B2727161 ADA Mentor Protege Pilot Program.pdf

REQUEST FOR PROPOSALS

for

MENTOR PROTÉGÉ PROGRAM FOR PUBLIC WORKS PROJECTS

for The

CITY OF PHILADELPHIA

Issued by:

THE CITY OF PHILADELPHIA (“City”)

Managing Director’s Office, Office of Transportation and Infrastructure Systems Michael Carroll, Deputy Managing Director, Transportation and Infrastructure Systems

And Procurement Department

Ronald Hovey, Procurement Commissioner

Non-Mandatory Virtual Pre-Proposal Meeting:

Monday, June 8, 2026 at 9:30AM, Local Time Teams Link: https://teams.microsoft.com/meet/281011652809241?p=btUMdzs8bBKGBklx7y

Meeting ID: 281 011 652 809 241 Passcode: SE7by2j6

Questions regarding this Request for Proposals must be submitted in writing no later than

Friday, June 12, 2026, at 5:00 PM, Local Time (“Deadline for Questions”) and submitted through SOLICITATION B2727161 ON

WWW.PHLCONTRACTS.PHILA.GOV

PROPOSALS WILL BE RECEIVED ELECTRONICALLY UNTIL THURSDAY, JULY 2, 2026

AT 5:00 P.M. LOCAL TIME (THE “DEADLINE FOR SUBMITTING PROPOSALS”)

THROUGH SOLICITATION B2727161 ON

WWW.PHLCONTRACTS.PHILA.GOV

THE CITY WILL OPEN PROPOSALS IMMEDIATELY AFTER THE DEADLINE FOR SUBMITTING

PROPOSALS.

RESPONDENTS WHO HAVE FAILED TO FILE COMPLETE PROPOSALS THROUGH THE

PHLCONTRACTS ONLINE APPLICATION PROCESS WILL NOT BE CONSIDERED FOR THE

CONTRACT

TABLE OF CONTENTS

https://teams.microsoft.com/meet/281011652809241?p=btUMdzs8bBKGBklx7y http://www.phlcontracts.phila.gov/

SECTION 1 - GENERAL INFORMATION & REQUIREMENTS

1.1 INTRODUCTION; STATEMENT OF PURPOSE

1.2 DEPARTMENT OVERVIEW

1.3 PROJECT BACKGROUND

1.4 RESPONDENTS TO THIS RFP

1.5 GENERAL DISCLAIMER OF THE CITY

1.6 REQUEST FOR PROPOSALS

1.7 MODIFICATION

1.8 LATE PROPOSALS

1.9 NON MANDATORY PRE-PROPOSAL MEETING

1.10 PROJECT MANAGER

1.11 QUESTIONS RELATED TO THIS RFP

1.12 PUBLIC DISCLOSURE

1.13 INFORMATION AND DATA NOT WARRANTED

1.14 RFP BECOMES PART OF THE CONTRACT

1.15 TERM OF THE CONTRACT

1.16 PROPOSAL BINDING FOR 180 CALENDAR DAYS

1.17 SECURITY FOR EXECUTION OF CONTRACT

1.18 PROPOSAL PROCESSING FEE

1.19 CONTRACT PREPARATION FEE

1.20 SUBMISSION OF PROPOSAL BY DEADLINE FOR SUBMITTING PROPOSALS

1.21 PROCUREMENT SCHEDULE

1.22 REVISIONS TO RFP

SECTION 2 – SCOPE OF WORK

2.1 DEFINITIONS

2.2 PROJECT OBJECTIVES

2.3 PROJECT DETAILS

2.4 MILESTONES

2.5 PROJECT DURATION & SCHEDULE

2.6 REPORTING REQUIREMENTS

2.7 PERFORMANCE STANDARDS

2.8 COST PROPOSAL

2.9 SITE INSPECTIONS

SECTION 3 – GENERAL CONTRACT PROVISONS

3.1 INSURANCE

3.2 CHAPTER 17-300: PHILA. 21ST CENTURY MINIMUM WAGE AND BENEFITS

3.3 CERTIFICATION OF COMPLIANCE WITH EQUAL BENEFITS

3.4 CONFIDENTIALITY AND PUBLIC DISCLOSURE

3.5 DEMOGRAPHIC DATA DISCLOSURES (CONTRACTING DISCLOURES)

3.6 ENTIRE AGREEMENT; NO AMENDMENT

3.7 NON-SUSPENSION; DEBARMENT

3.8 CONFIDENTIAL AND PROPRIETARY INFORMATION OF THE CITY

3.9 BEST VALUE DISCLOSURE REQUIREMENT

3.10 TAX REQUIREMENTS

SECTION 4 – ELIGIBILITY TO SUBMIT A PROPOSAL

4.1 GENERAL

4.2 ORGANIZATION REQUIREMENTS, EXPERIENCE AND QUALIFICATIONS

4.3 PERSONNEL REQUIREMENTS, EXPERIENCE AND QUALIFICATIONS

4.4 TECHNICAL CAPABILITES

4.5 RESPONDENTS RESTRICTED

SECTION 5 – PROPOSAL SUBMISSION REQUIREMENTS

5.1 SUBMISSION OF PROPOSAL

5.2 RESPONSIVENESS

5.3 FORM OF PROPOSAL

5.4 COMPANY PROFILE; OPERATING EXPENSES

5.5 MANAGEMENT PLAN AND SCHEDULE

5.6 STATEMENT OF FINANCIAL CAPACITY

5.7 UNDERSTANDING THE PURPOSE OF THIS RFP

5.8 COST BID FORM

5.9 CONFIDENTIAL INFORMATION

5.10 NOTICE TO RESPONDENTS TO STATE REQUESTED EXCEPTIONS

5.11 REQUESTED OBJECTIONS TO REQUIREMENTS IN PROPOSAL

5.12 LOCAL BUSINESS ENTITY OT LOCAL IMPACT CERTIFICATION

5.13 THE PHILA TAX AND REGULATORY STATUS & CLEARANCE

5.14 PHILADELPHIA CODE CHAPTER 17-1400 CAMPAIGN CONTRIBUTIONS

5.15 INTERVIEWS; ORAL PRESENTATIONS

SECTION 6 – EVALUATION OF PROPOSALS

6.1 PROPOSAL EVALUATION

6.2 EVALUATION FACTORS

6.3 PROPOSAL EVALUATION CRITERIA

6.4 AMENDMENT OF CONTRACT

6.5 CITY’S RIGHT TO INSPECT

6.6 CONDITIONS REGARDING PROPOSALS

6.7 RESERVATION OF RIGHTS

6.8 CONTRACT EFFECTIVENESS

6.9 ACCEPTANCE OF THE PROVISIONS OF THIS RFP

6.10 ELECTRONIC PAYMENTS

SECTION 7 – ELECTRONIC SIGNING OF PROPOSALS

APPENDICES

APPENDIX A – PROJECT MANUAL -INCLUDES STANDARD CONTRACT

REQUIREMENTS FOR BEST VALUE PUBLIC WORKS CONTRACTS

APPENDIX B – ADA CURB RAMP APPROVAL

FORMS

FORM 1 – COST PROPOSAL FORM

FORM 2 – TAX & REGULATORY STATUS & CLEARANCE STATEMENT

FORM 3 – LOCAL BUSINESS ENTITY OR LOCAL IMPACT CERTIFICATION

FORM 4 –CONSENT & AUTHORIZATION AGREEMENT

FORM 5 – NONE – PAGE INTENTIONALLY LEFT BLANK

FORM 6 – MANDATORY CAMPAIGN CONTRIBUTION DISCLOSURE

INSTRUCTIONS & FORM

FORM 7 – VENDOR’S USE OF SUBCONTRACTOR

FORM 8 – BID BOND FORM

FORM 9 – QUESTIONNAIRE AND FINANCIAL STATEMENT FOR QUALIFYING

APPLICANTS

FORM 10 – PERFORMANCE OF WORK FORM

FORM 11 – VENDOR INFORMATION FORM AND W-9

SECTION 1 -PROJECT OVERVIEW AND GENERAL INFORMATION

1.1 INTRODUCTION; STATEMENT OF PURPOSE

1.1.1 The City of Philadelphia (the “City”), by and through its Managing Director’s Office (the “Department”), is requesting proposals from experienced respondents with the intent to award to the most qualified respondent offering the City the best value in accordance with § 8-200 of the Philadelphia Home Rule Charter, a contract for the City of Philadelphia Mentor Protégé Program for Public Works Projects.

1.1.2 The City of Philadelphia is seeking expert services to develop and deliver a Mentor-

Protégé Program that will build the capacity of small and local contractors to perform public works projects. The Selected Respondent will serve as the mentor firm(s) and will provide both classroom instruction and hands-on construction experience to participating small and local “protégé” firms. Classroom instruction will focus on public contracting fundamentals and best practices, while on-the-job training will be delivered through active construction work led by the mentor firm(s).

During the pilot cohort, the program will focus on the construction of ADA-compliant curb ramps. If renewed, subsequent work may include other small-scale infrastructure improvements identified by the City.

The Successful Respondent will be responsible for the full delivery of the program, including curriculum design, instruction, construction activities, and overall program execution. The overall goal of the program is to develop protégés' experience and capacity to better position them to successfully bid and complete public works projects independently.

1.2 DEPARTMENT OVERVIEW

1.2.1 This RFP is a collaborative effort across the following City departments and teams:

The Managing Director’s Office of Transportation and Infrastructure Systems (OTIS) coordinates policy, planning, and decision-making among the internal and external entities that manage transportation and utilities infrastructure. The Infrastructure Solutions Team (IST) sits within MDO-OTIS and was created to expand wealth-building opportunities for Philadelphians. IST does this through strategic use of public infrastructure investment to expand workforce diversity and increase contracting opportunities for historically underutilized businesses.

The Department of Streets designs, builds, and maintains the City of Philadelphia’s streets and roadways, leading infrastructure projects that strengthen our transportation networks and advance a safer, cleaner, and more sustainable city.

The Mayor’s Office of Business Impact & Economic Advancement (BIEA) oversees the City’s efforts to expand economic opportunities for small and local businesses.

Within BIEA are the Office of Business Growth (OBG) and the Office of Economic Opportunity (OEO).

1.3 PROJECT BACKGROUND

1.3.1 Small and local businesses represent 78% of all Philadelphia firms, yet they received only

27% of the $1.2 billion in funding that the City awarded across Public Works, Personal & Professional Services, and Services, Supply & Equipment contracts in 2024. Most of the City’s contract funding, approximately $853 million, went to large, out-of-town firms (Econsult Small and Local Business Study, 2025).

This disparity reflects an imbalance with the distribution of City contracts amongst small and local businesses. Contract size and complexity, financial requirements, and limited prior experience working with the City can make many opportunities inaccessible to small and local firms. These constraints reduce the pool of qualified bidders, limiting market competition and slowing the delivery of essential public infrastructure projects.

A clear example of this is ADA-compliant curb ramps. The City is required to install or remediate at least 10,000 ramps by 2038, but the local contractor pool currently lacks the capacity to meet this demand.

The City’s Mentor Protégé Program for Public Works Projects aims to strengthen small and local firms’ ability to compete for City contracts by building their capacity to take on critical infrastructure projects. The program’s goal is to grow the local contractor pool, expand opportunities for small and local businesses to participate for City contracts, and, during the pilot year, help advance the City’s ADA compliance goals.

This program is funded in part by the U.S. Department of Transportation’s Innovative Finance and Asset Concession Grant Program (IFACGP) which is an initiative under the Build America Bureau, created by the Infrastructure Investment and Jobs Act (IIJA) of 2021 to help public entities unlock the value of underutilized assets through innovative financing, alternative delivery methods, and public-private partnerships for eligible transportation infrastructure projects.

1.4 RESPONDENTS TO THIS RFP

1.4.1 Each applicant that submits a proposal in response to this RFP a (“Proposal”) will be considered a “Respondent”. The City intends to award a written contract to the Respondent who best meets the City’s objectives and selection criteria set forth in this RFP.

Upon execution of the contract by the City and the successful Respondent, the successful Respondent will become the “Contractor.”

1.4.2 All Respondents are encouraged to carefully read this entire RFP and its attachments before submitting a proposal.

1.5 GENERAL DISCLAIMER OF THE CITY

1.5.1 This Best Value (BV) Request for Proposal (RFP) does not commit the City of

Philadelphia to award a contract. This BV RFP and the process it describes are proprietary to the City and are for the sole and exclusive benefit of the City. No other party, including any Respondent, is intended to be granted any rights hereunder. Any response, including written documents and verbal communication, by any Respondent to this BV RFP, shall become the property of the City and may be subject to public disclosure by the City, or any authorized agent of the City. The City is not liable for any costs incurred by Respondents in preparing and submitting a proposal in response to this BV RFP or for any costs and expenses incurred in meeting with or making oral presentations to the City if so requested. Respondents who incur direct, indirect or incidental costs or expenses of any kind or nature by participating in this RFP process or in the preparation of a Proposal in response to this RFP do so at Respondents’ sole discretion and risk.

1.5.2 The City assumes no contractual or other obligations as a result of a Respondent’s preparation or submission of a Proposal or the City’s decisions to evaluate Proposals or select a Respondent for further negotiations is at the City’s sole and absolute discretion, and the City assumes no contractual or any other obligations as a result of the City’s decision to evaluate Proposals or select a Respondent for future negotiations.

1.6 REQUEST FOR PROPOSALS

1.6.1 MDO-OTIS is seeking a vendor to act as the mentor for the City of Philadelphia’s

Mentor Protégé Program for Public Works Projects. In this role, the Respondent will be responsible for delivering both the training components and construction activities of the program. MDO-OTIS will also consider proposals from a team of vendors (i.e., a team could exist of a firm responsible for training activities and a firm responsible for construction activities). If submitting a team proposal, identify which vendor is responsible for each milestone.

Protégé firms who complete construction activities as part of the pilot program will be paid by the mentor as subcontractors. While it is not expected that Respondents include specific proteges’ information as part of the RFP submission, applicants are required to describe how they will identify, conduct outreach, vet, and onboard proteges. Any confirmed protégés can be included in proposal responses as subcontractors.

The Respondent should have extensive experience in the construction and financial sectors and proven successful track record of delivering on projects, and preferably, the ideal Respondent will have risk management capabilities.

1.7 MODIFICATIONS

1.7.1 Until the deadline for submitting proposals, a Respondent may submit a modified Proposal to replace all or any portion of the Proposal the Respondent submitted previously by first withdrawing its prior Proposal in www.PHLContracts.phila.gov, re-opening and then re-submitting it. A Respondent may withdraw its proposal from consideration at any time before the deadline for submitting proposals. The City will consider only a Respondent’s latest Proposal that is submitted before the deadline to submit proposals. The City will not consider or evaluate Proposals submitted after the deadline to submit proposals. See RFP Section 5.1 (Submission of Proposal) for information about the procedure by which a Respondent must submit its Proposal.

1.8 LATE PROPOSALS

1.8.1 It shall be the responsibility of the Respondent to electronically submit their Proposal and all other required items to PHL Contracts prior to THE DATE AND TIME THAT IS LISTED ON THE COVER PAGE. Failure to adhere to this rule is grounds for disqualification of the Respondent’s Proposal.

1.9 NON-MANDATORY PRE-PROPOSAL MEETING

1.9.1 A Non-Mandatory Pre-Proposal Meeting will be held on the date and time, and at the location stated on the cover page of this RFP. The purpose of the Non-Mandatory Pre- Proposal meeting is to review the requirements contained in this RFP and receive questions that potential Respondents may have. Potential Respondents are encouraged to RSVP to the Project Manager listed in Section 1.10 of this RFP below regarding their attendance at the Pre-Proposal Meeting. Please allow yourself sufficient time to sign-in for the meeting. Following the meeting, the City will make a list of attendees available in the form of an amendment to this RFP that is posted on PHL Contracts.

1.9.2 While the Non-Mandatory Pre-Proposal Meeting and Site Visit is not required, the City believes that attendance is beneficial for successful participation in the RFP process and is strongly suggested. The Non-Mandatory Pre-Proposal Meeting will be recorded and posted as an amendment to this RFP.

1.9.3 If a change would occur to the Non-Mandatory Pre-Proposal Meeting date/time or location is required, an amendment will be posted to the RFP Solicitation number on PHL Contracts.

1.10 PROJECT MANAGER

1.10.1 The Project Manager for this RFP is:

Samantha Lopez, City of Philadelphia (Senior Manager, Infrastructure Economy) Email: samantha.lopez@phila.gov Phone: (215) 686-6176

1.11 QUESTIONS RELATED TO THE RFP

1.11.1 Questions concerning this RFP, may be asked at the Non-Mandatory Pre-Proposal Meeting. Otherwise, questions must be submitted in writing within PHLContracts in the Questions & Answers “Q&A” Tab of this Opportunity, no later than the Deadline for Questions stated on the cover of this RFP. Questions submitted by telephone will not be answered by the City. The City is not obligated to answer or respond to any questions received.

1.11.2 City responses to properly submitted questions will be provided in writing by an amendment to this BV RFP prior to the deadline for submitting proposals, and the City will post its answers on its PHL Contracts website, PHL Contracts, where the Best Value RFP may be viewed. Responses posted on the City’s website become part of the RFP upon posting. The City reserves the right, in its sole discretion, to revise any of its responses to questions after posting, by posting a modified response. No oral response to any Respondent’s question by any City employee or agent shall be binding on the City or in any way considered to be a commitment by the City.

1.11.3 In addition to issuing amendments based on submitted questions, the City may also issue amendments for request for information, addressing matters raised at the Pre-Proposal meeting(s), clarification of the RFP, revisions to the RFP, and any other matters that the City deems appropriate. It is the Applicant’s responsibility to monitor PHL Contracts frequently for Amendments and to comply with their terms.

1.11.4 The amendments issued by the City are the City’s only official method for communicating information to all potential Respondents. Respondents will receive an email notification from PHLContracts when an amendment is posted to the solicitation. All amendments must be acknowledged through: PHL Contracts. If the Amendment is posted after a proposal has been submitted to this RFP, the Respondents may withdraw their original Proposal, reopen and resubmit an updated Proposal making any desired revision(s) based on the Amendment so long as the updated Proposal is submitted prior to the deadline for submitting proposals stated.

1.11.5 The City reserves the right to extend or postpone the date and time of the Deadline for

Submitting Proposals by an amendment to this RFP.

1.12 PUBLIC DISCLOSURE

1.12.1 This RFP, each Proposal, the contract, and the written documents and communication related to them, may be subject to public disclosure, except as provided in Section 5.9 (“Confidential Information”) of this RFP.

1.13 INFORMATION AND DATA NOT WARRANTED

1.13.1 The City has provided information and data in this RFP to help potential Respondents understand this opportunity sought by the City, the purpose of this RFP and the resulting contract, and to assist each Respondent in the preparation of its Proposal. The City believes the information and data are reliable. Neither the City, nor any of its respective agents, employees or representatives makes any representation or warranty, expressed or implied, as to the accuracy or completeness of any of the information contained in the RFP or any other information (whether communicated in written or oral form) transmitted or made available to prospective Respondents. The City expressly disclaims any and all liability relating to or resulting from the use of this RFP or such other information by a prospective Respondent. Any prospective Respondent must satisfy itself with respect to verification of information contained in the RFP.

1.14 RFP BECOMES PART OF THE CONTRACT

1.14.1 The contractual provisions set forth in Section 2 ("Scope of Work”) and Section 3

(“General Contract Provisions”) and related Forms /Appendices of this RFP will not be negotiated or modified, unless the City in its sole discretion modifies them in writing before the Deadline for Submitting Proposals. If a Respondent is selected as the Concessionaire, the provisions of Section 2 and 3 of this RFP and their corresponding Appendices will bind the Respondent as the Contractor. To the extent that the provisions contained in Sections 2 and 3 speak in terms of the “Contractor,” each Respondent should interpret those provisions as applicable to Respondent in the event that Respondent is selected for award of the Contract sought by this RFP. Therefore, the City strongly encourages potential Respondents to pay careful attention to the provisions of Sections 2 and 3 of this RFP and their corresponding Appendices because they will become contractual obligations of the Contractor under the Contract.

1.14.2 All Respondents are encouraged to carefully read this entire RFP and its Appendices and Forms before the Non-Mandatory Pre-Proposal Meeting and before submitting a Proposal.

The RFP will become part of the Contract. The awarded Contractor will be expected to enter into a Contract with the City of Philadelphia consistent with the terms and conditions of this RFP, any and all Forms and Appendicies, and Respondent’s Proposal.

The Contract requires, among other things, insurance, indemnification of the City, and Contract Preparation Fee.

1.15 TERM OF THE CONTRACT

1.15.1 The term of the Contract contemplated by this Best Value RFP shall be for one (1) year with additional one-year renewal options, at the City’s sole and absolute discretion.

1.15.2 The “Initial Term” of the Contract will commence on the date all of the conditions set forth in this RFP have been satisfied (the “Commencement Date"). The Initial Term will expire at 5:00 p.m. on the date that is one day prior to the one-year anniversary of the Commencement Date. The City may, at its sole discretion, renew the Contract for additional one-year (1) periods (each period a “Renewal Term”). To renew the Contract, the City must provide written notice to the Contractor of the City’s desire to renew the contract (“Renewal Notice”) at least sixty (60) days before expiration of the Initial Term or then-current Renewal Term, as the case may be. In the Contract and this RFP, “Term” means the Initial Term and all Renewal Terms, if any. In the Contract and this RFP, the date the Contract expires, is terminated, or otherwise ends, is called the “Contract Ending

Date.” Under no circumstances shall any Contract awarded through this RFP continue past one year without a notice of renewal.

1.16 PROPOSAL BINDING FOR 180 CALENDAR DAYS

1.16.1 Proposals shall remain open, valid, and binding on the Respondent for a period of not less than one hundred and eighty (180) calendar days following the date the Proposal is to be submitted. The proposal may be withdrawn, and the Respondent may, but need not, refuse to enter into a contract with the City if the proposal has not been accepted within 180 days of the opening of Proposals. An Respondent’s refusal to enter into a contract which reflects the terms and conditions of this RFP, any and all Forms and Appendices, or the Respondent’s Proposal may, in the City’s sole discretion, result in rejection Respondent’s Proposal.

1.17 SECURITY FOR EXECUTION OF CONTRACT

1.17.1 The respondent shall include with its Proposal, a Bid Bond in the amount of ten percent

(10%) of the gross amount of the Proposal. All Respondents must use the City’s standard Bid Bond Form (Form #7). For further information, see the Standard Contract Requirements listed in Appendix A of this RFP, regarding Security for Execution of the Contract. The Bid Bond must be received prior to the proposal opening date. It is the responsibility of the Respondent to ensure that the Bid Bond is received. Respondent shall upload a copy of their Bid Bond to PHL Contracts with their proposal and also send the original prior to the proposal opening date and time to the address listed below:

City of Philadelphia Procurement Department, 1401 JFK Boulevard, Room 120, Public Works Unit Philadelphia, PA 19102-1605

1.17.2 Please indicate the Best Value RFP number on the envelope and mail it in sufficient time to be received by the City prior to the deadline for proposals. Failure to submit the Bid Bond may result in the Respondent's Proposal not being considered.

1.18 Best Value RFP PROCESSING FEE

The Proposal shall also be accompanied by a non-refundable Bid Processing Fee in the amount of $200.00 (based on the City’s engineer’s estimate) and should be sent electronically to the link: Make a Payment. The Proposal Processing Fee can be paid by either: (i) e-check, or (ii) credit or debit card.

(Once the link is selected, scroll down to “City Contracts ” and select the box for “Pay the Bid Processing Fee”.

RFP number must be referenced on the payment.

*Please note: Electronic payments made by credit card will have an additional service https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.phila.gov%2Fmake-a-payment%2F&data=05%7C02%7CKevin.Hanagan%40phila.gov%7C443b52ca06cb46fa4b3308dd3fdc1b88%7C2046864f68ea497daf34a6629a6cd700%7C0%7C0%7C638736936758418884%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=Bk4M2zSxgFqZvaxR5KrcxjeBDBMLxgO1SRTJX5jIRp0%3D&reserved=0 charge.

1.18.1 In addition, if an award is made pursuant to the Best Value RFP any unpaid fees owed by the Respondent must be paid prior to the City's release of any payments to the Respondent under the Contract.

1.18.2 Please provide proof of payment with your proposal.

1.19 CONTRACT PREPARATION FEE

1.19.1 Pursuant to Chapter 17-700 of the Philadelphia Code, the successful Respondent must pay a contract preparation fee. Regulations promulgated by the City Solicitor currently establish the following schedule of fees for preparation of the initial contract and subsequent amendments, based upon the amounts involved and whether the successful Applicant is a for-profit or nonprofit entity:

Amount of Contract or Amendment For-Profit Fees Non-Profit Fees

Contract Amendment Contract Amendment $0-$30,000 $50 $50 $50 $50 $30,001-$100,000 $200 $170 $100 $85 $100,001-$500,000 $500 $340 $200 $170 $500,001-$1,000,000 $900 $520 $300 $260 Over $1,000,000 $1,500 $1,000 $500 $500

1.19.2 The Contract Preparation Fee shall be payable online at the following webpage: Make a

Payment. The Concession Preparation Fee can be paid by either: (i) e-check, or (ii) credit or debit card.

(Once the link is selected, scroll down to “City Contracts ” and select the box for “Pay the

Contract Preparation Fee”.

1.19.3 In its discretion, the Law Department may grant a full or partial waiver of any of the above fees in exceptional cases for good cause shown, such as violation of a grant covenant. Governmental entities are exempt from the fees. The Law Department reserves the right to collect up to twice the stated fee if extensive negotiation is required to reach a final contract with the successful Respondent.

1.20 SUBMISSION OF PROPOSAL BY DEADLINE FOR SUBMITTING PROPOSALS

1.20.1 Proposals must be submitted electronically. Each respondent must submit its proposal to the City no later than the deadline for submitting proposals. Each Respondent is solely responsible for electronic delivery of its Proposal on time. The deadline for submitting proposals and the website for submitting proposals are set forth on the cover page of this RFP; the City reserves the right to extend the deadline for proposal submission and will https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.phila.gov%2Fmake-a-payment%2F&data=05%7C02%7CKevin.Hanagan%40phila.gov%7C443b52ca06cb46fa4b3308dd3fdc1b88%7C2046864f68ea497daf34a6629a6cd700%7C0%7C0%7C638736936758418884%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=Bk4M2zSxgFqZvaxR5KrcxjeBDBMLxgO1SRTJX5jIRp0%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.phila.gov%2Fmake-a-payment%2F&data=05%7C02%7CKevin.Hanagan%40phila.gov%7C443b52ca06cb46fa4b3308dd3fdc1b88%7C2046864f68ea497daf34a6629a6cd700%7C0%7C0%7C638736936758418884%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=Bk4M2zSxgFqZvaxR5KrcxjeBDBMLxgO1SRTJX5jIRp0%3D&reserved=0 notify Respondents by amendment to this RFP. Failure to adhere to the submission format and deadlines established by this RFP constitute grounds for not considering Respondent’s Proposal.

1.21 PROCUREMENT SCHEDULE

BV RFP Posted Tuesday, May 19, 2026 Non-Mandatory Pre-Proposal Meeting

Monday, June 8, 2026, at 9:30am ET Teams:

https://teams.microsoft.com/meet/281011652809241?p=btUMdzs8bBKGBklx7y Meeting ID: 281 011 652 809 241 Passcode: SE7by2j6

Respondent Questions Due

Friday, June 12, 2026, at 5:00pm ET

Answers Posted on PHL Contracts Website

Tuesday, June 23, 2026

Proposals Due Thursday, July 2, 2026, at 5:00pm ET Respondent Interviews, Presentations

Week of August 3, 2026

Respondent Selection

Week of August 17, 2026

Contract Execution

August/September 2026

Commencement of Work

September 2026

1.21.1 The above dates are estimates only and the City reserves the right, in its sole discretion, to change this schedule. Notice of changes to dates, times, and locations prior to the Proposal deadline will be posted on the City’s website at: www.PHLContracts.phila.gov. Dates and times listed for interviews, presentations, Respondent selection, Contract execution, and commencement of work may be changed without notice to prospective Respondents.

1.22 REVISIONS TO RFP

1.22.1 The City reserves the right to change, modify or revise the RFP at any time. Any revision to this RFP will be posted on PHLContracts with the original RFP Details. It is the Respondent’s responsibility to check the PHLContracts website frequently to determine whether additional information has been released or requested.

SECTION 2 – SCOPE OF WORK

2.1 DEFINITIONS

2.1.1 Unless specified otherwise, words, phrases, abbreviations and/or acronyms have the following meanings:

https://teams.microsoft.com/meet/281011652809241?p=btUMdzs8bBKGBklx7y

• A quadrant is defined as all curb ramps, curbs, sidewalk transitions, roadway restoration, asphalt adjustments, and ADA features associated with a particular corner.

Each corner is a separate quadrant. Respondents should reference the approved ADA design plans for the specified locations and schematic of One (1) Ramp Quadrants and Two (2) Ramp Quadrants associated with this project.

• Nascent, emerging, and mature protégé firms are defined as:

Nascent Protégé Emerging Protégé Mature Protégé

• Very limited commercial experience; past experience projects are mainly residential

• Not bonded

• Not a signatory

• No/limited back office administrative support (i.e., no full-time personnel, limited software, lack of formal processes and procedures in place, etc.)

• Insurance

• Annual Revenue

<$1M

• Profitability (<15% gross margin;

barely profitable)

• Limited access to traditional capital (bank loans); high use of credit cards

• No LBE and/or SBE certification and not working towards

• No growth strategy

• Some commercial experience; has several completed non-residential projects as a sub-contractor or a prime.

• Limited Bonding (<$1M)

• Not signatory

• Small back-office (1

FTE, some infrastructure/practices in place)

• Insurance

• Annual Revenue $1-

5M

• Profitability (Gross margin close to 15%;

profitable)

• Access to CDFIs; may not be able to access bank loans; some use of credit cards

• Working towards a LBE and/or SBE certification; may be certified for at least one LBE/SBE.

• Rudimentary growth strategy

• Have significant previous experience with anchor institutions/major companies/major public sector project owners

• Bonded

• Signatory or on a trajectory to become signatory

• Sufficient Back-Office (admin, acct, project management, estimator, biz dev)

• Strong Financial Management (infrastructure, personnel, practices)

• Annual Revenue >$5M

• Healthy profitability (15-

20% Gross profitability; + EBITDA Margin)

• At least one LBE and/or SBE certification

• Robust growth strategy

• 4401 Curb Ramp Inspection Form Submission: Streets will require the contractor to initiate the 4401 process; however, Streets will be able to provide training on how to fill this out as part of the training program.

2.2 PROJECT OBJECTIVES

2.2.1 The Department’s main objectives for this project include, but are not limited to, the following:

• Increase the number of certified small and local firms in Philadelphia (protégés) that are ready, willing, and able to construct public works projects safely, on time, and on budget.

• Improve Philadelphia’s infrastructure to be safer, cleaner, and greener while providing economic opportunities for all.

2.2.2 The Respondent should address each objective specifically and describe in detail how the

Respondent will achieve the objective, or how the Respondent will enable the Department to achieve the objective.

2.3 PROJECT DETAILS

The City of Philadelphia is seeking expert services in developing a Mentor-Protégé Program for Public Works Projects to increase the capacity of small and local contractors to perform public works projects. The program will consist of both classroom training and construction activities. The Successful Respondent(s) will be responsible for delivering both components of the program. In the pilot cohort, the program will focus on ADA curb ramp construction.

2.3.1 This Section 2, Scope of Work and the accompanying Project Manual state requirements for the project, including the services and the tangible work products to be delivered, and the tasks the Department has identified as necessary to meet those requirements. The Department reserves the right, however, to modify specific requirements, based on changed circumstances (such as a change in business or technical environments), the proposal selection process, and contract negotiations with the Respondent(s) selected for negotiations, and to do so with or without issuing a revised BV RFP. The Respondent must provide in its proposal a detailed proposed scope of work showing how it will meet the project requirements stated in this Section 2 and the Project Manual.

2.4 MILESTONES

2.4.1 The Department anticipates the work for this project will be organized into the following milestones (at a minimum), i.e. or groups of tasks, services and/or work products, listed below. For each milestone, the Respondent should propose criteria to determine when the milestone has been satisfactorily completed. Respondents may propose additional or revised milestones, or a project structure that does not rely on milestones but should explain their reasons for the structure proposed and how it will facilitate completion of the work.

2.4.2 The work under this contract can be thought of in two parts: Professional Service

Training Components and Public Works Construction Activities.

Training Components Activities not to exceed $300,000.00. Respondent to be paid to the extent they completed work up until January 2, 2028.

Milestone 1: Training Program Research and Design o Primary Deliverable: Develop pilot curriculum and training plan.

o Tasks:

Task 1: Small and Local Contractor Availability Assessment The Respondent will assess the availability of small and local contractors in Philadelphia who could potentially participate in the training program as protégés. This assessment should include a short list of nascent, emerging, and mature protégé contractors (see

2.1.1. for definitions). Proteges must have their commercial activity license to do work with the City of Philadelphia.

Task 2: Needs Assessment The Respondent will perform a needs assessment to identify what skills should be developed during the training program for nascent, emerging, and mature protégé contractors. The needs assessment should identify the skill sets specifically needed for contractors to successfully construct public works projects and the skill sets City agencies (like the Streets Department and the Office of Business Impact and Economic Advancement) and/or City partners will develop. This needs assessment should be utilized when developing curriculum for the training program. The needs assessment should also identify local resources to address gaps and challenges. The Respondent will conduct robust engagement with the small and local contracting community to better understand what skills protégés want and/or need to develop through training and mentorship.

Task 3: Classroom Curriculum and Training Development The Respondent will curate a comprehensive training program. For purposes of this opportunity, we expect ~4-6 months of classroom training anticipated to commence Fall 2026 and construction training to begin Spring 2027. The program must include educational programming, business development, and hands-on public works construction. Components of the training are to include:

• Classroom Training (estimated to be 4-6 months):

o Executive Training: business management, financial literacy, and invoice and report preparation.

o Access to Capital and Bonding: direct assistance in securing bonding and connections to "friendly" lending partners.

o Bid Response Development: support in navigating City procurement processes, including, but not limited to, how to set up PHLContracts vendor profile, submit a bid response, and satisfy all bid requirements (pre-qualification, applicable bonds, insurance, disclosures, etc.) to successfully be awarded contractual agreement(s) with City and/or partner public or quasi-public agencies to perform public works.

o Design Module: instruction and guidance on how to partner with design firms on design/build projects o Certification Support: assistance in obtaining applicable trade certifications such as but not limited to SBE and/or LBE certification.

• Construction Activities (estimated to begin Spring 2027):

o Construction Training: specifications, pricing, estimating, ordering materials, staff planning, project scheduling, quality assurance.

• If the City decides to renew this contract for future years, the training components should be easily transferrable to other construction activities (i.e. not limited to ADA curb ramps).

Milestone 2: Training Program Recruitment and Monitoring o Primary Deliverable: Enroll protégés in the training program and monitor the day-to-day operations of the training program.

o Tasks:

Task 1: Protege Recruitment The Respondent will recruit protégés to participate in the training program. The Successful Respondent(s) should conduct outreach through a range of methods, including using networks such as SupplyPHL and the various business chambers.

Task 2: Development of a Monitoring/Compliance Plan The Respondent will develop a monitoring and compliance mechanism to track the quality and effectiveness of the training program.

o Respondents should include the anticipated number of nascent, emerging, and mature protégés that they propose successfully completing the program during the pilot.

Public Works – Construction Activities

Milestone 3: Construction https://www.supplyphl.com/ o Primary Deliverable: Complete construction in compliance with the project owner’s specifications and standards.

o Tasks:

Task 1: Capacity Evaluation and Work Assignments The Respondent will evaluate each protégés’ capacity during the course of the program and assign locations for protégés to perform tasks as subcontractors as part of the construction component of the pilot.

Task 2: Construction Timeline Development The City of Philadelphia will provide construction designs, but the

Respondent will also be responsible for developing the construction timeline.

Task 3: Payment of Subcontractors (Proteges) During construction, the Respondent will coordinate with project owner for monthly payments related to construction activities performed by the prime (mentor) and any subcontractors (proteges).

Task 4: Delivery of ADA Compliant Curb Ramps The first cohort will focus on ADA curb ramp construction. ADA curb ramps must be constructed in accordance with federal, state, and City regulations requirements including any Department of Streets standards, and meet ADA compliance. The Respondent will guarantee the performance of construction work to meet all specifications and City standards. All work must be approved by the City. Protégé contractors may rely on the mentor or a third party for services such as bonding, insurance, equipment, etc.

required to deliver construction. The Respondent will be liable for the completion of construction of the identified ramps.

If the City decides to renew this contract for future years, this task may include a wide range of construction activities (i.e. not limited to ADA curb ramps)

2.4.3 The Department reserves the right to condition payments on the satisfactory completion of the specified milestones, tasks, services and/or work products listed above. In addition to describing how each proposed milestone will be accomplished, the management plan proposed by Respondent should identify the milestones the Respondent proposes as payment milestones and the amount it proposes for each milestone payment.

Respondents may propose alternative means of payment but should explain their reasons for the alternative and how it will facilitate completion of the work.

2.5 PROJECT DURATION & SCHEDULE

2.5.1 The management plan proposed by the Applicant should include a detailed project schedule that identifies all tasks, activities, deliverables, and milestones the Applicant proposes to carry out for the project and a time to complete (measured from project start date) for each.

In accordance with the SCR the Applicant must be prepared to mobilize and start work within 10 days of the Department’s authorization to proceed under the City contract.

The Department anticipates a pilot phase duration of one year plus the number of years necessary to complete the work of the project at the City’s sole discretion. If the Applicant proposes a different overall period of performance, it should state its reasons.

2.6 REPORTING REQUIREMENTS

2.6.1 The successful Respondent shall report to the City of Philadelphia on a regular basis regarding the status of the project and its progress in providing the contracted services and/or products.

2.6.2 At any time throughout the contract period, the Respondent shall notify the Department regarding issues or incidents that require immediate attention. The Respondent will provide specific details regarding the activities performed and provide recommendations for follow up tasks to be performed by either the Respondent or the Department.

2.6.3 Training components of the pilot program are funded by the IFACGP. The IFACGP Agreement incorporates the payment requirements of 2 CFR 200.305 Payment approval.

Consistent with 2 CFR 200.305(b)(3), USDOT will determine approval of payment requests submitted through Delphi as soon as practical, but not later than 30 days after the Recipient’s request is received, unless the billing is improper, or an extenuating circumstance requires additional DOT time to approve a payment request.

2.6.4 The IFACGP Agreement incorporates the audit requirements of 2 CFR 200.501, 2 CFR

200.514 and 2 CFR 200.507. DOT may require the Recipient to complete a Program- Specific Audit in accordance with 2 CFR 200.507. Audits must be guided by Appendix XI of 2 CFR part 200.

2.6.5 Training activities and related services are funded by the IFACGP and are subject to the requirements of the grant and the City of Philadelphia’s General Provisions for General Consultant Services. Construction activities of the program are funded by the City of Philadelphia’s Department of Streets Capital Budget and are subject to the City of Philadelphia’s Standard Contracting Requirements for Best Value Public Works

2.6.6 All participants in the City of Philadelphia Mentor Protégé Program for Public Works

Projects will need to comply with prevailing wage requirements under City of Philadelphia Code 17-107. The Respondent and any subcontractors under them will need to fulfill requirements of Prevailing Wage. The program will require the use of Labor Compliance Program (LCP) Tracker.

2.6.7 If the City decides to renew the contract, the Respondent will be subject to the rules and regulations of the additional funding identified to continue to program beyond the pilot year. This may include reporting requirements to be identified at a later date.

2.7 PERFORMANCE STANDARDS

2.7.1 The City expects that all services performed under the contract resulting from this BV

RFP will be performed in a good and workman like manner and will include performance and quality standards for the project, including but not limited to the following:

ADA curb ramps must be constructed to comply with federal, state, and City regulations. As such, Streets will require the contractor to initiate the 4401 process which will serve as the basis for ADA curb ramp/quadrant compliance and acceptance; however, Streets will be able to provide training on how to fill this out as part of the training program.

2.7.2 The City reserves the right to reject any item of work that does not meet the Department’s minimum standards of performance and quality, or that does not conform to the contract scope of work. The City shall not be obligated to pay for rejected work.

2.8 COST PROPOSAL

2.8.1 The Respondent will be required to input their pricing in the Bid Form (Form #1) which is located in the “Terms and Conditions” tab of PHL Contracts. Respondents should submit unit pricing per quadrant, for each of the two construction items. The proposed quantities for each item is listed in the proposal. The total price for the items & quantities will be evaluated/scored as indicated below in Section 6.3.

2.8.2 The Respondent will also be required to input their overall cost in the “Items” tab of PHL

2.8.3 Respondents must provide a proposed budget for training costs not to exceed

$300,000.00; however, the training budget will be evaluated within the Management Plan criteria (6.3.2.3) and should be excluded from the Cost Proposal evaluation.

2.8.4 The City expects to negotiate with the selected vendor the unit cost for ramps inclusive any anticipated re-work to meet acceptable standards.

2.9 SITE INSPECTIONS

2.9.1 The City may, at its sole option, inspect the Respondent’s work at one or more sites where the Respondent’s or a proposed subcontractor’s products are installed, or services have been provided. If a list of such sites is not required elsewhere in this RFP or included in its Proposal, the Respondent will promptly provide such a list upon written request by the City

SECTION 3 – GENERAL CONTRACT PROVISIONS

The provisions of this Section 3 of the RFP shall become provisions of any resulting Contract.

3.1 INSURANCE

3.1.1 Insurance is a requirement for this bid in accordance with the Standard Contract Requirements as listed in Appendix A of this RFP.

3.2 COMPLIANCE WITH PHILADELPHIA’S 21ST CENTURY MINIMUM WAGE

AND BENEFITS ORDINANCE

3.2.1 Please see Appendice A for required contract terms concerning the Philadelphia 21st

Century Minimum Wage and Benefits Ordinance. Respondents are advised that any contract awarded pursuant to this BV RFP is a “Service Contract,” and the successful Respondent under such contract is a “Service Contractor,” as those terms are defined in Chapter 17-1300 of the Philadelphia Code (“Philadelphia 21st Century Minimum Wage and Benefits Standard Ordinance”). Any Subcontractor and any sub-subcontractor at any tier proposed to perform services sought by this BV RFP, is also a “Service Contractor” for purposes of Chapter 17-1300. If any such Service Contractor (i.e. Respondent and subcontractors at any tier) is also an “Employer,” as that term is defined in Section 17- 1302 (more than five employees), and is among the Employers listed in Section 17-1303 of the Code, then during the term of any resulting contract, it is subject to the minimum wage and benefits provisions set forth in Chapter 17-1300 unless it is granted a waiver or partial waiver under Section 17-1304. Absent a waiver, these minimum wage and benefits provisions, which include a minimum hourly wage that is adjusted annually based on the CPI, health care, and sick leave benefits are mandatory and must be provided to Respondent’s employees or the employees of any subcontractor at any tier who perform services related to the City contract resulting from this BV RFP.

3.2.2 Respondents and any subcontractors at any tier proposed by Respondentss are strongly encouraged to consult Chapter 17-1300 of the Philadelphia Code1 and the Standard City Contract Terms for further details concerning the applicability of this Chapter to and obligations it imposes on certain City contractors and subcontractors at any tier. In addition to the enforcement provisions contained in Chapter 17-1300, the successful Respondent’s failure or the failure of any subcontractor at any tier to comply (absent an approved waiver) with the provisions of Chapter 17-1300, or any discrimination or retaliation by the successful Respondent or Respondent’s subcontractors at any tier against any of their employees on account of having claimed a violation of Chapter 17- 1300, shall be a material breach of any Service Contract resulting from this BV RFP.

3.2.3 By submitting a proposal in response to this BV RFP, Respondents acknowledge that they understand, and will comply with the requirements of Chapter 17-1300, and will require the compliance of their subcontractors at any tier if awarded a contract pursuant to this BV RFP. Respondents further acknowledge that they will notify any subcontractors at any tier proposed to perform services related to this BV RFP of the requirements of Chapter 17-1300.

3.3 CERTIFICATION OF COMPLIANCE WITH EQUAL BENEFITS

2 Applicants that have a Business Privilege Tax Number should use that number, as it is automatically their Commercial Activity License Number, and need not apply for a new Commercial Activity License Number.

3.3.1 If this BV RFP is a solicitation for a “Service Contract” as that term is defined in

Philadelphia Code Section 17-1901(4) (“A contract for the furnishing of services to or for the City, except where services are incidental to the delivery of goods. The term does not include any contract with a governmental agency.”), and will result in a Service Contract in an amount in excess of $250,000, pursuant to Chapter 17-1900 of the Philadelphia Code (see The Philadelphia Code), the successful Respondent shall, for any of its employees who reside in the City, or any of its employees who are non-residents subject to City wage tax under Philadelphia Code Section 19-1502(1)(b), be required to extend the same employment benefits the successful Respondent extends to spouses of its employees to life partners of such employees, absent a waiver by the City under Section 17-1904.

3.3.2 By submission of their Proposals in response to this BV RFP, all Respondents so acknowledge and certify…