Cost Allocation Plan RFP_2026 - Revised.docx

Cherelle L. Parker, Mayor Rob Dubow, Director of Finance, Office of the Director of Finance The City of Philadelphia

REQUEST FOR PROPOSALS FOR

COST ALLOCATION PLAN FOR THE CITY OF PHILADELPHIAWORK SUMMARY:

The City is seeking a qualified vendor to develop and negotiate a Central Services Cost Allocation Plan (CAP) for the City, based on actual costs for the fiscal year ended June 30, 2026, which meets the requirements of OMB 2 CFR Part 200 Uniform Administrative Requirements, Cost Principals, and Audit Requirements for Federal Awards (“2 CFR Part 200”).

PROPOSED COMPENSATION:

Maximum compensation including all expenses not to exceed $60,000

RFP ISSUE DATE:

July 24, 2026

RESPONSE DEADLINE:

No later than 5 pm Philadelphia Time on August 21, 2026. A complete proposal must be submitted by this time to be considered. Proposals in-process are incomplete.

PRE-PROPOSAL MEETING:

There will be no pre-proposal meeting for this RFP.

OFFICIAL RFP CONTACT:

Richard Sensenbrenner Accounting Assistant Director Email: Richard.Sensenbrenner@phila.gov

SUBMISSION REQUIREMENTS:

All proposals must be submitted electronically to the correct contract opportunity established for this RFP (identified by opportunity number) through eContract Philly at https://philawx.phila.gov/econtract/

TABLE OF CONTENTS

1. INTRODUCTION

1.1 Values

The City of Philadelphia is committed to ensuring all businesses have access to contracting opportunities with the City and seeks to promote the economic development of small and local businesses.IF ELIGIBLE, YOU ARE ENCOURAGED TO:

· Apply for Local Business Entity (LBE) certification with City’s Procurement Department. If you provide your LBE status and/or promise to have a Local Impact, this must be used by the contracting department as a positive factor in evaluation and potential selection. Additionally, some opportunities are exclusively reserved for LBE certified businesses.

· Get Paid Faster! Enroll on the Vendor Payment Portal to effortlessly submit electronic invoices and monitor payment progress 24/7. The process of submitting invoices through the Vendor Payment Portal is user-friendly, efficient, and free.

1.2 Contracting with the City of Philadelphia

Consistent with our values, the City requires that all contractors and subcontractors comply with all applicable laws, regulations, and policies, including:

CHAPTER 17-1300. PHILADELPHIA 21ST CENTURY MINIMUM WAGE AND BENEFITS STANDARD

PAYMENT OF CITY BUSINESS TAXES OR OTHER INDEBTEDNESS OWED TO THE CITY

CITY BUSINESS LICENSES AND PERMIT REQUIREMENTS

Please closely review the City’s contract attachments including the standard terms and conditions found in the General Provisions under Appendix A of this RFP. Any contract resulting from this RFP will incorporate and be governed by these documents.

1.3 Contacting Us

For technical assistance with the eContract Philly website, email eContractPhilly@phila.gov or call (215) 686-4914.

· Please note the phone number provided is not a live helpline.

· Allow for two (2) business days prior to any application deadline to receive a response to your request. The City will not extend a deadline even if it has not responded to your question or request.

· All other questions regarding the RFP, including substantive questions, must be submitted in accordance with Section 2.3. Applicants are otherwise prohibited from contacting City representatives concerning this RFP or related matters.

1.4 Feedback about this RFP

The City recently updated the design of the RFP we use for Professional Services, and would like feedback from vendors. If you have feedback you would like to share, please complete this voluntary survey. Thank you.

2. THE OPPORTUNITY

2.1 Summary

The City is seeking a qualified vendor to prepare a Central Services Cost Allocation Plan (CAP) for the fiscal year ending June 30, 2026, in compliance with OMB 2 CFR Part 200 federal requirements. Through this procurement, the City intends to retain a qualified vendor to provide ongoing expertise in the preparation, review, and negotiation of its Cost Allocation Plan.

The selected vendor will:

· Develop a 2 CFR Part 200-compliant CAP based on actual costs.

· Prepare supplemental indirect cost rate schedules for all City departments.

· Create a Full Overhead Cost Allocation Plan to support cost recovery from enterprise funds, other taxing entities, and capital projects.

· Identify opportunities to improve the City's accounting system for more effective annual cost allocation planning.

· Ensure the final CAP is acceptable to the City's cognizant federal agency, the U.S. Department of Health and Human Services (HHS), and audit reviewers.

· Assist City departments in using the approved CAP to develop indirect cost rate proposals and maximize reimbursement opportunities.

· Perform additional department-specific cost allocation plans as needed, including a required plan for the Department of Public Health (DPH). The DPH plan will follow the same federal standards as the City-wide CAP but on a smaller scale, allocating one administrative support division's costs across 13 operational divisions.

The selected vendor will be expected to provide a final plan that is acceptable to the City’s cognizant federal agency, applicable program auditors, and reviewing personnel. The resulting services will ensure continuity of the City’s cost allocation program, strengthen compliance, and support the City’s ongoing efforts to maximize allowable cost recovery while maintaining a fair and consistent allocation methodology. Overall, the project aims to establish compliant indirect cost allocation methodologies, improve cost recovery, and strengthen the City's cost accounting processes.

2.2 Background

Office of the Director of Finance Overview The Office of the Director of Finance (ODF) is the central agency responsible for maintaining the City’s books and accounts. Annually the ODF publishes the following financial reports: Annual Comprehensive Financial Report (ACFR); Supplemental Report of Revenues and Obligations; Report of Bonded Indebtedness and Other Long Term Obligations; and, the Schedule of Financial Assistance (SFA). The indirect costs rates calculated in the CAP will be used by City departments to develop its indirect cost rate proposals for claiming federal reimbursement due to the City in all opportunity areas.

Project Background The Cost Allocation Plan (CAP) refers to a methodology whereby indirect costs are identified as applicable to the operation of the various departments, control centers, functions and programs of the City. Although the normal accounting process charges direct costs to appropriate accounts within the City’s departmental and control center structure, there are appropriate costs incurred relative to these departments and control centers which have not been directly identified. Indirect costs require analysis in order to accommodate accurate distribution to benefiting departments/functions. The completed CAP will identify indirect costs in specific detail and allocate them to affected departments, control centers, functions and programs. The result is the City can determine what the true costs of operations are for any function or program. The qualified vendor will also provide guidance to City personnel in the work accomplished to ensure maximum value from the use of the plan.

Problem Statement The City currently maintains a Cost Allocation Plan (CAP) to support the identification, allocation, and recovery of allowable indirect and overhead costs associated with City operations. The existing plan has provided the City with a structured methodology for allocating central service and overhead costs to departments, programs, enterprise funds, capital projects, grant-funded activities, and other benefiting entities. However, the current contract for cost allocation plan services is approaching expiration, creating a need to procure continued professional support to maintain compliance, accuracy, and continuity of the City’s cost allocation process.

The City requires a qualified consultant to update, prepare, and negotiate its Cost Allocation Plan based on actual costs for the fiscal year ending June 30, 2026. Continued development and maintenance of the plan are necessary to ensure that cost allocation methodologies remain current, reflect changes in City operations, and comply with applicable federal requirements, including OMB 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.

Without continued cost allocation services, the City risks interruptions in its ability to accurately identify and recover allowable indirect and overhead costs, support indirect cost rate proposals, and demonstrate compliance with federal, state, and audit requirements. An updated and properly supported CAP is essential to maximize reimbursement opportunities, ensure equitable allocation of shared costs, and provide transparency regarding the full cost of City services.

Through this procurement, the City intends to establish a reliable cost allocation process that strengthens fiscal management, enhances operational efficiency, and supports the equitable distribution and recovery of costs associated with delivering City services.

2.3 RFP Schedule

The above dates are estimates only. Notice of changes in any pre-proposal meeting or site visit date, time or location, due date for Applicant questions, or proposal due date will be posted as a notice/Addendum with the original RFP on eContract Philly and will become a part of the RFP.

2.4 Outcome Goals

· Full Cost Report

· Federal 2 CFR Part 200 Report

· Department Indirect Costs Rates

· Federal 2 CFR Part 200 Summary

· CAP Support for City departments

2.5 Award Terms

The City may, at its sole option, amend the contract to add up to four (4) additional terms, each not to exceed one year.

3. SCOPE OF WORK

Vendor shall develop and document a methodology to allocate indirect costs across departments, functions, cost centers and programs. The methodology must be acceptable to our federal cognizant agency (USHHS) and in compliance with 2 CFR Part 200. Vendor must provide City with training, work-papers and reports as to the methodology used to prepare the plan. Vendor must determine what data are to be included for costs allocation purposes using: 2 CFR Part 200; interviews with appropriate departmental personnel; review financial documents; review organizational structure; and, analysis of statistical data relative to benefit of services provided.

3.1 Description of Services

Project Details

The ODF’s objectives for this project include the following:

· Identify the total cost (direct and indirect costs) of the City’s operations by department, function, cost center or program.

· Identify costs eligible for reimbursement relating to federal grant programs.

· Identify costs eligible for reimbursement relating to enterprise funds, capital projects and other taxing entities.

· Identify methodology to allocate allowable costs.

Services and Tangible Work Products

Vendor must determine what data are to be included for costs allocation purposes using: 2 CFR Part 200; interviews with appropriate departmental personnel; review financial documents; review organizational structure; and, analysis of statistical data relative to benefit of services provided.

Upon completion of fieldwork, vendor will submit four (4) reports to the City:

1. Full Cost Report - based on actual costs for the fiscal year ended June 30, 2026.

2. Federal 2 CFR Part 200 Report – detail of all allowable federal costs.

3. Department Indirect Cost Rates – allocated Federal 2 CFR Part 200 costs with department by department summaries.

4. Federal 2 CFR Part 200 Summary – allocated Federal 2 CFR Part 200 costs showing all City departments on a single sheet.

Services The Department requires, at a minimum, the services listed below. Applicant’s proposed scope of work should state in detail how it will carry out each task, including the personnel/job titles responsible for completing the task. For each service specified, the Applicant should propose criteria to determine when the tasks comprising the service are satisfactorily completed. Applicants may propose additional or revised tasks and activities but should explain why each is necessary to achieve the project objectives.

· Identify cost pool to be allocated

· Identify methodology used to allocate costs

· Identify software used in the process

· Identify basis used for allocation

· Accommodations for exceptions and adjustments

Tangible Work Products The Department requires completion and delivery of at least the tangible work products listed below. The proposed scope of work should state in detail how the Applicant will produce each work product, including the personnel/job titles, that will be responsible for delivering the work product. For each work product, the Applicant should propose criteria for satisfactory completion and delivery. Applicants may propose additional or revised tangible work products but should explain why each is necessary to achieve the project objectives.

· Full Cost Report - based on actual costs for the fiscal year ended June 30, 2026

· Federal 2 CFR Part 2 Part 200 Report – detail of all allowable federal costs

· Department Indirect Cost Rates – allocated Federal 2 CFR Part 200 costs with department by department summaries.

· Federal 2 CFR Part 200 Summary – allocated Federal 2 CFR Part 200 costs showing all City departments on a single sheet.

Individual departments may request department-specific CAP plans to augment the citywide CAP plans. The Applicant will produce such department-specific CAP plans, as requested, using similar methodology as the larger citywide CAP plan. For department-specific plans, the individual departments will be responsible for providing the information necessary for the Applicant to complete the work.

3.2 Performance Metrics, Contract Management & Payments

Performance Metrics The City of Philadelphia is interested in identifying metrics in order to monitor and improve performance during the life of the contract. The Office of the Director of Finance has identified the following metrics and will work with the awarded provider(s) to add to or refine this list during contract negotiations. The final set of performance metrics and frequency of collection will be negotiated by each successful Applicant and the Office of the Director of Finance prior to the finalization of an agreement between parties and may be adjusted over time as needed.

The Department anticipates that the work required under this RFP will be completed within approximately six (6) to eight (8) weeks after project start. The scope of work proposed by 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 of completion (measured from project start date) for each. The Applicant should state the number of days following the Department’s authorization to proceed under the City contract by which it will be ready to start the work, including any mobilization time. If the Applicant proposes a different overall time of performance, it should state its reasons.

Timetable for this Cost Allocation Plan:

· November 2026 – City prepares cost reports from its accounting system and adds various ad hoc reports from its Cognos Impromptu software.

· December 2026 – City requests costs and revenue data from each department. Departmental responses due to Office of the Director of Finance by end of January.

· February 2027 – City forwards departmental costs data responses to vendor to start compiling data for the cost allocation plan.

· April 1, 2027– four (4) reports due to City from the vendor

After the plan is issued, the vendor is responsible for answering questions from affected City departments, or other users of the plan.

Contract Performance Monitoring As part of the City of Philadelphia’s commitment to improved outcomes, the City seeks to actively and regularly monitor service delivery to enhance contract management, improve results, and adjust service delivery based on learning what works. Reliable and relevant data is necessary to drive service improvements, ensure compliance, inform trends to be monitored, and evaluate results and performance. As such, the City reserves the right to request/collect other key data and metrics from providers related to the performance of the contract and to reject any item of work that does not meet the performance standards described in the contract.

How We Will Pay the Selected Applicant The contract for each chosen provider will include a contract maximum amount that cannot be exceeded without a written contract amendment. Applicants must provide a detailed cost proposal, with a line-item breakdown of the costs for specific services and work products proposed. Cost proposals must be “fixed price” proposals. The proposed price must include all costs that will be charged to the City for the services and tangible work products the Applicant proposes to perform and deliver to complete the project, including, but not limited to, costs for the following, if the Department is to pay for them: employee compensation and fringe benefits; communication; printing; administrative expenses; bonding; acquisition of real estate; rent, utilities, maintenance and security related to real estate; travel (reimbursable only at rates approved by the Department); project management; development; testing; implementation; maintenance; training; and all other work proposed. Any contract resulting from this RFP will provide for a not-to-exceed amount in the compensation section of the contract.

4. HOW TO SUBMIT YOUR RESPONSE

4.1 What You Must Include in Your Proposal

For your proposal to be considered, proposals must be submitted:

a) electronically;

b) through the City’s designated system (not email);

c) before the deadline; and,

d) signed by an authorized representative of the Applicant.

Additionally, your proposal must include the information listed in the Proposal Requirements below and be organized in the order shown. Failure to submit your proposal in the manner and format required by this RFP may result in your proposal being rejected.

Proposal Requirements:

1. Table of Contents

2. Introduction/Executive Summary (Give a short description of your proposal.)

Provide an overview of your company, the goods or services you offer and how you plan to meet the City’s needs.

3. Applicant Profile (Tell the City about yourself).

Please complete the Applicant information sheet and include it with your proposal submission.

Part 1. Please provide the following for the Applicant’s Business:

1. Name of Business

2. Business Address

3. Telephone Number

4. Fax Number (if applicable)

5. E-mail Address

6. Website Address

7. Federal Taxpayer Identification Number or Federal Employer Identification Number Part 2. Please provide the following for the Applicant’s Primary Contact:

1. Name

2. Job Title

3. Address

4. Telephone Number

5. Fax Number (if applicable)

6. E-mail Address Part 3. Please provide a description of the Applicant’s business background by answering the following:

1. What is the Applicant’s Business Organization type (i.e. corporation, partnership, LLC, for or not for profit, etc.)?

2. Is the Applicant’s Business registered to do business in Philadelphia and/or Pennsylvania?

3. What is the country and state of the Applicant’s business’ formation?

4. How many years has the Applicant’s business been operating?

5. What is the primary mission of the Applicant’s business?

6. What is the Applicant’s significant business experience?

4. Proposed Scope of Work (Tell the City what you propose to do).

Review Section 3 of this RFP, “Scope of Work” and directly state what services and materials you will provide to meet the City’s described needs. Be specific, and, as necessary, describe your services and materials in plain language for the evaluation team to understand. Include a proposed budget or cost proposal, and a schedule for when the services and materials will be provided.

5. Statement of Qualifications; Relevant Experience (Tell the City why you are the best choice).

Provide a statement of your relevant qualifications and demonstrate how your experience meets or exceeds the City’s requirements. Include a list and description of similar projects you have worked on, including the number of such projects and the amount of time spent on them.

6. References (Tell us who can vouch for similar work you have completed).

Provide at least three references, preferably for projects that are similar to the work sought by this RFP. Include the company/entity, a contact person’s name, the contact person’s title, their address, their email address, and telephone number. The more similar the reference is to the City the better, such as other local government entities.

7. Proposed Subcontractors (Tell the City who will work with you).

Please provide a complete list of prospective subcontractors with whom you plan to work on this project. Include:

· Company Name

· EIN

· Scope of Work

· Percentage of total work allocated to each firm

8. Requested Exceptions to Contract Terms (Tell the City any changes you would like to the contract).

In exceptional cases, a successful Applicant might be afforded exceptions to the City’s Contract Terms. State if you would like to request exceptions to the City’s Contract Terms, including those contained in this RFP, including Appendix A and any other documents incorporated by link or reference. Identify the location of the proposed change as well as possible (noting the document, section, heading, and page), the reason for the change request, and proposed alternative language. The City may consider your proposed changes or may disqualify your proposal at its option. However, please be aware that exceptions are not made often and so you should thoroughly explain why the change is necessary and appropriate for the contract. Any proposed exceptions to the City’s Contract Terms are subject to various internal review procedures before they can be accepted. Note: Your proposal is a binding offer to contract and failure to propose exceptions binds you to the City’s terms, if your proposal is accepted.

9. Tax and Regulatory Status and Clearance Statement (Certify that you do not owe the City).

Obtain a Tax Clearance Certificate and complete Appendix B attesting to Applicant’s tax and regulatory compliance with the City.

10. Disclosure of Litigation, Administrative Proceedings, and Contract Defaults (Tell the City about any legal proceedings or contract disputes your company or its leaders were involved with).

Provide a description of any legal proceedings or contract disputes in the past five (5) years that might affect your business, finances, or ability to perform the work described by this RFP. Include all instances of litigation, bankruptcy, debarment, suspension, contract default claims, any criminal conviction or indictments, settlements, and court or administrative orders. For each matter, state the name and nature of the matter, the parties involved, and its current status. For contract disputes, provide the name and contact information for the opposing party. Provide the same information for any matter involving an officer, director, principal, partner, or affiliate of the Applicant, and for any intended subcontractor of the Applicant.

11. Statement of Financial Capacity (Demonstrate how stable your business is).

Provide documentation demonstrating fiscal solvency and financial capability to perform the work sought by this RFP. You may include any of the following:

· A general, independent statement of the Applicant’s financial condition, prepared by an external auditor or accountant;

· Applicant’s most recent audited or unaudited financial statements, including:

· Balance Sheet,

· Income Statement, or

· Cashflow Statement;

· Most recent IRS Form 990 (for non-profit organizations only); or,

· Any other documentation that demonstrates your financial capacity to meet the requirements of this RFP.

12. Local Business Entity or Local Impact Certification (Tell the City if you are a local business or how you envision affecting the local economy).

The City is committed to leveraging its buying power to uplift and grow our local economy, which will result in more jobs for Philadelphians, including local and small businesses. For this reason, the City will consider local impact as a significant factor in our proposal evaluation for this contracting opportunity. If you meet the requirements of a certified Local Business Entity (LBE), we strongly recommend that you get certified for free by following the steps found HERE and include a copy of your certification with your proposal and/or include a statement about how you envision impacting the local economy through this work.

13. Disclosure Requirements (Tell the City about your political contributions).

Excess political contributions to City candidates and incumbents can disqualify you from a City contract. Complete the mandatory disclosures required as part of the electronic application process in eContract Philly, including any local political campaign contributions, by selecting “Apply for Contract” from the opportunity information screen (where this RFP was located). Additional information and instructions are located under the “Disclosure/Eligibility” tab on the top of the eContract Philly homepage. Please make sure to review these requirements closely before completing these disclosure forms.

4.2 How To Submit Your Application

Online Submission Required by the Application Deadline You must complete your application through eContract Philly before the deadline to be considered for this contract opportunity. Proposals may be changed at any time up until the submission deadline and the City will not review your proposal until after the deadline. The proposal is not considered submitted until the “submit” button is pressed at the conclusion of the eContract Philly submission process. You will receive a confirmation email that your Application was submitted.

Applicants are encouraged to allow sufficient time to complete the application process in order to become familiar with the requirements of the eContract Philly interface, upload all required documents, and resolve any technical issues prior to the submission deadline. The City need not accept, and may discard, responses that are incomplete, late, or submitted in any other format.

Electronic File Limitations eContract Philly accepts attachments up to 8MB of the following file types: Microsoft Word, Microsoft Excel, Microsoft Project, Adobe PDF or in a compressed zip file. Larger attachments must be split into smaller attachments to accommodate this file size limitation. There is no limit to the number of attachments that may be uploaded.

Every Entity Applies for Itself Except in the case of Joint Ventures, which follow special rules described below, every entity must apply for itself. If the prospective applicant is not already registered with eContract Philly, you must first register for an account before you can apply to this opportunity. Note that each legal entity must have a separate account; you may not utilize or repurpose another entity’s account for this application. To identify each legal entity, the eContract Philly application system uses an entity’s Taxpayer Identification Number, either a Social Security Number (SSN) or Employer Identification Number (EIN). Make sure the Tax Identification Number associated with your profile matches the Tax Identification Number of the company that is applying. Applications from an affiliated entity or made on another entity’s behalf will cause the City to reject the proposal.

See the Joint Venture rules if you are applying on behalf of a Joint Venture.

Use the Submission Checklist Below This is a tool to help you to submit a complete, accurate, responsive, and on time application.

DOES MY RESPONSE MEET THE PROPOSAL REQUIREMENTS?

Did you submit the proposal before the stated deadline of this RFP?

Did the proposal explain how Applicant meets the goals and objectives, tasks, milestones, and deliverables, and other requirements described by the Department in the Opportunity and Scope of Work sections?

Does your cost proposal meet the requirements under “Compensation”?

Does your service proposal meet the requirements under “Description of Services”?

Does your proposal meet the overall format and content requirements described in “What you must include in your proposal”?

If eligible, did you enroll with the City’s Vendor Payment Portal to effortlessly submit electronic invoices and monitor payment progress 24/7?

Did you review the entire RFP and contract attachments, including the Contract Terms and Conditions, and request any exceptions? You must propose contract language changes with your proposal or the City’s terms are deemed accepted.

Was the proposal submitted electronically through eContract Philly?

Did you complete the mandatory political contribution disclosures through the application?

Was the proposal submitted to the correct opportunity number?

Was the application signed by clicking on the “submit” button at the conclusion of the eContract Philly submission process? The proposal is not considered submitted until this button is pressed, regardless of when you started to complete the proposal. You will receive an email acknowledgment of your submission.

Was the individual who signed the application authorized to sign on behalf of the Applicant? For more information on who is authorized to sign your application, please see page 32 of the sample application found on eContract Philly here. You must be logged in to eContract Philly to access the document.

Does the Applicant’s eContract Philly Profile match the Applicant information provided in the proposal? Do the Taxpayer Identification Numbers match? (Do not use the SSN of the person filling out the proposal, unless the contract will be with that actual person; use the number of the entity applying and on its eContract Philly profile.)

Special Rule for Joint Ventures

4.3 Proposal Binding

Your proposal is a binding offer to contract for what you propose. Each Applicant agrees that it will be bound by the terms of its proposal for a minimum of 180 calendar days from the application deadline for this RFP and will enter a contract containing the same terms. If the City accepts your proposal as submitted, the City need not negotiate additional or different terms. Applicants must state clearly and conspicuously any modifications, waivers, objections, or exceptions they seek in a separate section of the proposal entitled “Requested Exceptions to Contract Terms.”

The City reserves the right, in its sole discretion, to negotiate terms and conditions different from and/or additional to the Contract Terms without notice to other Applicants.

5. HOW WE CHOOSE

The City will consider many factors, including cost, when evaluating proposals submitted to this RFP. While cost is an important factor, it is not the sole, or necessarily the deciding factor. The City may choose to award the contract resulting from this RFP to an Applicant whose proposal is the most advantageous to the City and in the City’s best interest even if the Applicant is not offering the lowest price.

The City will base its selection on criteria that may include, but are not limited to:

1. Superior ability or capacity to meet particular requirements of contract and needs of City Department and those it serves

2. Eligibility under Code provisions relating to campaign contributions

3. Superior prior experience of Applicant and staff

4. Superior quality, efficiency and fitness of proposed solution for City Department

5. Superior skill and reputation, including timeliness and demonstrable results

6. Special benefit to continuing services of incumbent, such as operational difficulties with transition or needs of population being served

7. Benefit of promoting long-term competitive development and allocation of experience to new, local, or small businesses

8. Lower cost

9. Administrative and operational efficiency, requiring less City oversight and administration

10. Anticipated long-term cost effectiveness

11. Meets prequalification requirements

12. Applicant’s certification of its Local Business Entity/Local Impact status.

If a contract is awarded from this RFP, a notice will be published on the City’s eContract Philly website identifying the name of the selected Applicant and the basis for award to that Applicant, as well as the names of all other Applicants to this RFP. To access this notice, select the button that says “Notice of Intent to Contract” and search for your opportunity number.

6. GENERAL RULES GOVERNING RFPs/PROPOSALS

WHAT ARE MY RESPONSIBILITIES IF I’M AWARDED THE CONTRACT?

Pay a Contract Preparation Fee

SEE AND PAY THE FEE HERE

6.1 Health Insurance Portability and Accountability Act (HIPAA) The work to be provided under any contract entered into pursuant to this RFP may be subject to the federal Health Insurance Portability and Accountability Act (HIPAA) or other state or federal laws or regulations governing the privacy and security of health information.

If the contract is with any of the “Covered Units” designated by the City or the chosen provider is otherwise a “Business Associate” under HIPAA, the selected Applicant must comply with the “Terms and Conditions Relating to Protected Health Information” which are posted on eContract Philly under the “About” section and which will be incorporated into the contract by reference.

6.2 Special Rules Applicable to Joint Ventures

Generally, applications submitted through eContract Philly from Applicants that purport to be filing an application on behalf of another individual or business entity will not be considered, even if the other business entity is an affiliate of the Applicant. In the case of multiple business entities that, if awarded a contract, have formed, or intend to form a joint venture to perform the contract, a single business entity may file an application on behalf of all such business entities, so long as: (i) the filing business entity is or will be a member of the joint venture, (ii) the application is made in the name of the existing or proposed joint venture, (iii) documentation is submitted with the application identifying all business entities that will comprise the joint venture, and demonstrating a binding agreement among those business entities to perform the contract as the joint venture identified in the application (for a joint venture that has not yet been formed, documentation signed by each identified business entity evidencing a commitment to form the joint venture if awarded the contract is sufficient), and (iv) the non-filing business entities are eligible for award of a City contract and make the disclosures required by Chapter 17-1400 of the Philadelphia Code (described in greater detail below) within fourteen (14) days after the joint venture receives notice that it has been awarded the contract.

6.3 Mandatory Political Contribution Disclosures and Penalties Pursuant to Chapter 17-1400 of the Philadelphia Code, Applicants are required to disclose the following as part of their required online application:

· their direct and indirect campaign contributions to:

· political candidates and incumbents who are nominated for, running for, or serving in, a local Philadelphia elected office; and

· political committees/parties that are operating in Philadelphia[footnoteRef:2] [2: State and federal campaign contributions do not have to be disclosed unless the subject/candidate in the campaign is also running for, or currently serving in a local Philadelphia elected office.]

· any consultants used in responding to the RFP and political contributions those consultants have made as described above; and

· whether the Applicant or any representative of the Applicant has received from any City employee a request for money or other items of value.

Applicants who make material misstatements or omissions in required disclosures may be prohibited from entering into contracts resulting from this or any other RFP of the City for one to three years and subjected to fines of up to three-times (3x) the amount that a contribution exceeded the political contribution limits, up to $2,000 for each contribution, pursuant to Section 20-1302 of the Philadelphia Code

For more information, please consult the text of Chapter 17-1400, the “Disclosure/Eligibility” tab on eContract Philly, e-mail econtractphilly@phila.gov, or call 215-686-4914.

6.4 Political Contribution Limits for City Contractors

The current contribution limits are adjusted every four years (starting in 2008) and are posted on the eContract Philly home page. The limits are established by law, apply continuously throughout the life of an awarded contract and for as long as the official benefiting is in office. Applicants are advised that individuals and businesses that make campaign contributions in excess of the amounts set forth in Section 17-1404(1) of the Philadelphia Code are ineligible to enter into a City contract or subcontract at any tier in excess of $10,000 for individuals or $25,000 for businesses. Contributions are attributed according to Section 17-1405 of the Philadelphia Code and Applicants should take this into consideration in electing to apply for this opportunity and in selecting subcontractors, if any.

Applicants certify that their subcontractors are eligible to work on City contracts and will be responsible for any consequence if that later proves untrue. To assist Applicants, the City has provided disclosure forms under the “Disclosure/Eligibility” “Subcontractor Disclosure” tab on eContract Philly for subcontractors to complete and provide to the Applicant at their option. These forms do not need to be submitted to the City.

6.5 City Employee Conflict Provision

City of Philadelphia employees and officials are prohibited from submitting a proposal in response to this RFP. No proposal will be considered in which a City employee or official has a direct or indirect interest.

6.6 Reservation of Rights

By submitting a response to this contract opportunity, the Applicant accepts and agrees to the City’s Standard Reservation of Rights, linked and incorporated in this document by reference, and to the terms of this contract opportunity, including all information contained in this RFP and information posted or accessible by link from the eContract Philly “Opportunity List” page, accessible under the “New Contract Opportunities” tab on the eContract Philly homepage.

6.7 Confidentiality and Public Disclosure

Each Applicant shall treat all information obtained from the City as a result of this opportunity or any resultant contract, which information is not generally available to the public, as confidential and/or proprietary to the City in accordance with the terms of any resultant contract. The Applicant shall exercise all reasonable precautions to prevent any information derived from such sources from being disclosed to any other person. The Applicant agrees to indemnify and hold harmless the City, its officials and employees, from and against all liability, demands, claims, suits, losses, damages, causes of action, fines and judgments (including attorney's fees) resulting from any use or disclosure of such confidential and/or proprietary information by the successful Applicant or any person acquiring such information, directly or indirectly, from the successful Applicant.

By submission of a proposal, Applicants acknowledge and agree that the City, as a municipal corporation, is subject to state and local public disclosure laws and, as such, is legally obligated to disclose to the public documents, including proposals, to the extent required thereunder. Without limiting the foregoing sentence, the City's legal obligations shall not be limited or expanded in any way by an Applicant's assertion of confidentiality and/or proprietary data.

APPENDICES

Appendix A – General Provisions THE CITY OF PHILADELPHIA PROFESSIONAL SERVICES CONTRACT GENERAL PROVISIONS FOR A COST ALLOCATION PLAN SERVICES

See Attached

Appendix B - City of Philadelphia Tax and Regulatory Status and Clearance Statement

CITY OF PHILADELPHIA TAX AND REGULATORY

STATUS AND CLEARANCE STATEMENT

FOR APPLICANTS

THIS IS A CONFIDENTIAL TAX DOCUMENT NOT FOR PUBLIC DISCLOSURE

This form must be completed and returned with Applicant’s proposal in order for Applicant to be eligible for award of a contract with the City. Failure to return this form will disqualify Applicant’s proposal from further consideration by the contracting department. Please provide the information requested in the table, check the appropriate certification option and sign below:

Applicant Name

Contact Name and Title

Street Address

City, State, Zip Code

Phone Number

Federal Employer Identification Number or Social Security Number:

Philadelphia Business Income and Receipts Tax Account Number (if none, state “none”)

Commercial Activity License Number (if none, state “none”)

____ I certify that the Applicant named above has all required licenses and permits and is current, or has made satisfactory arrangements with the City to become current with respect to the payment of City taxes or other indebtedness owed to the City (including, but not limited to, taxes collected by the City on behalf of the School District of Philadelphia), and is not in violation, or has made satisfactory arrangements to cure any violation, or other regulatory provisions applicable to Applicant contained in the Philadelphia Code.

___ I certify that the Applicant named above does not currently do business, or otherwise have an economic presence in Philadelphia. If Applicant is awarded a contract with the City, it promptly will take all steps necessary to bring it into compliance with the City’s tax and other regulatory requirements.

Authorized Signature Date

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