical requirements.
5.
Support for functional testing, integration testing, performance testing, and user acceptance
testing.
6.
Documentation, tracking, and timely resolution of migration related defects and issues.
f)
Cutover Control, Rollback, and Legacy System Support
The service provider shall not execute a final migration cutover or a transition to production use of
WebEOC Nexus without prior written approval from the County.
In the event of migration failure, performance degradation, or functional deficiency, the service provider
shall support rollback to the legacy environment or delayed cutover, as directed by the County, and at no
additional cost.
The service provider shall continue to support the legacy WebEOC environment until the County has
provided written acceptance of the Nexus migration.
BL066-26
Page 5
g)
Post Migration Stabilization and Hypercare
Following County approved cutover, the service provider shall provide a post migration stabilization
period during which priority support, defect remediation, and operational assistance shall be provided to
address migration related issues identified under real-world usage.
Remediation of migration related defects during this period shall be provided at no additional cost to the
County.
h)
Data Retention, Archival, and Historical Access
The service provider shall ensure preservation of historical incident data, system logs, attachments, and
records in accordance with County data retention, legal, and audit requirements. For data elements that
cannot be directly migrated, the service provider shall document limitations and propose archival or
access solutions subject to County approval and in coordination with the County’s Department of
Information and Technology Services.
i)
Licensing, Feature Parity, and Performance Validation
The service provider shall validate that all required licenses, features, plug ins, and modules necessary to
support County operations are enabled and available in WebEOC Nexus. Any functional differences,
limitations, or feature gaps shall be documented and submitted to the County for review and approval.
The service provider shall support validation of system performance and usability under expected
operational and surge conditions and shall coordinate with Juvare to address migration related
performance issues.
j)
Documentation and Knowledge Transfer
The service provider shall provide complete, current, and accurate documentation of system
configurations, workflows, dashboards, integrations, security settings, and administrative procedures.
Documentation shall be delivered in County approved formats and ownership of all documentation shall
reside with the County’s Department of Information and Technology Services.
The service provider shall conduct comprehensive knowledge transfer sessions and support for County
staff when requested, including live sessions and recorded materials, to ensure continuity of operations
and administrative independence.
k)
Change Control During Migration
The service provider shall adhere to the County’s formal change control process during migration
activities. Any changes impacting scope, schedule, cost, or functionality shall require prior County review
and approval. Emergency changes shall be documented and communicated in accordance with County
direction, and shall adhere to the County’s formal emergency change control process.
l)
Transition, Disengagement, and Continuity Support
In the event that migration or rehosting activities overlap with any contract transition, or upon contract
expiration or termination, the service provider shall provide complete documentation, full knowledge
transfer, and reasonable transition assistance to ensure uninterrupted continuity of services and
successful completion of the migration to WebEOC Nexus.
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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