Cherelle L. Parker, Mayor

Kathleen McColgan, Revenue Commissioner, Department of Revenue

The City of Philadelphia

REQUEST FOR PROPOSALS FOR

CULTURALLY COMPETENT ADVERTISING PLAN AND CAMPAIGN

ABOUT REAL ESTATE TAX RELIEF PROGRAMS

WORK SUMMARY:

The City of Philadelphia seeks a qualified, culturally competent creative services agency to design, produce, and execute a multilingual marketing and advertising campaign promoting the City’s Real

Estate Tax assistance programs. The selected provider will develop all creative materials, manage all media placements, produce print collateral, and implement targeted outreach strategies to reach audiences most likely to be eligible.

PROPOSED COMPENSATION:

Not to exceed $450,000

RFP ISSUE DATE:

August 31, 2026

RESPONSE DEADLINE:

No later than 5 pm Philadelphia Time on October 2, 2026

A complete proposal must be submitted by this time to be considered. Proposals in process are incomplete.

OFFICIAL RFP CONTACT:

Chrisian Crespo, Director of Communications christian.crespo@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/ https://philawx.phila.gov/econtract/

TABLE OF CONTENTS

1. INTRODUCTION

1.1 Values

1.2 Contracting with the City of Philadelphia

1.3 Contacting Us

1.4 Feedback about this RFP

2. THE OPPORTUNITY

2.1 Summary

2.2 Background

2.3 RFP Schedule

2.4 Outcome Goals

2.5 Award Terms

3. SCOPE OF WORK

3.1 Description of Services

A. Campaign Strategy & Creative Development

B. Media Buying & Placement Management

C. Production of Print & Physical Materials

D. Digital Engagement, Influencer Partnerships & Viral Strategy

E. Data-Informed Targeting & Responsible Audience Identification

F. Reporting, Analytics & Performance Monitoring

Service Requirements

3.2 Performance Metrics, Contract Management & Payments

4. HOW TO SUBMIT YOUR RESPONSE

4.1 What You Must Include in Your Proposal

4.2 How To Submit Your Application

4.3 Proposal Binding

5. HOW WE CHOOSE

6. GENERAL RULES GOVERNING RFPs/PROPOSALS

6.1 Health Insurance Portability and Accountability Act (HIPAA)

6.2 Special Rules Applicable to Joint Ventures

6.3 Mandatory Political Contribution Disclosures and Penalties

6.4 Political Contribution Limits for City Contractors

6.5 City Employee Conflict Provision

6.6 Reservation of Rights

6.7 Confidentiality and Public Disclosure

APPENDICES

Appendix A – General Provisions

Appendix B - City of Philadelphia Tax and Regulatory Status and Clearance Statement .. 29

Appendix C - Small & Local Business Plan (“SLBP”)…………………………………………………………30

Appendix 1 - Participation Range Memo ………………………………………………………………………..31

Appendix 2 - Solicitation & Participation Form…………………………………..…………………………32

Appendix 3 – Subcontract Information Data Form…………………………………………….…………33

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.

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:

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.

CITY BUSINESS

LICENSES AND

PERMIT

REQUIREMENTS

PAYMENT OF CITY

BUSINESS TAXES

OR OTHER

INDEBTEDNESS

OWED TO THE CITY

CHAPTER 17-1300.

PHILADELPHIA 21ST

CENTURY MINIMUM

WAGE AND BENEFITS

STANDARD

1 2 3 https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/get-certified-as-a-local-business-entity/ https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fvendor-payments.phila.gov%2Flogin&data=05%7C01%7CMihir.Mulloth%40phila.gov%7Cd3a519484f624cce6fc708db9fe39835%7C2046864f68ea497daf34a6629a6cd700%7C0%7C0%7C638279572083787221%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=EktpSPaS%2B8p3KxRyI13X2Icwkl9aYLDJ0KfEzw1NsTI%3D&reserved=0 https://business.phila.gov/ https://business.phila.gov/ https://business.phila.gov/ https://business.phila.gov/ https://www.phila.gov/services/business-self-employment/business-taxes/ https://www.phila.gov/services/business-self-employment/business-taxes/ https://www.phila.gov/services/business-self-employment/business-taxes/ https://www.phila.gov/services/business-self-employment/business-taxes/ https://www.phila.gov/services/business-self-employment/business-taxes/ https://www.phila.gov/services/business-self-employment/business-taxes/ https://codelibrary.amlegal.com/codes/philadelphia/latest/philadelphia_pa/0-0-0-296070 https://codelibrary.amlegal.com/codes/philadelphia/latest/philadelphia_pa/0-0-0-296070 https://codelibrary.amlegal.com/codes/philadelphia/latest/philadelphia_pa/0-0-0-296070 https://codelibrary.amlegal.com/codes/philadelphia/latest/philadelphia_pa/0-0-0-296070 https://codelibrary.amlegal.com/codes/philadelphia/latest/philadelphia_pa/0-0-0-296070

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.

mailto:eContractPhilly@phila.gov https://phila.formstack.com/forms/updated_rfp_feedback_survey https://phila.formstack.com/forms/updated_rfp_feedback_survey

2. THE OPPORTUNITY

2.1 Summary

The Philadelphia Department of Revenue is seeking a full-service marketing and creative agency to develop and implement a culturally competent, multilingual outreach campaign to promote and advertise the city’s Real Estate Tax assistance programs, including the

Homestead Exemption, now worth up to $1,399 annually per participant, Longtime Owner-

Occupants Program (LOOP), Senior Citizen Real Estate Tax Freeze, and Low-Income Tax

Freeze.

The goal of this engagement is to ensure Philadelphia homeowners who are not yet enrolled or who are tax delinquent are aware of these programs and understand how to apply. The selected provider will be responsible for developing a comprehensive creative strategy, producing all advertising digital and print materials, executing media buys across diverse channels, and using market data responsibly to optimize campaign reach without compromising privacy.

The City aims to reach homeowners across Philadelphia’s diverse linguistic and cultural communities using a wide variety of media, including public transit metro hubs and vehicles, radio, including language specific and community stations, newspapers such as citywide, neighborhood, and niche/ethnic publications, digital ads, geographic and demographic targeting, paid social media boosts, medical and clinic office placements, supermarket ads, and printed collateral, including items such as door-hangers and large format decal prints.

The selected agency will invoice for all creative production and be reimbursed for media placement costs. This opportunity is ideal for agencies with deep experience in multicultural marketing, behavioral insights, public-sector outreach, and campaigns that support vulnerable or underserved audiences.

2.2 Background

Philadelphia Department of Revenue Overview

The Philadelphia Department of Revenue (Department) collects taxes, water charges, and other fees to support the School District of Philadelphia and essential city services. The

Department also administers several assistance programs to help owner-occupied households reduce their tax liabilities, as well as other tax credits and exemptions.

The Department estimates that 25% of eligible households don’t take advantage of the Real

Estate Tax assistance programs the Department offers. We believe households who speak

English as a second language and black and brown communities are especially vulnerable to real estate assessment fluctuations in rapidly changing neighborhoods.

Project Background

Philadelphia offers several Real Estate Tax assistance programs that can significantly reduce tax bills for qualifying homeowners. Although these programs have existed for years, many eligible households are either unaware of them or face barriers such as language access, limited digital access, mistrust of institutions, or a lack of confidence in navigating government programs.

Recent efforts, including expanded multilingual outreach, redesigned online application processes, and press releases, have improved awareness but have not yet achieved the desired level of enrollment. The City seeks a creative services partner to design a data‑driven, culturally responsive advertising campaign to reach potentially eligible homeowners, especially those in underserved neighborhoods, and communities experiencing property value changes.

Problem Statement

Despite the availability of Real Estate Tax assistance programs that can significantly reduce

Real Estate bills for homeowners, thousands of eligible Philadelphia homeowners are still not enrolled. This gap contributes to affordability strain and, in some cases, tax delinquency. Awareness varies widely by neighborhood, language, age group, and income level. City research shows that:

• Many homeowners do not know they qualify for tax relief.

• Existing communications initiatives are not reaching all cultural, linguistic, and demographic audiences.

• Owner-occupied households are often difficult to identify and reach effectively.

• Advertising approaches must adapt to changing media habits and neighborhood-level differences.

The City seeks to close this gap through a strategically designed campaign that meets homeowners where they are. To succeed, the campaign must use multilingual messaging, culturally resonant creative content, and optimized media placements. It must also incorporate responsible use of market and public data sources, such as address lists for owner-occupied properties, customer insights, open-source demographic data, and nonintrusive behavioral indicators, to reach audiences effectively without compromising homeowner or consumer privacy.

2.3 RFP Schedule

RFP Posted August 31, 2026

Applicant Questions Due

Applicants must submit questions regarding this opportunity by September 8, 2026 at 5 pm, Philadelphia time (EST). All questions must be submitted via email to

Stefanie.H.Smith@phila.gov and

RevenueContracts@phila.gov

Answers Posted on eContract

Philly September 15, 2026, 5 PM Philadelphia time

Proposals Due October 2, 2026, 5 PM Philadelphia time

Applicant Interviews, Presentations

(City Discretion)

Tuesday, October 6, 2026, between 9:30 AM and 3 PM (EST);

Wednesday, October 7, between 2 and 4:30 PM (EST); and

Friday, October 9, 2026, between 9:30 AM and 3 PM (EST).

Interviews will be virtual and confirmed prior to these dates.

Applicant Selection November 9, 2026

Contract Execution February 1, 2027

Commencement of Work February 1, 2027

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

Below are the outcomes the City expects this engagement to advance:

1. Increase awareness and understanding of Real Estate Tax assistance programs among homeowners citywide, especially in neighborhoods and census tracts with the largest enrollment gap.

2. Increase applications and enrollments in Homestead, LOOP, Senior Freeze, and

Low-Income Tax Freeze.

mailto:Stefanie.H.Smith@phila.gov mailto:RevenueContracts@phila.gov https://philawx.phila.gov/econtract/

3. Ensure materials are accessible, multilingual, culturally relevant, and available in formats appropriate for various media channels.

4. Improve the accuracy of audience targeting and campaign reach using responsible data sources.

5. Reduce racial, linguistic, and geographic disparities in program participation.

6. Provide clear performance reporting to support data-driven decision-making by the

City.

2.5 Award Terms

Term

The term of this contract is expected to start on or about February

1, 2027 and end on or about January 31, 2028.

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

Compensation Contract will state maximum compensation including all expenses.

Cost Proposal Type

At a minimum, the successful Applicant shall submit monthly invoices detailing the services and/or products provided, the goals/tasks accomplished, and the associated costs. If hourly rates are charged, the invoice must also detail the number of hours, the hourly rate, service details, and the individual who performed the service, including

Terms of Payment Payment upon completion and approval of specified work submitted via monthly invoicing with supporting documentation.

Applicants are advised that the contract resulting from this RFP will require the approval of

Philadelphia City Council prior to execution. By submitting a proposal in response to this RFP, Applicants acknowledge their understanding and agree that any proposed contract with the selected

Applicant will be (i) submitted to City Council in the form of a proposed ordinance; (ii) subject to the customary process of public notice and hearing for the enactment of legislation by City Council; and

(iii) may not result in a final, executed contract unless the proposed contract, and all terms and conditions contained therein, receives a majority vote in favor of the contract.

3. SCOPE OF WORK

The selected provider will deliver and support a comprehensive, culturally competent advertising and outreach campaign about Philadelphia’s Real Estate Tax assistance programs. The provider must create and produce all creative, media buys, audience strategy, analytics, and reporting services necessary to execute a modern, effective, multilingual campaign that reaches owner-occupied households citywide through the most-demanding languages in traditional and innovative channels.

The City encourages strategic creativity, innovation, and data-driven decision-making to achieve the project goals.

3.1 Description of Services

A. Campaign Strategy & Creative Development

The Provider will design a combined creative strategy that reflects the cultural diversity of

Philadelphia’s homeowners. Key responsibilities include:

• Developing the overall campaign concept, messaging architecture, and visual identity adaptable across print, digital, video, and transit environments.

• Producing culturally competent and multilingual creative content that considers linguistic nuance, literacy levels, and accessibility requirements.

• Creating digital video content for multiple platforms, including short-form vertical videos, animated explainers, and longer informational pieces suitable for social channels, paid placements, and streaming environments.

• Designing creative packages for influencer partnerships and grassroots organizations, including messaging guides, video concepts, talking points, and branded content templates.

• Producing “viral-ready” content aligned with platform trends and encouraged for organic sharing.

• Ensuring all creative assets meet accessibility and follow the City's standards.

B. Media Buying & Placement Management

The selected provider will plan, procure, purchase, schedule, manage, and verify all advertising placements across diverse media channels, including:

• Transit environments: metro stations, rail cars, buses, shelters, kiosks, interior/exterior panels, and digital screens.

• Broadcast media: general and culturally specific radio stations; relevant streaming audio platforms.

• Print media: citywide newspapers, neighborhood papers, ethnic-language publications, and community outlets.

• Digital & social media: paid video ads, display ads, search ads, retargeting, boosted social posts, and paid influencer content.

• Point-of-presence channels: medical/clinic offices, supermarkets, parks, rec centers, gas stations, and other high-traffic locations.

The Provider must handle procurement, media buys (payments and invoices), monitoring, and proof-of-performance reporting for all placements.

C. Production of Print & Physical Materials

The selected provider will design and produce printed and physical collateral necessary to reach homeowners across neighborhoods, including:

• Flyers, brochures, rack cards, posters, door hangers, and large-format signage such as banners, window decals, and public park posters.

• Multilingual versions of all materials, with translation and cultural review included.

Materials should use concise, accessible language and visually clear information and application instructions.

D. Digital Engagement, Influencer Partnerships & Viral Strategy

The selected provider will implement a digital engagement plan that expands reach beyond traditional advertising:

• Develop platform-specific content strategies for TikTok, YouTube, Instagram, Facebook, X, and other platforms where homeowner audiences can be reached.

• Recruit and manage paid influencers representing diverse Philadelphia communities.

• Guide influencers with accurate messaging, creative packages, and compliance instructions tailored to City requirements.

• Execute amplification tactics (e.g., whitelisting, co-branded content boosting) to extend reach.

• Propose and produce viral-potential concepts, community-shareable content, and life-imitating videos.

All influencer and viral content must deliver accurate information about Real Estate Tax assistance programs and comply with City communication standards.

E. Data-Informed Targeting & Responsible Audience Identification

The selected Provider will use data analytics and market research to refine targeting without compromising privacy. Activities include:

• Utilizing publicly available datasets, audience tools, open-source demographic information, anonymized behavioral indicators, and similar privacy-preserving resources.

• Demonstrating capability to acquire and responsibly use address lists to reach owner-occupied households, consistent with all legal and privacy requirements.

• Applying geo-targeting, demographic modeling, and performance optimization to improve campaign efficiency.

• Ensuring all targeting methods are compliant with City data governance policies and do not expose homeowner or taxpayer personal information.

F. Reporting, Analytics & Performance Monitoring

To support continuous improvement, the selected Provider will deliver clear and actionable reporting, including:

• Periodic monthly, when possible, or quarterly analytics reports summarizing reach, impressions, engagement, cost efficiency, audience patterns, and geographic distribution.

• Geo-targeting results showing how placements reached specific neighborhoods or audiences.

• Placement verification, proof-of-performance documentation, and transparency for all media buy expenditures.

• A final campaign evaluation summarizing outcomes, lessons learned, and recommendations for future outreach, including audience behavior and response to government campaigns.

The City may request additional data necessary for understanding campaign effectiveness.

Service Requirements

The selected Provider will develop and execute all creative, production, media buying, audience targeting, and reporting elements needed for a modern, multilingual, and culturally competent outreach campaign. Core requirements include:

1. Campaign strategy & creative development

• Create a unified, culturally resonant campaign across all communication channels.

• Produce multilingual creative materials, ensuring accuracy, cultural relevance, and accessibility.

2. Media buying & placement

• Plan and execute media buys for all channels.

3. Production of printed & physical materials

• Produce all required print collateral.

4. Digital engagement, influencers & viral strategy

• Recruit, contract, and manage paid influencers that reflect Philadelphia’s diversity.

• Oversee content moderation that meets the goals of the approved campaign.

5. Data-informed targeting & responsible audience identification

• Demonstrate ability to responsibly acquire and use data for outreach purposes.

• Execute data optimization without compromising homeowner or taxpayer privacy.

High-Level Work Plan & Performance Schedule

The selected Provider must propose and follow a high-level work plan that outlines the sequence, timing, and milestones necessary to complete all components of the campaign.

At minimum, the plan must include the following phases and deliverables (overlapping permitted to accelerate launch):

Phase 1 — Project Initiation (Weeks 1–4)

• Kickoff meeting with the City’s project team.

• Review of program materials, translation standards, and communication requirements.

• Development of campaign brief and initial creative direction.

• Submission of draft campaign concept and messaging framework.

Phase 2 — Creative Development & Pre-Production (Weeks 5–8)

• Production of initial multilingual creative assets.

• Development of digital video scripts, influencer packages, and viral concepts.

• Draft layouts for print materials.

• Research of media placements across transit, print, digital, radio, mail, and social media.

• City review period and feedback incorporation.

• Final approval of all creative deliverables.

Phase 3 — Media Planning & Procurement (Weeks 8–12)

• Finalization of media strategy and audience plan.

• Procurement of media placements.

• Placement scheduling and trafficking preparation.

• Submission of media calendar and placement verification plan.

Phase 4 — Production & Launch (Weeks 11–16)

• Printing of all approved collateral (flyers, posters, rack cards, door hangers).

• Video production, editing, captioning, and format adaptations.

• Influencer onboarding, briefing, and content approval.

• Launch of campaign across all channels, including digital video, influencer content, transit ads, and print placements.

Phase 5 — Active Campaign Period (Months 2–12)

• Ongoing placement management, optimization, and content adjustments.

• Execution of influencer postings and boosted amplification.

• Continuous monitoring of audience performance.

• Delivery of all placement verification reports and tracking documentation.

Phase 6 — Quarterly Performance Reporting

At the end of each quarter (or as otherwise required), the Provider must submit:

• Analytics summaries for digital, transit, print, video, and influencer components.

• Geotargeting and audience reach assessments.

• Cost-efficiency and optimization findings.

• Tracking and analysis of hyperlinks, QR codes, website sessions, language preferences, and application submissions.

Phase 7 — Final Campaign Evaluation (End of Contract Term)

• Comprehensive analytics report

• Lessons learned and strategic recommendations

• Presentation of findings to the Department.

General Requirements

The selected Provider must adhere to all requirements below throughout the contract:

Compliance & Standards

• Comply with all applicable federal, state, and City regulations, policies, and guidance.

• Ensure all creative and placements comply with City branding, communication, and accessibility standards.

• Protect homeowner and taxpayer privacy.

Staffing & Capability

• Maintain a qualified project team with expertise in multicultural marketing, digital video production, media buying, analytics, and influencer management.

• Ensure adequate staffing levels and project oversight to meet deadlines, production schedules, and reporting expectations.

Data & Technology

• Maintain systems and tools capable of managing digital media placements, tracking analytics, and producing verification reports.

• Use privacy-preserving data analysis methods and secure data handling practices.

Financial & Administrative

• Follow City invoicing requirements.

• Maintain insurance and legal compliance as required by the City’s provisions.

City of Philadelphia Responsibilities

The City will support the Provider in executing the campaign by:

1. Program information & content accuracy

• Supplying accurate, up-to-date information about the Real Estate Tax assistance programs.

• Providing guidance on required messaging elements, program descriptions, and official language.

2. Access to resources

• Sharing existing program materials, branding guidelines, translation standards, and any available historical outreach examples.

• Providing access to City-owned creative assets if available.

3. Coordination & review

• Designating a primary point of contact for coordination, approvals, and clarifications.

• Reviewing creative materials and media plans in a timely manner to prevent delays.

• Participating in regular check-ins to monitor performance and adjust strategies based on emerging needs.

4. Data & reporting access

• Sharing data trends and anonymized insights to help inform targeting, while ensuring compliance with privacy laws and data governance. When possible, the

City will provide publicly available data, as needed for campaign activities

• Providing feedback on analytics reports and recommendations.

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 Department of Revenue 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 Department of Revenue prior to the finalization of an agreement between parties and may be adjusted over time as needed.

Performance Metric Data Source Data

Collection

Frequency

Data

Collection

Responsi bility

Data

Review

Cadence

Past

Performance

Benchmark

(if known)

Reach and impressions Across All

Media Channels

Vendor placement reports, digital platform dashboards

Every two months

Selected

Vendor and provider

Quarterly

Engagement Across All Media

Channels:

Views, comments, shares, bookmarks, average watch time, audience retention, etc.

Each social media dashboard, traditional media reports.

Every two months

Selected

Vendor and provider

Quarterly

Influencer Content Reach &

Engagement

Influencer performance reports; branded content tools;

amplification metrics.

Every two months

Selected

Vendor and provider

Quarterly

Distribution of collateral: Total number of flyers, posters, door hangers, and rack cards printed and delivered; placement verification where applicable.

Quantity distributed, number of neighborhoods reached, estimated household exposure.

Distribution logs and maps.

Monthly Selected

Vendor and provider

Monthly

Track and performance analysis:

Increase in Applications and website Traffic

City enrollment data; application tracking and web systems.

Quarterly City &

Selected vendor and provider

Quarterly

& end of contract and/or campaigns

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.

The Department of Revenue will actively and consistently collaborate with the Provider throughout the contract period to monitor progress, identify challenges, and shape course corrections to ensure the contract’s goals are achieved. The Department’s participation is focused on oversight, input, and strategic alignment, while the Provider retains responsibility for all deliverables, execution, and day‑to‑day management.

The Provider will be required to maintain a consistent communication schedule with the

Department that includes:

1. Recurring Meetings: Virtual or in‑person meetings held at a mutually agreed frequency. Used to discuss recent activities, upcoming deliverables, creative drafts, media placements, and operational updates. City staff can ask questions, flag emerging concerns, and request adjustments to stay aligned with program goals.

2. Email Updates: Concise summaries of work completed, media spend incurred, issues encountered, and steps taken to address them.

3. Submit a report of the requested metrics via the preferred method.

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:

o Balance Sheet, o Income Statement, or o 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 https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/get-certified-as-a-local-business-entity/ https://philawx.phila.gov/ECONTRACT/default.aspx 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.”

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fvendor-payments.phila.gov%2Flogin&data=05%7C01%7CMihir.Mulloth%40phila.gov%7Cd3a519484f624cce6fc708db9fe39835%7C2046864f68ea497daf34a6629a6cd700%7C0%7C0%7C638279572083787221%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=EktpSPaS%2B8p3KxRyI13X2Icwkl9aYLDJ0KfEzw1NsTI%3D&reserved=0 https://philawx.phila.gov/econtract/ https://philawx.phila.gov/ECONTRACT/Inc/sample_app.pdf

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?

Maintain an active Business Income and Receipts Tax (BIRT)

Account Number.

REGISTER HERE.

Maintain an active Commercial Activity License (CAL) Number REGISTER HERE

Obtain a Philadelphia Tax and Regulatory Status Clearance and return Appendix B and stay current with all City and School

District taxes and fees or payment plans.

OBTAIN A TAX

CLEARANCE

CERTIFICATE HERE

Continuously disclose your political contributions and stay under the contribution limits that allow you to be awarded a contract.

SEE THE

“DISCLOSURE/

ELIGIBILITY” TAB ON

ECONTRACT PHILLY

HERE FOR MORE

INFORMATION

Submit all Contracting Disclosures requirements. Provide demographic information about your workforce and your work for the City in the past five years (This is only required once an organization is awarded a contract with the City of

Philadelphia).

CONTRACTING

DISCLOSURE AND

FILING INSTRUCTIONS

ARE HERE

Pay a Contract Preparation Fee

SEE AND PAY THE FEE

HERE

Contracts resulting from this RFP are “Service Contracts” and awarded Applicants, along with their subcontractors at any level, are “Service Contractors” who must comply with the 21st

Century Minimum Wage and Benefits Standard found in

Philadelphia Code Sec. 17-1300.

THE CURRENT LIVING

WAGE RATE AND

BENEFITS

REQUIREMENTS AND

APPLICABILITY CAN

BE LOCATED HERE

If the awarded contract is valued at or over $250,000, you must extend Equal Benefits to life partners of employees that are extended to spouses of its employees, under 17-1900 of the

Philadelphia Code.

INFORMATION

REGARDING EQUAL

BENEIFITS IS

LOCATED HERE

https://tax-services.phila.gov/_/ https://www.phila.gov/services/permits-violations-licenses/get-a-license/business-licenses-permits-and-approvals/get-a-commercial-activity-license/ https://www.phila.gov/services/payments-assistance-taxes/get-tax-clearance/ https://philawx.phila.gov/econtract/ https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/file-transparency-in-business-act-disclosure-forms/ https://www.phila.gov/services/payments-assistance-taxes/pay-the-fee-for-a-professional-services-contract-online/ https://codelibrary.amlegal.com/codes/philadelphia/latest/philadelphia_pa/0-0-0-296110 https://codelibrary.amlegal.com/codes/philadelphia/latest/philadelphia_pa/0-0-0-296544

Register for electronic payments

INSTRUCTIONS FOR

REGISTRATION CAN

BE FOUND HERE

Comply with federal Health Insurance Portability and

Accountability Act (HIPAA) if applicable.

SEE HIPAA SECTION

BELOW

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…