SEPA RTF for Regional Mass Gathering Workshop and Tabletop Exercise

Montgomery County, Pennsylvania, through the Southeastern Pennsylvania Regional Task Force (SEPA RTF), is seeking a vendor to conduct a Regional Mass Gathering Workshop and Tabletop Exercise. The procurement, identified as RFP 25-55, aims to enhance regional operational coordination and information/intelligence sharing capabilities across Berks, Bucks, Chester, Delaware, Montgomery Counties, and Philadelphia City. The selected vendor will be responsible for delivering an 8-hour workshop by February 2026 with up to 120 participants and an 8-hour tabletop exercise by April 2026 with up to 60 participants. Key deliverables include participant materials, a post-event hotwash, an After-Action Review, and an Improvement Plan. The exercise will simulate multiple simultaneous mass gathering events on July 4th, requiring activation of each county's Emergency Operations Centers. Vendors must submit separate technical and cost proposals through the Bonfire portal, including company background, instructor details, project schedule, strategy, and references from three similar projects. The proposal submission deadline is November 13, 2025, with a total contract cost not to exceed $60,000.

The solicitation does not explicitly specify set-aside designations or restrictions for disadvantaged enterprises, though the standard terms and conditions suggest a commitment to nondiscrimination and equal opportunity. The RFP requires comprehensive insurance coverage, compliance with federal grant regulations, and adherence to various legal and ethical standards. Bidders must complete detailed certification forms addressing potential conflicts of interest, business classifications, and compliance with ethics regulations. The procurement allows for itemized, a-la-carte pricing, which provides SEPA RTF flexibility in selecting specific services. While no incumbent vendor is mentioned, the contract includes provisions for potential one-year extensions up to five years total. The procurement emphasizes evaluation criteria beyond pricing, including vendor experience, delivery capabilities, and past performance in similar regional exercise development and execution. Interested vendors must demonstrate expertise in emergency management, mass gathering event scenarios, and regional coordination exercises.