Regional Tabletop Exercise-Installation Readiness Grant, OLDCC

Issued by: Flint Hills Regional Council (FHRC)

Issue Date: November 10, 2025

Questions Due: November 17, 2025 Submit questions to rfp@flinthillsregion.org

Submission Deadline: December 9, 2025, at 5:00 p.m. CT.

Point of Contact: rfp@flinthillsregion.org

1. INTRODUCTION

The Flint Hills Regional Council (FHRC), on behalf of its regional member jurisdictions, is soliciting proposals from qualified firms to design, conduct, and report on a regional Tabletop Exercise (TTX) in support of the recently awarded OLDCC Installation Readiness grant, funded by the Office of Local Defense Community Cooperation (OLDCC). This exercise will simulate coordinated responses to multiple threat scenarios affecting defense communities in the Flint Hills region, enhancing interagency coordination, readiness, and infrastructure resilience.

2. BACKGROUND

The Tabletop Exercise is a required deliverable under FHRC’s Installation Readiness grant, enhancing the resilience of defense communities in the Flint Hills region.

3. PURPOSE AND OBJECTIVES

The exercise will engage regional stakeholders — city and county governments, emergency management agencies, and utility providers — in a scenario-based planning event to:

• Test coordination mechanisms under encroachment, threat, and emergency conditions, such as transportation, utilities, drone, or extreme weather events
• Identify gaps in regional preparedness and response planning;
• Develop actionable recommendations to enhance civilian-military collaboration and readiness.

4. SCOPE OF WORK

Performance Period: Eight (8) months from Notice to Proceed

Lead Agency: Flint Hills Regional Council

Consultant Role: Primary designer, facilitator, and documenter of the Tabletop Exercise

Tasks and Deliverables

Task 1: Research Current Conditions, Risks, and Hazards

Description:

Analyze existing conditions and regional vulnerabilities based on the Flint Hills Military Installation Resilience Study, local emergency management plans, and hazard mitigation plans. Establish a baseline understanding of key infrastructure.

Deliverables:

• Baseline Current Conditions Report
• Regional Infrastructure Risk Summary

Task 2: Pre-Exercise Stakeholder Engagement and Preparation

Description:

Prepare for the tabletop exercise through structured pre-work:

Pre-Exercise Stakeholder Interviews

• Meeting Logistics and Scheduling
• Scenario and Agenda Development

Deliverables:

• Interview Summary Report
• Draft Exercise Agenda and Playbooks
• Finalized Exercise Scenarios

Task 3: Execute Tabletop Exercise and Capture Results

Description:

Facilitate the tabletop exercise session, encouraging active participation across jurisdictions and sectors. Focus on real-time reactions to simulated events, coordination across agencies, and identification of future needs.

• Conduct Facilitated Tabletop Exercise Workshop
• Facilitate Group Discussions and Ideation Sessions
• Document Workshop Results

Deliverables:

• Tabletop Exercise Workshop Summary Report
• Shared Requirements and Resources List
• Draft Project Concepts for Readiness Improvements

Task 4: Final Report and Recommendations

Description:

Synthesize findings from Tasks 1–3 into a comprehensive Final Report, including prioritized action, project concepts, and next steps for implementation.

Deliverables:

• Final Readiness Recommendations Report
• Prioritized Action and Project Concepts and Plan

5. EXPECTED PARTICIPATION

Participants will include representatives from:

• Garrison and emergency management offices
• City and County governments (Riley, Geary, Pottawatomie, Clay County) total 13-16 municipalities.
• Utility providers (water, wastewater, energy, communications).
• Regional emergency management and planning agencies.

The selected consultant will coordinate closely with FHRC and partners to ensure all materials and discussions comply with applicable data sensitivity and information handling requirements.

6. PROPOSAL REQUIREMENTS

Proposals must include:

1. Cover Letter
2. Technical Approach addressing all four tasks listed above
3. Relevant Experience with military installations, defense communities, resilience, or emergency exercises
4. Resumes of Firm and Key Personnel
5. Provide three professional references and a list of communities where your firm has successfully conducted a Tabletop Exercise (TTX) or similar planning exercise.

Proposals to be submitted in PDF format via email to rfp@flinthillsregion.org on December 9, 2025, 5:00 p.m. CT.

7. PROCUREMENT CONDITIONS

• All procurement and contracting will comply with 2 CFR 200 – Uniform Administrative Requirements.
• The selected firm must adhere to all OLDCC grant and federal requirements.
• Selected firms will interview with the selection committee via Zoom.
• FHRC will negotiate the final scope, cost, and timeline with the selected consultant.