All Hazards Emergency Planning Software

Location:	Pennsylvania
Posted:	Jan 21, 2026
Due:	Jan 30, 2026
Agency:	State Government of Pennsylvania
Type of Government:	State & Local
Category:	70 - General Purpose Information Technology Equipment (including software). D - Automatic Data Processing and Telecommunication Services
Solicitation No:	6100064731-RFI
Publication URL:	To access bid details, please log in.

General Information

Department for this solicitation:

Procurement

Date Prepared:

11/21/25

Types:

RFI

Advertisement Type:

Service

Materials

Service & Materials

PW Construction

Agency Construction

Real Estate

Solicitation/Project#:

6100064731-RFI

Solicitation/Project Title:

All-HAZARDS EMERGENCY PLANNING SOFTWARE

Description:

The purpose of the Request for Information (RFI) is to request feedback from the supplier community who have experience in All-HAZARDS EMERGENCY PLANNING SOFTWARE. Information gathered through this RFI will be taken into consideration during the development of a new solicitation for the requested services. The RFI can be located by copying the following link into your browser: https://www.emarketplace.state.pa.us/Solicitations.aspx?SID=6100064731-RFI

Responses must be received by the purchasing agency no later than the RFI due date and time as set forth in the RFI. Any conflict between the dates and/or times contained in the RFI itself or its attachments and this advertisement shall be resolved in favor of the RFI.

Department Information
Department/Agency:	Pennsylvania Emergency Management Agency	Delivery Location:
County:	Statewide	Duration:	10 weeks

Contact Information
First Name:	Larry	Last Name:	Dove
Phone Number: (XXX-XXX-XXXX)	717-651-2029	Email:	ra-emrfi@pa.gov

Solicitation Information
Bids must be received by the purchasing agency on the Solicitation Due Date no later than the Solicitation Due Time as set forth in the solicitation. Any conflict between the dates and/or times contained in the solicitation itself or its attachments and this advertisement shall be resolved in favor of the solicitation.
Solicitation Start Date:	11/21/25
Solicitation Due Date:	01/30/26	Solicitation Due Time:	4:00 PM
Solicitation Opening Date:	02/02/26	Solicitation Opening Time:	10:00 AM
Opening Location:	This Is Not A Public Bid Opening
No. of Addendums:	3

Amended Date:	01/21/26

Related Solicitation Files

Original Files

	Request for Information (RFI) Emergency Operations Planning Software- Final.pdf
	Trade Secret - Confidential Proprietary Information Notice (3).pdf

Flyers/Addendums

	Solicitation Addendum Form #1.pdf
	Solicitation Addendum Form #2.pdf
	Solicitation Addendum Form #3.pdf
	Dam Plan Process.pdf

Attachment Preview

All-HAZARDS EMERGENCY PLANNING SOFTWARE

Request for Information 6100064731

Summary.

The Commonwealth of Pennsylvania (Commonwealth) issues this Request for Information (RFI) to solicit

information that will be used to assist with the development of a solicitation for Emergency Operations

Planning Software which may be released by the Commonwealth in the near future.

Specifically, this request seeks information from which the Commonwealth can formulate specifications and

requirements, realistic timeframes and cost structures for the referenced procurement and project. The

Commonwealth desires to produce a solicitation that promotes vendor competition and creative technical

solutions. The Commonwealth is open to any and all ideas in relation to this project and encourages

alternative ideas that will help the Commonwealth better define its requirements. This RFI is an earnest

attempt to become aware of and knowledgeable about current solutions to support the project

requirements of the Commonwealth. This RFI will also help the Commonwealth identify vendors who are

able to provide the required services to support this goal.

Background.

The Pennsylvania Emergency Management Agency (PEMA) is seeking to modernize the process and solution

used to develop, maintain, and utilize emergency operations plans (EOP). An EOP is a framework that

defines who is doing what during an emergency.

PEMA is focused on implementing a modern EOP process that facilitates stakeholders working through

different scenarios that are relative to their operations, which results in an EOP that is concise, written in

plain language, clearly defines the framework of responsibilities, and easy to use.

Additionally, the ability for a solution to support different types of emergency management related plans,

efficiently organize and manage a large number of plans, flexible user management, customizable

workflows, and the ability to share a plan during an emergency are important considerations.

Potential users of the solution are listed below.

• PEMA: PEMA is required to maintain a Commonwealth Emergency Operations Plan.

• Counties and Municipalities: There are sixty-seven (67) counties and over 2,500 municipalities

in Pennsylvania. Pennsylvania law requires each political subdivision to prepare, maintain and keep

current an EOP for their jurisdiction.

• PA Department of Environmental Protection (DEP) and High Hazard Dam Owners:

There are over 1,000 entities including engineers, dam owners, county EMC personnel, and DEP

staff that utilize the exiting software to develop and manage High Hazard Dam Emergency Action

Plans (EAPs).

• School Districts and Other Entities: School districts are required to maintain an EOP. There

are 700 school entities and 29 Intermediate Units in Pennsylvania.

Issues to Be Addressed.

The Commonwealth is requesting feedback from firms with expertise in Emergency Operations Planning

Software as set forth below:

Pennsylvania Emergency Management Agency | Administration

1310 Elmerton Avenue | Harrisburg, PA 17110 | www.pa.gov/PEMA

1) Include a cover letter, with the RFI response, on Company Letterhead, which includes a point of contact

name, phone number and email address.

2) Complete Attachment A, Emergency Operations Planning Software Questionnaire. Please respond to

the questions in the questionnaire to the best of your ability. Additional information can be provided

during the demonstration.

3) Complete Attachment B, Trade Secret/Confidential Proprietary Notice.

Points of Contact.

The primary point of contact for this RFI shall be: Larry Dove at ldove@pa.gov. The secondary point of

contact will be Brandon McGowan at brmcgowan@pa.gov.

Due Date.

The Commonwealth is requesting that all responses to this RFI be submitted via email to Larry Dove at ra-

emrfi@pa.gov by 4:00 PM Friday January 9, 2026, with the subject line of “All-Hazards Emergency

Planning Software – 6100064731”.

Virtual Demonstrations.

All Offerors who participate in this RFI must provide a mandatory live demonstration detailing the

functionality of the proposed solution as it relates to the requirements of the RFI. Please refer to

Attachment C, General Demonstration Guidance and Instructions.

The Offerors will be contacted around January 26, 2026, for demonstration scheduling by the listed points

of contact above.

Disclaimer.

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation

for future business, an offer for procurement or any other type of current or future procurement or

contractual action and is only intended to gather input. The Commonwealth will not award a contract on

the basis of this RFI nor will it pay for information it receives. Responses to this notice are not offers and

cannot be accepted by the Commonwealth to form a binding contract. No party is bound by the information

provided in response to this RFI.

Respondents are solely responsible for all expenses associated with responding to this RFI. The

Commonwealth is not liable for any costs or expenses incurred by the Respondent in the preparation of its

responses.

All material submitted shall be considered the property of the Commonwealth and may be returned only at

the Commonwealth’s option. Notwithstanding any Respondents copyright designations contained on

responses, the Commonwealth shall have the right to make copies and distribute responses internally and

to comply with public record or other disclosure requirements under the provisions of any Commonwealth

or United States statute or regulation, or rule or order of any court of competent jurisdiction.

Respondents to this Request shall not provide recommendations as to specific courses of action and shall

not be deemed to be an advisor or consultant to the Commonwealth. The Commonwealth, in its sole

discretion, may request additional information from respondents. The Commonwealth also may request,

in its sole discretion, to meet with certain respondents to discuss the services identified in their responses

to the RFI. The Commonwealth will evaluate the information presented and determine any subsequent

course of action, which may consist of contracting for implementation of Commonwealth-determined work.

Such work may be procured through any procurement method available, and respondents to this Request

may be considered for selection to perform such work.

Responses to this RFI will not be returned. Respondents will not be notified of the result of the review,

nor will they be provided copies of it.

Contents of Response.

Confidential Information. The Commonwealth is not requesting, and does not require, confidential

proprietary information or trade secrets to be included as part of Respondents’ response. Except as

provided, Respondents should not label responses as confidential or proprietary or trade secret protected.

A Respondent who determines that it must divulge such information must submit the completed Attachment

B, Trade Secret/Confidential Proprietary Notice must additionally provide a redacted version of its response

which removes only the confidential proprietary information and trade secrets.

Commonwealth Use. All material submitted with the response will be the property of the

Commonwealth and may be returned only at PEMA’s option. The Commonwealth has the right to use any

or all ideas not protected by intellectual property rights that are presented in any response.

Notwithstanding any Respondent copyright designations contained on responses, the Commonwealth will

have the right to make copies and distribute responses internally and to comply with public record or other

disclosure requirements under the provisions of any Commonwealth or United States statute or regulation,

or rule or order of any court of competent jurisdiction.

Public Disclosure. All responses are subject to disclosure in response to a request for public records

made under the Pennsylvania Right-to-Know Law, 65 P.S. § 67.101, et seq. If a response contains

confidential proprietary information or trade secrets, a signed written statement to this effect must be

provided with the submission in accordance with 65 P.S. § 67.707(b) for the information to be considered

exempt under 65 P.S. § 67.708(b)(11) from public records requests. Refer to Attachment 2, Trade

Secret/Confidential Proprietary Information Notice that may be utilized as the signed written statement. If

Attachment 2, Trade Secret/Confidential Proprietary Information is not completed, any trade secret or

confidential/proprietary information contained in Respondents’ response to this RFI may be released in

response to a Pennsylvania Right-to-Know Law request.

Commonwealth Reservation of Rights.

The Commonwealth reserves the right to consider or reject any and all responses to this Request, to amend

and/or reissue this Request and to abandon and then recommence at any time, or not recommence, this

process. All costs of any response to this Request and participation in any presentations to the

Commonwealth are solely the responsibility of the Respondent and the Commonwealth shall not be liable

for payment of any such costs.

REQUEST FOR INFORMATION

ATTACHMENT A

EMERGENCY OPERATIONS PLANNING SOFTWARE QUESTIONNAIRE

I. Company Experience: Please provide a brief overview of your company and experience with

developing emergency management plans.

II. Module 1: All-Hazards Emergency Operations Planning Software

Anticipated system users: Municipal, County, State Emergency Management

Approach:

Describe innovative approaches to all-hazards emergency operations planning solutions that facilitate

stakeholders working through different scenarios to develop comprehensive plans, resulting in concise

and functional deliverables (e.g., inclusion of checklists, tear sheets, etc.) which are readily accessible

by those responding to or managing an emergency.

Plan Creation and Editing:

1. Describe the use of standard and custom templates in plan creation.

2. Describe version control, edit history.

3. Describe ability to reference other plans and include live links in finished digital product.

4. Describe capabilities to generate formatted, printable deliverables that can be personalized by

jurisdiction.

5. Describe attachment and storage capabilities for required information (maps, images, shapefiles…)

Plan Management:

1. Describe the process to create and maintain approval workflows.

2. Describe your solution's capability to support Pennsylvania specific internal and external review

and approval workflows (municipal → county → state approval chains)

3. Describe the capability and scalability of your planning solution to support multiple types of

emergency management related plans beyond a basic Emergency Operations Plan (EOPs, HMPs,

COOPs, etc.)

4. Describe how your solution can integrate with existing government systems in use at the municipal,

county, and state level.

Plan Access and Distribution:

1. Describe capability to access completed plans by field responders and emergency operations center

staff.

2. Explain capabilities for authorized users to share read-only versions with external stakeholders

during emergencies.

3. Describe download/export capabilities and offline access options during system interruptions.

User Management:

1. Describe bulk user management capabilities across multiple jurisdictions (e.g., replacing retiring

emergency managers across multiple plans)

III. Module 2: School Emergency Operations Planning Software

Anticipated system users: school planners, superintendents, school boards, school safety

specialists.

Anticipated read-only users of a plan: municipal, county and state emergency management, law

enforcement, the Pennsylvania Department of Education.

Approach:

Describe innovative approaches to school emergency operations planning that address the unique

requirements of educational environments, including integration with ancillary plans and compliance

with Pennsylvania school safety regulations.

Plan Creation and Editing:

1. Describe how your solution addresses the unique planning needs of educational environments

(K12) versus general emergency management.

2. How does your solution support different planning approaches for elementary versus secondary

schools?

3. Describe how your solution manages and integrates specialized school emergency plans:

a. Reunification plans and procedures

b. Lockdown and shelter in place protocols

c. Evacuation and transportation plans

d. Crisis communication plans

e. Threat assessment protocols

4. Explain how these ancillary plans connect to the main Emergency Operations Plan.

Plan Management:

1. Describe review and approval workflows appropriate for school districts (individual school,

superintendent, school board, local/county EMA).

2. How does your solution handle input of multiple stakeholders (administrators, teachers, support

staff, law enforcement, parents)?

3. Explain capabilities for managing plans across multiple schools within a district.

4. How does your solution ensure compliance with Pennsylvania school safety requirements and

regulations?

5. Explain capabilities for generating required reporting to state education and emergency

management agencies.

Plan Access and Distribution:

1. Explain integration capabilities with existing school information systems and communication

platforms.

2. How does your solution support collaboration between school personnel and external emergency

responders?

3. Describe capability to access completed plans by field responders and emergency operations center

staff.

4. Explain capabilities for authorized users to share read-only versions with external stakeholders

during emergencies.

5. Describe download/export capabilities and offline access options during system interruptions.

6. Describe how your solution can integrate with existing government systems in use at the municipal,

county, and state level.

User Management:

1. Describe integration with training programs and emergency drills.

2. Describe bulk user management capabilities across multiple jurisdictions (e.g., replacing retiring

planner across multiple plans)

IV. Module 3: High-Hazard Dam Emergency Action Planning Software

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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All Hazards Emergency Planning Software

Attachment Preview

See also