Emergency Management & Incident Management Software (Virtual EOC)

The Napa County Office of Emergency Services is issuing this Request for Proposal (RFP) for the purpose of securing a web-based Emergency Management / Incident Management platform that enhances our emergency operations center to support the functions of preparedness, response, and recovery and function as a tool for day-to-day operational coordination across County departments and partnered agencies.

The overarching goals of integrating this system within our Emergency Operations Center will help establish the following:

• A Common Operation Picture
• Enable real-time situational awareness for both in-person and virtual support staff
• Support Multi-Agency Coordination
• Improve information sharing, reporting and task tracking
• Provide a scalable system to utilize during incidents and planned events.

It is anticipated that this will be a one (1) year contract with a not-to-exceed amount of $35,000

Project Details

• Reference ID: OES072601
• Department: Sheriff
• Department Head: Oscar Ortiz (Elected Department Head)

Important Dates

• Questions Due: 2026-08-07T00:00:00.000Z
• Answers Posted By: 2026-08-12T00:00:00.000Z

Evaluation Criteria

• Company History and Background (15 pts) —

  Please provide a description and brief history/background of your company.  Included in this should be the number of years in business; list of owners; board of directors, if applicable; key company personnel; number of total employees (both company wide and those working out of the office, warehouse, or depot from where services for this contract will originate); and number of staff who provide Incident Management Software integration services.

• Background, Experience, Qualifications, and Approach to Scope of Work (40 pts) —

  Please describe background, experience, qualifications, technical capabilities, training programs, safety programs, and expertise integrating a web-based Incident Management Software for government entities. Experience and qualifications of key field personnel should be included. A description of your customer service approach and process, should also be included.  Any current or past contracts with government agencies can be listed and described in this section.  Licensing and certification shall also be described in this section.    This Section shall also include a detailed description of the services offered and approach to the Scope of Work.  Attention to the details provided in Attachment A – Scope of  Services and Project Plan should be considered with your response.

• Environmental Sustainable Business Practices (5 pts) —

  Please describe any environmentally sustainable business practices that your company utilizes, whether in the office or in the field.

• Technical Aspects and System Capabilities (30 pts) —

  The County will evaluate the Proposer's ability to provide a secure, cloud-based incident management system that meets the County's functional and operational requirements. Evaluation will consider system capabilities, technical architecture, security, interoperability, implementation, hosting, training, and support services.

• Pricing Information/Structure (10 pts) —

  The pricing proposal should include a detailed breakdown of implementation of the system and training as well as annual costs through the duration of the contract.

• Product Demonstration-if applicable (10 pts) —

  Demonstrations and presentations may be conducted with the firm with the highest scoring Proposal and those firms scoring within ten (10) points of the highest scoring Proposal. If no proposal is within 10 points of the highest scoring proposal, the County may choose to forgo the product demonstration step.

Submission Requirements

• Cover Page and Company Information (required) —

  See Organization of Proposal and Proposal Organization Requirements (Items 1 and 2) for Required Information.

• Background, Experience, Qualifications, and Approach to Scope of Work; and Environmental Sustainable Business Practices (required) —

  See Evaluation Criteria (Items1, 2 and 3) for required information that must be provided.

• Technical Aspects and System Capabilities (required) —

  Upload the completed chart provided as Attachment A.

• Pricing/Rate Proposal (required) —

  Please Provide Pricing and Rate Proposal Information.

  It is the County’s intent to award this contract for an amount not to exceed an annual cost of $35,000. A budget of $35,000 has been established for this project. Prices quoted shall be firm and fixed through the contract term and shall not exceed the specified amount indicated unless mutually agreed upon. All cost projected to exceed the fixed cost shall be clearly identified and described.

  The pricing proposal should include a detailed breakdown of implementation of the system and training as well as annual costs through the duration of the contract.

• References (required) —

  Provide a minimum of three (3) current references for which your agency has provided services similar to those described in this Request for Proposals. References shall include entity, contact name, address, title, phone number, and term of contract.

  The County reserves the right to contact references not provided in the submittals.

• You are required to disclose any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or a verification of no responsive incidents. (required) —

  Failure to comply with the terms of this provision may disqualify any proposal. The County of Napa reserves the right to reject any proposal based upon the Proposer’s prior history with the County of Napa or with any other party, which documents, without limitation, unsatisfactory performance, significant failures to meet contract milestones or other contractual failures. 

  Please disclose below. If you have no disclosures to report please write that you have no reportable disclosures.

• The proposer accepts the County’s standard Agreement; and is willing and able to meet the County’s insurance requirements, found in the draft Agreement, Sections IV, V, and Exhibit C ( Agreement attached) (required)
• If no was selected, please provide reasons/exceptions: (required) —

  PSA: Respondents should clearly note in their proposals whether they take exception to any of the PSA requirements and should include a detailed explanation of the reason for the exception and a counterproposal or alternative suggestion(s) for the County’s review. However, after review of any respondent’s exceptions, the County reserves the right to reject any and all exceptions taken to the County’s PSA.

  Insurance: Respondents who are unable to meet all the County’s insurance requirements may submit with their proposal an alternative plan for obtaining insurance that will adequately mitigate the risks associated with providing the services. Any alternative insurance coverage request is subject to review and approval by County Counsel and the County’s Risk Management Officer.

  Failure to meet the County’s insurance requirements (as determined by County Counsel and County Risk Management) may be sufficient reason for disqualification from the selection process.

• AB339 RFx Review ID Number (required) —

  (Please note a second AB339 review will be required for any potential contract drafted as a result of this RFx)

• What is the estimated end date of the awarded contract? (required) —

  Ex. May 4, 2025

• What is the not to exceed project value? (required) —

  Ex. $10,000

• Federal Funds may or will be used. (required)