7-RFP 25-64, Public Alert and Warning Emergency Operations Plan (EOP).docx

Project Purpose:

The Southeastern Pennsylvania Regional Task Force (SEPA RTF), on behalf of Bucks County, is requesting Requests for Proposals for a Public Alert and Warning Project. The Bucks County Homeland Security Program in conjunction with the Emergency Management Agency (EMA), Emergency Communications (9-1-1), and Communications Department (PIO) seek solutions for the refined development of a Public Alert and Warning Emergency Operations Plan (EOP) Functional Annex with Hazard Specific Appendices. This functional annex and appendices will serve the County of Bucks to enhance its resiliency and capabilities to prevent, mitigate, prepare, respond and recover from acts of terrorism or other disaster.

Desired Project Milestones and Deliverables:

All documents produced shall follow the Department of Homeland Security (DHS), Federal Emergency Management Agency (FEMA) National Response Framework, National Incident Management System (NIMS), Integrated Public Alert and Warning System (IPAWS), applicable Homeland Security Presidential Directives, and the Americans with Disabilities Act. All milestones and final deliverables below shall be completed no later than June 1, 2026.

Milestone #1 – Project Kick-Off meeting with Planning Committee and Stakeholders and Existing County Plan Review (complete within 90 days of Notice to Proceed):

· Vendor to conduct a 90-minute, kick-off meeting with stakeholders and planning committee members to be determined by the Bucks County Emergency Management Agency within 30 days of Notice to Proceed

· Project Kick-Off meeting will introduce involved personnel, outline expectations, and explain the purpose and process of the planning effort. Attendees should leave with a clear understanding of the plan process and potential roles. Vendor will provide the agenda at least 2 weeks ahead of scheduled meeting to the County of Bucks for potential additions or revisions

· County of Bucks will provide all existing plans and applicable partner agency guidelines through local digital sharepoint

· County of Bucks to provide/identify all roles, responsibilities, and authorities applicable to Public Alert & Warning Montgomery County RFP 25-64 Southeastern Pennsylvania Regional Task Force (SEPA RTF) Public Alert and Warning Emergency Operations Plan (EOP)

Milestone #2 – Drafting of Plan and Appendixes (complete within 12 weeks from Notice to Proceed):

· Deliverables:

1. Develop the Public Alert and Warning EOP Functional Annex in coordination with Bucks County planning committee members and key stakeholders. This overarching functional annex shall be all-hazards focused and intended to be utilized by the Bucks County Emergency Operations Center when activated in addition to daily Public Alert & Warning operations conducted by Bucks County Emergency Management Agency and Emergency Communications. This EOP all-hazards annex shall include (at minimum) the following components:

a. Predetermined Authority Having Jurisdiction (AHJ) with Delegation of Authority to deliver messaging

b. Defined messaging types between Emergency and Non- Emergency/Routine messaging

c. Roles and responsibilities outlined between the varying levels of government responsible for Public Alert and Warning to include but not limited to:

i. Local (municipal) voluntary community messaging

ii. County involuntary/emergent messaging and disaster recovery messaging

iii. State involuntary messaging of emergency and other alert notifications

iv. Federal Emergency Alert System and messages delivered by the National Weather Service

v. Functional escalation points based on best practices and standards for varying types of threats to imminent threats to a targeted area, multiple municipalities, county-wide, and those that would impact surrounding counties

vi. Functional checklist and technical guidance with an associated workflow for emergency alert message construction and dissemination based on available technology with assigned EOC position specific roles and responsibilities

vii. Continuity/redundancy measures between the County of Bucks and surrounding county and state partners

2. Development of up to fifteen (15) Hazard/Threat Specific message template annexes with variable delivery methods (WEA, EAS, Email/Public Advisory) inclusive of protective actions. Applicable hazard/threat specific message templates to be determined by Bucks County EMA.

a. Each template to include “certified” interpreter messaging for up to ten (10) additional languages at the discretion of Bucks County EMA

3. Conduct Plan Review session with Bucks County Planning Team prior to completion of Milestone and any additional training/milestones

Milestone #3 – Conduct training of drafted annex and associated appendices with EOC members (complete within 4 weeks of Milestone #2 completion):

· Deliverables:

1. Following the development, review, and finalization of Deliverables in Milestone #2, the vendor is to provide training (max of 30 persons) for one

(1) four-hour maximum, in-person, training session that provides instruction on functional use of the newly developed annex and appendices

2. Provide printed copies of drafted annex and appendices for training attendees

3. Provide reusable functional annex “quick reference” cards/table mat for students

Milestone #4 – Conduct Functional Exercise for EOC members (complete within 6 weeks of Milestone #3 completion):

· Following completion of Milestone #4, conduct an in-person functional exercise to test all drafted annex plan and multiple hazard specific appendixes

· Functional exercise will comply with, and follow, the Homeland Security Exercise and Evaluation Program (HSEEP) inclusive of, but not limited to the Five Phases of the HSEEP Exercise Cycle:

1. Foundation: The following activities provide the foundation for an effective exercise: create a base of support (i.e., establish buy-in from the appropriate entities and/or senior officials); develop a project management timeline; identify an exercise planning team; and schedule planning conferences.

2. Design and Development: The design and development process focus on identifying objectives, designing the scenario, creating documentation, coordinating logistics, planning exercise conduct, and selecting an evaluation and improvement methodology.

3. Conduct: After the design and development steps are complete, the exercise takes place. Exercise conduct steps include setup, briefings, facilitation/control/ evaluation, and wrap-up activities.

4. Evaluation: The evaluation phase for all exercises includes a formal exercise evaluation, an integrated analysis, and an After-Action Report/Improvement Plan (AAR/IP) that identifies strengths and areas for improvement of an agency’s preparedness, based on exercise performance. Recommendations from evaluation used in improvement planning phase.

5. Improvement Planning: During improvement planning, the corrective actions identified in the evaluation phase are assigned, with due dates, to responsible parties; tracked to implementation; and then validated during subsequent exercises.

· The functional exercise creation shall consist of the following HSEEP compliant meeting schedule with supporting documentation:

1. Concept & Objectives Meeting

2. Initial Planning Meeting

3. Midterm Planning Meeting

4. Master Scenario Events List Meeting

5. Final Planning Meeting

· Deliverables:

1. Complete a detailed Project Management Timeline

2. Provide complete Functional Exercise Design and Development including the following exercise documentation:

· Exercise Planning Team Structure and identified corresponding personnel

· Exercise Plan

· Printed Player Handouts

· Documentation that scenario(s) has/have undergone “Ground Truthing” for a sense of realism whilst ensuring objectives can be achieved

· Controller/Evaluator Handbook

· Master Scenario Events List

· Extent of Play Agreement

· Exercise Evaluation Guidelines

· Control Staff Instructions

· Evaluation Plan

· Participant Feedback Form

3. Complete the Functional Exercise with vendor supplied evaluators on-site. Exercise shall transition between the applicable emergency management phases within a physical six (6) hour time period.

4. Complete a “hotwash” with exercise participants at the conclusion of the exercise

5. Complete a formal exercise evaluation inclusive of written surveys

6. Creation of an HSEEP compliant After-Action Report and Improvement Plan (AAR/IP), to be reviewed in-person with identified stakeholders of the overall findings prior to publication.

· This will include a minimum of one (1) After-Action Report/Improvement Plan Draft Review meeting with planning committee Milestone #5: Plan Revision and Finalization (complete within 4 weeks of Milestone #4 completion)

· Based on findings of the After-Action Report and Improvement Plan (AAR/IP), vendor is to make all necessary revisions to the developed plan and/or annexes/appendixes

· Deliverables:

1. Approved revisions of associated planning gaps identified in the AAR/IP

2. Vendor to include recommendations for future/continuous training and exercise ideas/concepts to be incorporated into the Bucks County Emergency Management Integrated Preparedness Plan (IPP) from all completed trainings and exercises completed

Vendor Expectations / Requirements / Experience:

· FEMA / PEMA methodologies with NIMS/ICS requirements met at all times

· Demonstrated experience in HSEEP

· Demonstrated experience in working with Commonwealth of Pennsylvania government procedures

· Demonstrated experience in working with Emergency Management Alert & Warning Functional Plans / Annexes

· Demonstrated experience in working with Access and Functional Needs (AFN) and English as Second Language (ESL) populations within Emergency Management scopes

· Predefined project team members with associated experience listed in proposal inclusive of the specific number of hours dedicated to each milestone with related role/responsibility for that milestone completion

· Proposal pricing response structure MUST include pricing by each milestone with the capability given to the County of Bucks to include or remove these milestones at time of contract award without renegotiation in pricing

Contract Term This contract shall commence upon full contract execution and the issuance of a Notice to Proceed from Bucks County. The contract shall expire on 08/31/2026.

Proposal Submittal Submissions are made electronically through the Bonfire Portal.

Offeror must submit both a “Technical Proposal” (NO PRICING) and a “Cost Proposal” as separate documents as part of its proposal package. In addition, a current W9 and completed Appendix “A” document must be uploaded.

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