Project Information

Bid Title

Provision of WebEOC Administrator Services for the Office of Emergency Management on an Annual Contract

Issuing Agency

Gwinnett County

Location

Georgia

Published Date

Apr 8, 2026

Closing Date

Apr 27, 2026

Government Level

State & Local

Status

Closed

Ref. #

BL066-26

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

BL066-26

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

Virtual Bid Opening

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

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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.

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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.

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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.

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services

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