6-RFP 25-55 -SEPA RTF for Regional Mass Gathering Workshop and Tabletop Exercise - Scope of Work.pdf

Montgomery County PA – RFP 25-55 Southeastern Pennsylvania Regional Task Force

Regional Mass Gathering Workshop and Tabletop Exercise

Background

The Southeastern Pennsylvania Regional Task Force (SEPA RTF) Training and Exercise Sub- Committee developed a training and exercise plan to enhance all-hazard preparedness capabilities throughout the region. Vendor is responding to an RFP to do business with all member counties of the Southeastern Pennsylvania Regional Task Force, which is comprised of the County of Berks, County of Bucks, County of Chester, County of Delaware, County of Montgomery, and the City of Philadelphia. As such, vendors should familiarize themselves and their agencies within the Pennsylvania Commonwealth Structure specific to first-, second-, and third-class counties and the relationships that exist between aforementioned counties, and the local municipalities and services within them. For specific information on the Southeastern Pennsylvania Regional Task Force please visit https://www.montcopa.org/3337/Southeastern-Pennsylvania- Regional-Task-.

SEPA RTF Training and Exercise Sub-Committee met to collectively develop an exercise plan centered around exploring a regional response coordination effort to multiple/simultaneous mass gathering events at Soft Targets, with the main focus on Information and Intelligence Sharing capabilities.

Scope

The Southeastern Regional Taskforce T&E Sub-Committee requesting proposals for a workshop and tabletop exercise, incorporating stakeholders from the SEPA RTF member counties. The overall focus of both the workshop and tabletop would be to review and enhance regional operational coordination efforts in addition to information and intelligence sharing capabilities. Vendor to provide itemized (a-la-carte) pricing to be included or excluded at the discretion of the SEPA RTF upon award.

• Workshop Objectives (8 hours):

o Review and identify each member counties’ existing procedures and/or historical context regarding operations at mass gathering events o Review and identify each member counties’ physical resources that are routinely deployed and/or shared amongst the region for mass gathering events o Review current plans within the region as it relates to Public Transportation utilization/capabilities for simultaneous mass gathering events occurring throughout the region o Review and identify resources utilized throughout the region to sustain and enhance information and intelligence sharing activities amongst taskforce member counties and key stakeholders to include other private/public agencies and partnerships o Review best practices and current plans for prolonged EOC activations occurring in each member county and ways to enhance the sharing of personnel and other resources during prolonged, simultaneous mass gathering events throughout the region spanning across multiple days and weeks

• Tabletop Exercise Objectives (8 hours):

o Following a successful workshop, present a scenario to the Taskforce counties https://www.montcopa.org/3337/Southeastern-Pennsylvania-Regional-Task-https://www.montcopa.org/3337/Southeastern-Pennsylvania-Regional-Task-requiring activation of each county’s EOCs in response to multiple simultaneous mass gathering events held on July 4th o Taskforce representatives to provide subject matter expertise on capabilities that are to be exercised based on findings from the workshop

Planning/Vendor Requirements

• In-person Workshop to occur by February 2026 at a location to be provided by the

Taskforce in Montgomery County, PA not to exceed 120 total participants.

• In-person Tabletop Exercise to occur by April 2026 at a location to be provided by the Taskforce in Montgomery County, PA not to exceed 60 total participants.

• Vendor responsible for conducting a hotwash at the conclusion of both the Workshop and Tabletop Exercise

• Vendor responsible for production of an After-Action Review and Improvement Plan following both the Workshop and Tabletop Exercise (separately) to be published for the Taskforce within 30 days of Workshop/Tabletop Exercise Completion

• Vendor will provide food and refreshments for both the Workshop and Tabletop Exercise participants within the overall course cost (not itemized expenses)

• Vendor will provide BOTH print and electronic participant guides where appropriate for all participants

• Vendor will have primary and secondary means of delivering conduct material, presentations, videos, media, etc.

• Vendor will provide all necessary activity materials such as flip charts, poster boards, markers, whiteboard markers, pens, pencils, etc. for participants

• Vendor will cover any cost for shipping of course materials and lodging/transportation/meals/incidentals of their employees within the overall course cost (not itemized expenses)

• Registrations will be handled by the Training & Exercise sub-committee from each taskforce member county o This will be an invitation only Workshop and Tabletop Exercise

Questions All questions related to this Request for Proposal are to be submitted through the Bonfire (Euna) Portal.

Submission Proposals must be submitted directly into the Bonfire portal. The following items should be included in your proposal submission:

• Technical Proposal o Company background o Instructor(s) background.

o Provide schedule and strategy for performing services outlined in this Scope of Work.

o Provide references for at least 3 state/regional/local organizations that your company has performed similarly sized projects for including a description of these completed projects.

• Cost Proposal o Provide total cost for providing services outlined in this Scope of Work.

o Provide itemized (a-la-carte) pricing to be included or excluded at the discretion of the

SEPA RTF upon award.

o The total cost should not exceed $60,000.

NOTE: Do NOT include cost in your Technical Proposal. Technical and Cost Proposals should be submitted as separate documents.