Request for Proposals

(RFP)

CONTRACT

Reservoir Park Master Plan

PROPOSALS DUE BY:

DATE:

TIME: 11:00 am

Table of Contents

PROJECT OVERVIEW

The City of Lancaster. PA (“City”) is issuing this Request for Proposals (RFP), to identify a firm, agency, or individual with proven expertise to design a Master Plan for Reservoir Park (“Project”), located at 832 East Orange Street in Lancaster. PA.

The Reservoir Park Master Plan initiative builds on previous and existing planning efforts Including Our Parks Lancaster, Our Future Lancaster, Vision Zero, Lancaster Active Transportation Plan, Lancaster East End Small Area Plan, Green It, and Pennsylvania’s 2025-2029 Statewide Comprehensive Outdoor Recreation Plan.

This Project provides opportunities to transform Reservoir Park (the “Park”) to equitably meet the recreational needs of all city residents and visitors, by providing a variety of active and passive uses, expanding programming, and improving bicycle and pedestrian connectivity.

This project is partially funded by a grant from the Community Conservation Partnerships Program administered by the Pennsylvania Department of Conservation and Natural Resources (DCNR), Bureau of Recreation and Conservation (“Bureau”). The Bureau has certain requirements and standards that must be met by the City of Lancaster and its contracted consultant. This Request for Proposal (RFP) has been prepared in accordance with Bureau requirements and standards. The Bureau will monitor the project, and certain documents will be subject to Bureau review and approval.

The DCNR Grant Agreement number is BRC-TAG-31-108 and is attached herein as Exhibit A.

PROJECT BACKGROUND AND RELEVENT INFORMATION

City of Lancaster East End Neighborhood As one of the oldest inland cities in the United States, Lancaster City is rich with history and unique architecture. Established in 1742, the City is home to a diverse population of nearly 60,000 people and covers seven square miles.

The City of Lancaster has long been recognized as a welcoming city and the City’s growing diversity, largely attributed to an increase in immigrant populations, is recognized as a strength and contributor to neighborhood vibrancy. Reservoir Park is located in Lancaster’s East End Neighborhood where almost 50% of the population identifies as Hispanic or Latino and over one-third of households speak a language other than English. Within the East End, as well as the larger city, the population skews younger (average age 33 years) than the county (average age 39 years) and over 60% of households are renters.

Reservoir Park is a key asset in the East End Neighborhood as well as the larger city and sits at the City’s eastern gateway. Taking nearly 4 blocks of the City’s street network, Reservoir Park’s corners are essential to its access and serve as gateways. Each corner presents its own opportunity for increased pedestrian visibility and safety. At over 8 acres, Reservoir Park is one of the largest open spaces in the City.

The Park has a varied and unique history and is one of the oldest parks, the land being owned by the City for public purposes since 1836. Giving the park its name, the site served as a reservoir from 1837 to 1957. In the early to mid-1950s, the current water tower was erected, which is no longer in service.

Current Uses and Partners Reservoir Park is currently among the few City parks that can host large special events. As such, the African American Cultural Alliance hosts the annual American Cultural Fair & Parade at the park. The Common Wheel, a nonprofit bicycle shop, uses the former reservoir pump house for classes and as a maintenance workshop. The wading pool is a popular site for the Lancaster Recreation Commission’s summer playground and wading pools program. The Lancaster Skatepark Association is starting a pilot skatepark at the park and there is an active neighborhood group, Friends of Reservoir Park, that helps to care for and provide programs in Reservoir Park. All organizations listed above will be important stakeholders in the Reservoir Park Master Planning process.

Other unique amenities currently available at Reservoir Park include a handball court, temporary skate park, wading pool, a display of a restored 1920’s glider swing, and an arboretum displaying the City’s street tree species selection.

A beloved lion fountain, made by Blanche Nevin, is located on the King Street side of the park. It was dedicated on June 14th, 1905. A second fountain operated in the 1970s near the intersection of King and Franklin Streets.

It is also the site of a bike share station as part of the City’s Bike It program.

Nearby Land Uses and Current Context The park is adjacent to Thaddeus Stevens College of Technology and the current Lancaster County Prison. As Lancaster County is building a new prison outside of the City, the prison site will likely be redeveloped within the next ten years. To help guide that process, the City of Lancaster recently led an effort to create the East End Small Area Plan. Input obtained during that planning process may help to inform this master planning process, as Reservoir Park was mentioned frequently by residents.

The park is four blocks from J.P. McCaskey High School. As the majority of students walk to school, the diagonal pathway in Reservoir Park is heavily traveled by high schoolers residing in southeast Lancaster. For this reason, some community partners would like to consider the park as a site for a teen center.

There are planned and existing bike lanes that connect, or are near, the park. The City’s Vision Zero and Active Transportation Plans call for ongoing bike and pedestrian infrastructure improvements.

LOCATION AND LAYOUT

City of Lancaster East End

Reservoir Park

832 East Orange Street in Lancaster. PA

PROJECT VISION, GOALS AND OBJECTIVES

The Reservoir Park Master Plan (the “Plan”) will reimagine the City of Lancaster’s oldest and fourth largest park into signature park space where everyone feels welcome.

Vision: Transform the Park to better meet the needs of City residents and visitors, by providing a variety of active and passive uses as well as programming opportunities.

Public Engagement: Residents of Lancaster will guide the creation of the Plan.

Equity: Emphasis on equitable expansion of recreational opportunities for all residents and visitors.

Accessibility: Ensure that the park is accessible to all residents, including provisions for people with disabilities.

Connectivity: Improved bicycle and pedestrian connectivity into the neighborhood. Consideration of public transportation and connectivity to other parks and trails.

Consistency with other City initiatives The Plan builds on and is consistent with previous and existing planning efforts.

History: The Plan includes elements of historical uses of the Park.

Monitoring and Reporting: The Plan will include ongoing monitoring and reporting on its implementation to ensure that the goals and objectives are met.

KEY DATES

RFP ISSUED: May 18, 2026 PRE-RESPONSE Q & A WITH CITY: June 8, 2026 at 2:00PM QUESTIONS DUE ON PENNBID: June 24, 2026 RESPONSES DUE: July 6, 2026 FINALISTS NOTIFIED: July 17, 2026 POTENTIAL INTERVIEWS WITH FINALISTS: July 27-30, 2026 SELECTION MADE: August 5, 2026

INVITATION TO PROPOSERS

As set forth in the advertisement for proposals, sealed proposals will be received on the Pennsylvania Electronic Document and Bid Management Website known as PennBid at http://pennbid.bonfirehub.com by the City of Lancaster, PA, 120 North Duke Street, Lancaster City, Lancaster County, Pennsylvania until 7/6/2026, at which time proposals will be opened on the website for City’s Request for Proposals for Reservoir Park Master Plan.

The terms of the introduction and project description are incorporated herein.

All proposals shall be effective for sixty (60) calendar days from the date of the proposal opening, unless an award of the Contract is delayed by the required approval of another governmental agency, the sale of bonds or the award of a grant, in which case all proposals will remain effective for one hundred twenty (120) calendar days from the date of the proposal opening.

This project is partially funded by a grant from the Community Conservation Partnerships Program administered by the Pennsylvania Department of Conservation and Natural Resources (DCNR), Bureau of Recreation and Conservation. The successful proposer shall be required to assure protection against discrimination for employees, applicants for employment, and subcontractors in compliance with all federal, state and local laws, regulations and ordinances and other applicable requirements of federal and state law as specifically set forth in Article 21 of the Instructions to Proposers.

All proposals shall be submitted exclusively in electronic format to the City through PennBid at http://pennbid.bonfirehub.com. Proposals provided by any other means will not be accepted. All proposals must be submitted in PDF format. Incomplete proposals and those received after the specified date and time will not be considered. Hand delivered, mailed, courier, faxed and/or e-mailed responses will not be accepted. All bid clarification questions shall be submitted via PennBid as described within the RFP documents.

Proposals, after having been submitted, may be withdrawn by the proposer prior to the time set for the opening of proposals upon the written direction to City through PennBid at http://pennbid.bonfirehub.com and at such other times as set forth in Article 12 of the Instructions to Proposers. No withdrawal of proposals will be allowed within sixty (60) calendar days after said time, even though proposals may not yet have been opened.

The City will determine who is the lowest responsible proposer upon the basis of the proposals submitted. The lowest responsible proposer need not be the proposer submitting the lowest dollar amount. The City may consider the quality of services supplied, responsiveness of the proposer, past performance of the proposer, compatibility of the proposer’s processes with other City services and the proposer’s ability to handle the volume of work proposed. Further, consideration will be given to such matters as contractor integrity, compliance with public policy, record of past performance, cost to the customer, and financial and technical resources.

The City reserves the right to reject the proposal of any proposer not possessing satisfactory qualifications.

The City reserves the right to reject any or all proposer and re-advertise if the best interest of the City will thereby be promoted. The City also reserves the right to waive technical defects if in its judgment, the interest of the City shall so require. The City further reserves the right to waive any informalities in the proposals received and reject any or all proposals for any reason whatsoever. Included in its right to reject proposals, is the right for the City, in its sole discretion, to reject proposals which are deemed by the City to be incomplete, conditional, or obscure, or which contain additions, erasures, alterations, omissions or irregularities of any kind.

The City’s Contract Representative is Megan Blackmon, Environmental Planner, 120 North Duke Street, Lancaster, PA 17602.

SCOPE OF WORK

With the above goals and objectives in mind, the entire scope, at a minimum, should adhere to DCNR Bureau of Recreation and Conservation’s Master Site Development Plan (MSDP) Guidelines. Where applicable, the City of Lancaster has added elements that are unique to Reservoir Park and/or are consistent with ongoing initiatives.

A. PLAN PURPOSE, GOALS, AND OBJECTIVES

Outline the purpose of the plan including any special or unique community concerns that need to be addressed. Use goals to describe what the plan intends to accomplish. Discuss how the City and the public will use the plan. The consultant will facilitate developing the purpose, goals, and objectives.

B. PUBLIC PARTICIPATION

Public participation is required throughout the planning process to help determine and prioritize the types of facilities and activities at the site. Public participation techniques are outlined in the Bureau of Recreation and Conservation’s Public Participation Guide. Community involvement and engagement must prioritize diversity, equity, and inclusion to ensure feedback and recommendations that are comprehensive, appropriate, and accountable. All community engagement and public participation activities will be coordinated with the City of Lancaster’s Department of Neighborhood Engagement. The consultant shall prepare a public participation plan (PPP) for input and approval by the City.

All materials, both digital and printed, developed for public dissemination should be in plain language and should be available in multiple languages, at a minimum Spanish and Swahili. The City of Lancaster’s Language Access Coordinator is available to assist in coordination of translation and interpretation services. Digital materials must be compliant with Web Content Accessibility Guidelines 2.1 AA.

1. At minimum, public participation must include:

a. Steering Committee – The City of Lancaster is forming a representative and diverse steering committee that will provide guidance and review of the work. Consultant will maintain regular communication with steering committee throughout planning process.

b. Public Meetings – At least three public meetings or open houses must be held and at least one must be with elected officials.

· Consultant shall prepare materials, in consultation with City staff, for use by staff for public outreach and engagement and to gather input at neighborhood and community meetings and events. Consultant will provide recommendations on dissemination techniques.

· Public meetings, outreach and engagement activities shall be coordinated through the appropriate City departments.

c. Community Events - Attend and/or prepare materials for no less than 5 community and neighborhood events such as Open Streets, African American Cultural Fair, etc. Consultant will produce materials for use at these events.

d. Key Person Interviews – Up to 20 key person interviews with individuals and stakeholders recognized or designated as community leaders. The Steering Committee will help to determine potential interviewees. Consultant will provide parameters for the interviews, such as the type and number of interviews.

e. Focus Group – Up to 10 focus groups interviews, including any focus group public meetings. The Steering Committee will help to determine potential interviewees.

f. Citizen Survey – Describe the survey method to be used (i.e. written, telephone, internet, etc.) and the anticipated number of survey questionnaires. The survey shall be developed to receive online and in-person feedback. In person feedback shall be coordinated and attended by City staff.

g. Planning Document Review – Describe and list previous planning documents that will be reviewed and how the results of recent public participation efforts regarding parks, recreation, and open space will be considered.

h. Engage Lancaster – All community engagement and public participation activities will be coordinated through the City of Lancaster’s public engagement platform, Engage Lancaster, a Citizen Lab product.

C. BACKGROUND INFORMATION

Describe in detail the background information necessary to provide an overview and analysis of the community and the recreation, park, and open space system. Further describe the work elements and tasks most appropriate to develop a comprehensive plan for the full redevelopment of Reservoir Park that can roll right into design for implementation. The planning process shall be consistent with the recommendations, and include provisions when applicable, from Our Parks Lancaster, Our Future Lancaster, Vision Zero, Lancaster Active Transportation Plan, Lancaster East End Small Area Plan, Green It, and Pennsylvania’s 2025-2029 Statewide Comprehensive Outdoor Recreation Plan.

Compile the following community information, most of which can be readily found in the plans listed above:

1. Physical characteristics including location, size, and regional context.

2. Demographics including population, age, gender, race & ethnicity, households, income, education, and visitors.

3. Economic, housing, transportation, and historic/cultural assets.

4. Natural resources such as forests, wetlands, waters, farmland, critical habitats, etc.

5. Park, open space, and recreation facility(s) including number, size, and type.

6. Project site(s) relationship to the community and/or regional park system.

7. Law enforcement metrics (e.g. Police and Fire calls, arrests, citations, etc.)

D. SITE INVENTORY AND ANALYSIS

Provide a detailed inventory and analysis of existing physical, natural, and historic/cultural resources and legal restrictions to establish parameters for the proposed facilities and activities at the site. This shall include impacts on potential development and use, as well an analysis of the opportunities and constraints. This analysis shall consider the existing water tower (not in use other than for cell equipment), as well as a general evaluation of security. Items to be inventoried and analyzed shall meet

E. ACTIVITY AND FACILITY ANALYSIS

Describe the community needs, uses, and priorities for the site as identified by the public participation process, previous planning work, and needs assessment. Describe the recreation and conservation facilities and uses proposed to be developed, rehabilitated, or enhanced on the site in accordance with the provisions of the MSDP Guidelines and based on what was heard and gathered through public input and engagement. Determine the proposed facilities and activities at the site including type, size, and standards. The proposed facilities and uses should also be clearly represented on the site development drawings. The anticipated list of facilities to be considered and evaluated, contingent upon public and steering committee input are as follows:

· Handball court

· Playground

· Use for special events

· Multi-use field space

· ADA compliant walkways

· ADA compliant public restrooms

· Parking assessment

· Pavilion

· Skatepark

· Community center

· Wading pool conversion to splash pad

· Community Gardens

· Bike share station

· Bike racks and maintenance station

· Basketball court

F. DESIGN CONSIDERATIONS

Prepare designs that consider how the facility can protect and enhance natural resources and habitats as well as promote environmental, health, and economic benefits. The design will incorporate sound planning and sustainability principles that enhance the visitor experience. When developing the plan, items listed in the MSDP Guidelines should be considered, including but not limited to site opportunities and constraints, topography of the site, compliance with applicable laws, regulations and guidelines, protection of significant historic structures, protection and increase of urban forest, green infrastructure, and stormwater management. The designs shall also consider safety within the park and incorporate Crime Prevention Through Environmental Design (CPTED) principles.

G. DESIGN PROCESS AND DELIVERABLES

1. Develop preliminary alternative concept drawings (minimum of three) and present at a steering committee meeting for discussion. Relationships between facilities and circulation patterns should be shown; however, the exact shape and placement of facilities is not critical.

2. The circulation patterns should include connections to the street grid and nearby landmarks and amenities for bicyclists and pedestrians. Wayfinding should also be taken into account.

3. Evaluate the preliminary alternative concept drawings. Prepare a written evaluation for each alternative concept drawing highlighting both the positive and negative points. Through the public participation process, determine which alternative (or combination) best meets community needs, design standards, and regulations. The concept drawings should be sufficiently vetted to a high level of confidence for the viability of the design. If needed, the city will obtain a survey to provide as a resource for use during design development.

4. Prepare a draft of the final Narrative Report and Site Development Drawings(s). Present the draft final Narrative Report and Site Development Drawings(s) at a public meeting for final comment. All existing and proposed facilities and areas must be shown on this final Site Development Drawing in proper shape, size, and orientation.

5. Upon approval of the final Narrative Report and Site Development Drawings(s) by the appropriate agencies (local governing body, local & county planning agencies, the Bureau, etc.), the consultant prepares the final deliverables. All data identified on the DCNR’s Park Site Development Drawing (SDD) Checklist must be represented on the drawing(s), as applicable. Specifically, the metes and bounds, existing conditions, proposed improvements, ADA compliance, and phasing must be clearly identified.

H. COST ESTIMATE AND PHASED CAPITAL DEVELOPMENT PROGRAM

Prepare a current detailed cost estimate for the development of the proposed amenities and facilities. The cost estimate shall include engineering and other professional services cost; construction and materials cost; project administration cost; and a contingency of at least 15% of the construction cost estimate. Develop a proposed phasing schedule in consultation with City staff.

The cost estimate should include demolition of the water tower and construction of a recommended replacement structure to maintain cell towers.

I. MAINTENANCE AND OPERATION COSTS; REVENUE

Provide a cost estimate for annual maintenance and operation of all proposed recreation amenities, areas and facilities in accordance with the MSDP Guidelines. Describe and analyze the current level of operation and maintenance personnel including paid staff and volunteers. In addition to maintenance and operation costs, anticipated revenues should be projected for a one-year period by area, facility, and source.

J. STRUCTURAL ASSESSMENT

Evaluate the condition of existing structures and buildings on the site, such as the Pumphouse, the bathroom/pavilion, and the wading pool for their potential continued use, renovation/expansion, or removal/replacement for additional recreation purposes. This should also include a scope of work for the demolition of the water tower. General facilities condition assessments are available for Reservoir Park and should be consulted as a resource during the performance of this task. Determine if additional work tasks specific to any structures will be required including a structural assessment or feasibility study.

K. SIGNIFICANT HISTORIC AREAS AND STRUCTURES REVIEW

Determine if any buildings or structures in Reservoir Park are of historical significance and would be impacted and therefore require review by the State Historic Preservation Office (SHPO). Outline process, if required for SHPO consultation for environmental review during preliminary project planning before designs are finalized. This should be done in consultation with the City’s Historic Preservation Specialist.

L. FINAL PRODUCTS

Prepare draft and Final Narrative Reports, Site Development Drawing with Base Map, and required document submission for staff and Steering Committee review and in compliance with MSDP guidelines.

TARGET PROJECT SCHEDULE

The selected Consultant will be responsible for crafting a detailed project schedule. The projected timeline is anticipated to be as follows:

Information gathering by consultant: through October 2026 Community Engagement: through Spring 2027 Draft plan/concepts: Spring 2027 Community Engagement using the draft plan and concepts developed: Summer 2027 Refinement of plan: End of Summer 2027 Final plan: Fall 2027

Qualification REQUIREMENTS The lead consultant or consultant team must have documented experience in the following:

Studies of the type of facilities found at Reservoir Park, informed by knowledge of recreation programming trends and urban recreation needs, and have completed planning studies for parks of a similar size.

A. Leadership and successful completion of planning studies of the project type funded by the grant.

B. Development and implementation of public participation processes such as public meetings with elected officials and stakeholders, steering committee meetings, focus group meetings, key person interviews, public surveys, etc.

C. Development of planning documents and design for public park and recreation facilities/areas for municipalities of similar size and within an urban context.

D. Development of policies and procedures for the management, operation, and maintenance of public park and recreation facilities/areas.

E. Application of equity, accessibility, and inclusive design principals.

F. Conducting inclusive and culturally competent engagement processes that effectively reach historically underrepresented populations.

G. Effective communication of recommendations and implementation strategies to elected officials, non-profit organizations, and stakeholders.

Additionally, at least one individual on the consultant team should hold a Certified Park & Recreation Professional (CPRP) certification. It is required that the Master Site Development Plan be under the seal of a licensed professional who is authorized by Pennsylvania law to seal such documents. Depending on the project, the professional could be a landscape architect, architect, or engineer. If any jurisdictional agency/agencies reviewing the PNDI Receipt require a field survey to be completed, the Bureau requires a biologist to survey the project site. If a boundary survey is to be completed as part of the scope of work, it must be under the seal of a registered land surveyor who is authorized by Pennsylvania law to seal such documents.

SUBMISSION REQUIREMENTS

Although there is no required form, please include the following in your proposal, in one single pdf, no more than 20 pages, arranged in the following order:

1. Cover Letter with the following information:

· Identification of organization, including name, address and telephone number.

· Name, title, address, and telephone number of contact person during period of proposal evaluation.

· A statement to the effect that the proposal shall remain valid for a period of not less than 60 calendar days from the date of submittal.

· Signature of a person authorized to bind the Firm to the terms of the proposal.

2. Executive Summary. In a brief narrative, describe the overall approach and plans to meet the requirements of the RFP. The intent of this narrative is to convey to the City of Lancaster that the Proposer understands the nature of the work and the level of effort necessary to successfully provide the defined services. Include the following information:

· Include a brief history of the vendor firm, qualifications, and experience in delivering a program of this nature. Illustrate your experience in other municipalities, experience in park planning, and methods the firm will use to perform the work.

3. Resumes of individuals (consultants, subcontractors, employees) proposed to conduct the work and the specific duties of each in relation to the work.

· For any subcontractors proposed, Contractor shall insure that minority business enterprises have the maximum opportunity to compete for and perform portions of the work included in this contract and shall not discriminate on the basis of race, color, national origin or sex.

4. Provide a Schedule, identifying key steps and benchmarks.

5. References. Provide three (3) relevant references with whom you have partnered with within the last five (5) years to provide similar planning and design services. Each reference listed should include the following information:

· Type of Project

· Dates of Work

· Name of Organization and Contact

· Title of Contact

· Telephone Number and email address

6. Cost Proposal. For each major work element, the costs must be itemized showing:

· For each person assigned to the work, the title/rank (organizational level) of the person in the organization, the hourly rate, and the number of hours to be worked

· The reimbursable expenses to be claimed The itemized costs must be totaled to produce a contract price. If awarded a contract, a proposer is bound by this price in performing the work. The contract price may not be exceeded unless the contract is amended to allow for additional costs. If awarded a contract, the firm may not change the staffing assigned to the project without approval by the City of Lancaster. However, approval will not be denied if the staff replacement is determined by the City of Lancaster to be of equal ability or experience to the predecessor.

The method of billing must be stated. The preferred practice of the City of Lancaster is to pay upon completion of the work and receipt of the required report. However, the City of Lancaster will consider paying on a periodic basis as substantial portions of the work are completed.

7. Include 1-page case studies, for 2-3 other municipalities where you have successfully completed parks planning or designs:

· Date of planning process

· Number of residents engaged and engagement methods

· Acreage of park

· Park amenities included in the plan

· Date of construction, if applicable

SELECTION PROCESS

A steering committee composed of City staff and representatives from community partners, stakeholders, and residents will select the winning proposal. The primary criteria that the committee will use for selection are as follows:

1. Technical Expertise and Experience

· The firm’s experience in performing similar work for municipalities of a similar size and within an urban context

· The expertise and professional level of the individuals assigned to conduct the work

· Should include a multidisciplinary team that includes landscape architecture, planning, recreation programming, and public engagement expertise

· The clarity and completeness of the proposal and the firm’s demonstrated understanding of the work to be performed

· Demonstrated application of equity, accessibility, and inclusive design principals

2. Methodology

3. Commitment and experience in incorporating community engagement and feedback into the planning process

· The consultant team’s experience conducting inclusive and culturally competent engagement processes that effectively reach historically underrepresented populations.

4. The methods for managing the work to ensure timely and orderly completion

5. Cost

INSTRUCTIONS TO PROPOSERS

ARTICLE 1 – DEFINED TERMS

1.01 Terms used in these Instructions to Proposers have the meanings indicated below:

A. CITY – The City of Lancaster, Pennsylvania.

B. CONTRACT DOCUMENTS - All documents included in or supplied pursuant to the RFP Documents.

C. ISSUING OFFICE – this term shall have the same meaning as City and refer only to the office which issues the RFP Documents.

D. LOWEST RESPONSIBLE PROPOSER or SUCCESSFUL PROPOSER- the Proposer to whom the project is awarded.

E. PROJECT – all work and services associated with the Proposal.

F. PROPOSAL/RESPONSE - The sealed proposal received on the Pennsylvania Electronic Document and Bid Management Website known as PennBid for B820-26-02.

G. PROPOSER/RESPONDENT - any natural person or legally recognized entity which submits a Proposal/Response H. RFP DOCUMENTS- All documents contained within this Request for Proposal (RFP), including forms required to be submitted with the Proposal.

I. WORK/SERVICES– means the project described the RFP Documents to be performed or provided by the Successful Proposer.

J. SITE – means the location or locations of the Work.

ARTICLE 2 – PROPOSAL DOCUMENTS

2.01 The RFP Documents are those documents required to be submitted as part of any Proposal and are a subset of, and can be found within, this Request for Proposal (RFP).

2.02 Complete sets of RFP Documents shall be used in preparing Proposals; City does not assume any responsibility for errors or misinterpretations resulting from the use of incomplete sets of the RFP Documents.

2.03 City, in making copies of the RFP Documents, available on the above terms, does so only for the purpose of obtaining Proposals for the Program and does not authorize or confer a license for any other use. As set forth herein, the City reserves the right to award multiple contracts and not award any contracts. The RFP Documents for the Project can be obtained over the internet from the Pennsylvania electronic document and proposal management program known as PennBid at http://pennbid.bonfirehub.com. Potential Proposers must register with PennBid online to have access to said documents. Registration is at no cost and the process takes only a few minutes. Once registered, potential Proposers can obtain all project documents for this Project and any other PennBid-registered project and submit and update their confidential proposals online prior to the deadline for submitting a Proposal. All Proposals shall be submitted exclusively in electronic format to City through PennBid at http://pennbid.bonfirehub.com. Proposals provided by any other means will not be accepted. All proposals must be submitted in PDF format. Incomplete proposals and those received after the specified date and time will not be considered. Hand delivered, mailed, courier, faxed and/or emailed responses will not be accepted.

ARTICLE 3 – DEBARRMENT FROM RESPONDING

3.01 Any person or entity (or enterprise) who has been convicted of, or been judged civilly to have committed, any offense indicating a lack of business integrity or honesty, shall be debarred from responding to any request for proposal on any contract which requires responding and from participating in any City contract and should they respond shall not be deemed a responsible proposer.

A. The offenses shall include, but not be limited to, the following:

1. fraud or a criminal offense in connection with obtaining, attempting to obtain or performing a public or private contract or agreement or subcontract, or in the performance of the contract or subcontracts;

2. bribery, embezzlement, false claims, false statements, falsification or destruction of records, forgery, racketeering, mail fraud, receiving stolen property, obstruction of justice, theft, breach of duty to act disinterestedly, or another offense indicating a lack of business integrity or honesty;

3. unlawful price fixing between competitors, allocation of customers between competitors, bid rigging or any other violation of federal or state antitrust laws;

4. violations of a governing hour of labor, minimum wage standards or prevailing wage standards, or child labor law violations;

5. violation of any law, regulation or agreement related to conflict of interest;

6. loss or denial of the right to do business or practice a profession under a circumstance indicating a lack of business integrity or honesty;

7. failure to pay a debt, including any taxes, owed to the City, provided the debt is uncontested by the debtor or, if contested, provided that the debtor’s legal and administrative remedies have been exhausted;

8. subcontracting or otherwise doing business with a debarred person or enterprise, in connection with a contract with the City, where it is known or where it reasonably should have been known, that the person or entity is debarred;

9. willful or material failure to perform the terms of a contract or agreement with the City in accordance with its specifications or contractual time requirements;

10. providing false or misleading information as part of a prequalification statement, including but not limited to financial statements, affidavits of compliance with prevailing wage statutes and product descriptive literature;

11. debarment or equivalent exclusionary action by any public agency, government or government instrumentality;

12. conviction of a criminal offense pursuant to Section 113(c) of the Clean Air Act, 42 U.S.C. § 7413(c), or Section 309(c) of the Clean Water Act, 33 U.S.C. § 1319; or

13. other cause affecting responsibility as a City contractor or vendor as may be reasonably determined by the City.

ARTICLE 4 – QUALIFICATIONS OF PROPOSERS AND PROPOSAL REQUIREMENTS

4.01 Qualifications – The qualification requirements are set forth above.

4.02 Submission Requirements – The submission requirements are set forth above.

4.03 A Proposer’s failure to submit required qualification information within the times indicated may disqualify Proposer from receiving an award.

4.04 No requirement in this Article 4 to submit information will prejudice the right of City to seek additional pertinent information regarding Proposer’s qualifications.

ARTICLE 5 – PROPOSER’S REPRESENTATIONS

5.01 It is the responsibility of each Proposer before submitting a Proposal to:

A. Examine and carefully study the RFP Documents, and any data and reference items identified in the RFP Documents (including the Scope of Services and all Exhibits, if any).

B. Become familiar with and satisfy itself as to all Laws and Regulations, including applicable City Ordinances and Regulations that may affect cost, progress and performance of the work.

C. Become aware of the general nature of the work to be performed by City as it relates to the Work indicated in the RFP Documents (including the Scope of Services and all Exhibits, if any).

D. Promptly give City written notice of all conflicts, errors, ambiguities, or discrepancies that Proposer discovers in the RFP Documents (including the Scope of Services and all Exhibits, if any) and confirm that the written resolution thereof by the City is acceptable to Proposer.

E. Agree that the submission of a Proposal will constitute an incontrovertible representation by Proposer that Proposer has complied with every requirement of this Article, that without exception the Proposal and all prices and/or considerations in the Proposal are premised upon performing and furnishing the work required by the RFP Documents (including the Scope of Services and all Exhibits, if any), and that Proposer has no claim for compensation, reimbursement for fee and costs, and/or any other benefit for having devoted time and materials in evaluating or submitting a Proposal.

ARTICLE 6 – PREPROPOSAL CONFERENCE

6.01 There will be a virtual, non-mandatory pre-response Q & A held at 2:00 PM on Monday, June 8, 2026, held via Microsoft TEAMS using the following log-in information for access:

Meeting ID: 240 927 300 466 0 Passcode: rX2yw7Fi

ARTICLE 7 – INTERPRETATIONS AND ADDENDA

7.01 All questions about the meaning or intent of the RFP Documents are to be submitted through the “Public Q&A” feature on the PennBid website to City’s representative identified in the Invitation to Proposers in writing. Such questions shall be addressed prior to the opening of Proposals by memoranda or formal Addenda and shall be made available to all Proposers on the PennBid website for the Program. It is the responsibility of each potential Proposer to be continuously aware of any interpretations rendered by memoranda and/or Addenda made available on the PennBid website for the Project without notice from City. Questions received less than seven days prior to the date for opening of Proposals may not be answered. Only questions answered by Addenda will be binding. Oral and other interpretations or clarifications will be without legal effect.

7.02 Addenda may be issued to clarify, correct, supplement, or change the RFP Documents.

ARTICLE 8 – REVIEW AND EVALUATION

8.01 The City will check responses against the submission requirements. Responses not meeting all qualifications and including all submission requirements will not be considered for review. Qualified respondents may be contacted for interviews.

8.02 The RFP is not a binding agreement to purchase goods or services. Responders to this RFP will be assessed in light of the qualification review criteria, if any.

8.03 Reserved

8.04 The City reserves the right to require one, some or all Proposers to make oral presentations.

8.05 Reserved.

8.06 The Proposal selected by the City will be deemed to respond most favorably to the requirements of this Request for Proposals. The City reserves the right to issue one or more contracts in order to meet the goals and objectives set forth above or to choose not to issue any contracts.

8.07 In evaluating Proposals, City will consider whether or not the Proposals comply with the prescribed requirements.

8.08 City may conduct such investigations (including interviews) as City deems necessary in its sole and absolute discretion to assist in the evaluation of Proposals and to establish the responsibility, qualifications, and ability of Proposers to perform and furnish the Project in accordance with the RFP Documents to City’s satisfaction.

ARTICLE 9 – PREPARATION OF PROPOSAL

9.01 A Proposal by a corporation shall be executed in the corporate name by a corporate officer (whose title must appear under the signature), accompanied by evidence of authority to sign. The corporate address and state of incorporation shall be shown. The corporate seal shall be affixed and attested by the corporate secretary or an assistant corporate secretary.

9.02 A Proposal by a partnership shall be executed in the partnership name and signed by a partner (whose title must appear under the signature), accompanied by evidence of authority to sign. The partnership’s address for receiving notices shall be shown.

9.03 A Proposal by a limited liability company shall be executed in the name of the firm by a member or other authorized person and accompanied by evidence of authority to sign. The state of formation of the firm and the firm’s address for receiving notices shall be shown.

9.04 A Proposal by an individual shall show the Proposer’s name and address for receiving notices.

9.05 A Proposal by a joint venture shall be executed by an authorized representative of each joint venture in the manner indicated on the Proposal Form. The joint venture’s address for receiving notices shall be shown.

9.06 All names shall be printed below signatures.

9.07 The Proposal shall contain an acknowledgment of receipt of all Addenda, the numbers of which shall be referenced in the Proposal.

9.08 Postal and e-mail address(es) and telephone number(s) for communications regarding the Proposal shall be shown.

9.09 The Proposal shall contain information required by Article 4.

ARTICLE 10 – BASIS OF PROPOSAL

10.01 Proposer shall submit a Proposal containing all the information required herein. There is no specified form for those proposals, although failure to include all information set forth in this Request for Proposals may eliminate the Proposer from consideration.

ARTICLE 11 – SUBMITTAL OF PROPOSAL

11.01 A Proposal shall be received no later than the date and time prescribed and, in the manner, and at the place indicated in the Invitation to Proposers.

11.02 Reserved.

11.03 Proposals received after the date and time prescribed for the opening of proposals, or not submitted at the correct location or in the designated manner, will not be accepted.

11.04 By submitting a Proposal, the Proposer acknowledges that they have:

A. Read and will comply with all the terms found within the Request for Proposals, including these Instructions to Proposers, and insurance amounts and coverages to be provided by the Successful Proposer in the event a Notice of Award is issued.

B. Thoroughly read and understood all the Contract Documents found within the Request for Proposals, including these Instructions to Proposers and other data and forms to become familiar with all conditions that may affect cost, performance, and ability to provide the services required.

C. Considered all Federal, state, and local laws and regulations that may affect cost, performance, and ability to provide the work required.

D. Found no errors, ambiguities, conflicts, or other matter in the RFP Documents found within the Request for Proposals, including these Instructions to Proposers, and other data and forms, and conditions that may affect cost, performance, and ability to provide the work required.

E. Acknowledges and understands that its Proposal may be rejected for failure to submit the Proposal and other RFP Documents in the manner included in the Request for Proposals, failure to complete and/or sign any required documentation, inclusion by Proposer of conditions or qualifications not provided for in the submission Requirements and RFP Documents, submission of an incomplete Proposal or other required documents, should the Proposal contain any omissions, erasures, alterations, additions not called for, or irregularities of any kind, debarment by a Commonwealth agency, political subdivision or federal agency, being declared in default on other prior projects, and generally not meeting the conditions for award set forth in this Request for Proposals, including, without limitation the advertisement for Proposal.

ARTICLE 12 – MODIFICATION AND WITHDRAWAL OF PROPOSAL

12.01 A proposal may be withdrawn from consideration on the PennBid website by the Proposer at any time prior to Proposal opening.

12.02 If a Proposer wishes to modify its Proposal prior to Proposal opening, Proposer may do so on the PennBid website prior to the time designated for opening proposals.

12.03 If within 24 hours after Proposals are opened any Proposer files a duly signed written notice with City and promptly thereafter demonstrates to the reasonable satisfaction of City that there was a material and substantial mistake in the preparation of its Proposal, that Proposer may withdraw its Proposal.

ARTICLE 13 – OPENING OF PROPOSALS

13.01 Proposals will be opened at the PennBid website electronically by City at the time indicated in the Invitation to Proposers.

ARTICLE 14 – PROPOSALS REMAIN SUBJECT TO ACCEPTANCE

14.01 Except as hereinafter provided, all Proposals will remain subject to acceptance for a period of sixty (60) days after the date specified for the opening of proposals or the issuance of a Notice of Award, whichever occurs first, unless stated otherwise on the Proposal Form. In the event an award of the contract is delayed by the required approval of another government agency, the sale of bonds or the award of a grant, in which case all proposals shall remain subject to acceptance for a period of one hundred twenty (120) calendar days from the date of the Proposal opening. City may, in its sole discretion, release any Proposal prior to the issuance of a Notice of Award or the expiration of the applicable ninety (90) or one hundred twenty (120) day period.

ARTICLE 15 – AWARD OF CONTRACT

15.01 City reserves the right to reject any or all Proposals, including without limitation, nonconforming, nonresponsive, unbalanced, or conditional Proposals. City will reject the Proposal of any Proposer that City finds, after reasonable inquiry and evaluation, to not be responsible. If Proposer purports to add terms or conditions to its Proposal, takes exception to any provision of the Proposal Documents, or attempts to alter the contents of the Contract Documents for purposes of the Proposal, then the City will reject the Proposal as nonresponsive; provided that City also reserves the right to waive all minor informalities not involving price, time, or changes in the Project.

15.02 Evaluation of Proposals

A. The awarded firm shall be selected based on the following:

1. Relevent Experience including documentation of all qualifications required by this RFP, including qualifications of key personnel.

2. Methodology

3. Approach to community engagement, belonging/inclusiveness and equity

4. Approach, including how you will train City staff how to navigate the database

5. Proven ability to stay on schedule, ensuring a timely completion and implementation of the Project.

B. The City intends to award a contract to the proposer that best meets the City’s needs for the project described in the Scope of Work herein.

C. If a contract(s) is to be awarded, City will give the Successful Proposer(s) a Notice of Award within sixty (60) days after the date specified for the opening of proposals. In the event an award of the contract is delayed by the required approval of another government agency, the sale of bonds or the award of a grant, in which case City will give a Successful Proposer a Notice of Award within one hundred twenty (120) calendar days from the date of the Proposal opening. Such “Notice of Award” shall describe the nature, scope and facial amount stated in dollars of the Project awarded to Proposer and direct the Proposer submit the following truthful and accurate documents in the manner stated within a specified period of time:

1. Proposer-executed Agreement (to be negotiated by the City and Successful Proposer).

2. Certificate of Insurance

ARTICLE 16 – INSURANCE

16.01 Successful Proposer shall maintain General Liability Insurance with insurers satisfactory to the City and in an amount not less than $1,000,000 Dollars for each occurrence and shall provide proof to the City that it has named the City as an additional insured and/or loss payee under such policy.

ARTICLE 17 – Non-Appropriation.

17.01 The Parties agree that the awarding and/or continuation of this Agreement is dependent upon the lawful availability of funding.