September 2025 revision 1

Civil Service Commission

REQUEST FOR PROPOSALS FOR SMALL ORDER PURCHASE

FOR LEGAL SUPPORT SERVICES

Cherelle Parker, Mayor

Leonard V. Cid, Chairperson

Civil Service Commission

The City of Philadelphia

RESPONSE DEADLINE:

No later than 5 pm Local Philadelphia Time on June 29, 2026

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/

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TABLE OF CONTENTS

1. INTRODUCTION

1.1 Values

1.2 Contracting with the City of Philadelphia

1.3 Contacting Us

2. SERVICES WE ARE LOOKING FOR

2.1 Overview

2.2 Project Details

Services

Compensation

Project Schedule

3. HOW TO SUBMIT YOUR RESPONSE

3.1 RFP Schedule

3.2 What You Must Include in Your Response

Online Submission Required by the Application Deadline

4.1 Overview

4.2 Selection Process

4.3 Award

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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

The City of Philadelphia (“the City”) has two primary categories of contract opportunities:

Consistent with our values, the City requires that all contractors and subcontractors be in compliance with our laws, regulations, and polices, including:

Please closely review the City’s contract attachments including the standard terms and conditions.

Any contract resulting from this RFP will incorporate and be governed by these documents. You must raise any objections to these standard terms and conditions in your proposal.

Objections are not favored and may be weighed against your proposal and negotiation of proposed objections may extend the contracting time. Additionally, the City need not consider later-raised objections.

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 as a positive factor in evaluation and potential selection. Additionally, some opportunities are exclusively reserved for LBE certified businesses.

Includes consulting, legal or creative services and other service types

Includes supplies and equipment and public works

PROCUREMENT PROFESSIONAL SERVICES

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://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

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1.3 Contacting Us

For technical questions or concerns connected to this RFP, email eContractPhilly@phila.gov or call

(215) 686-4914.

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

• Allow for enough time 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.

mailto:eContractPhilly@phila.gov

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2. SERVICES WE ARE LOOKING FOR

2.1 Overview

Department

Issuing

The Civil Service Commission is an independent agency of the City of

Philadelphia responsible for administering and enforcing the civil service system. The Commission conducts hearings and appeals, oversees examinations, and issues decisions in accordance with the Philadelphia Home

Rule Charter and applicable law.

Term

The term of the contract is expected to start on or about August 1, 2026.

The City may, at its sole option, amend the Contract to add up to three (3) additional terms, each not to exceed one year.

Compensation Compensation cannot exceed a total of $55,000.

Local Business

Criteria

Both Local Impact and certified Local Business Entity status can be considered positive factors in evaluation. Local Impact is considered employing City residents or performing work in the City.

Services

Through this RFP, the City is seeking two contractors to provide legal and administrative support services related to hearings and appeals to the Civil

Service Commission. Services include supporting hearings and appeals, conducting legal research, drafting written opinions and findings consistent with the Local Agency Law, and assisting with appeal scheduling and correspondence. Applicants must demonstrate relevant experience with administrative or quasi-judicial proceedings for a governmental body.

2.2 Project Details

Services

Overall goals and objectives

The goal of this contract is to ensure the timely, lawful, and efficient handling of Civil Service Commission hearings and appeals. Selected contractors will support the Commission by preparing matters for adjudication, participating in hearings, and producing written opinions and findings that comply with applicable law and procedural requirements.

Successful performance will be measured by the completion of hearing-related work products within the established timelines, adherence to statutory and procedural deadlines, and the consistent production of legally sufficient written decisions suitable for issuance by the Commission.

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Tasks, milestones, or deliverables

Tasks:

The contractor shall provide attorney-level legal services in support of the Civil Service Commission’s hearings and appeals, including preparation for hearings, participation in proceedings, legal research and analysis, advising the Commission on legal and procedural matters, and drafting written opinions and findings in accordance with applicable law.

Milestones:

Milestones include timely preparation for scheduled hearings and submission of post-hearing written materials within timeframes established by applicable law or Commission procedures.

Deliverables:

Deliverables may include draft written decisions, findings of fact, conclusions of law, legal memoranda, and related correspondence necessary to support the

Commission’s adjudicatory functions.

Organization and personnel requirements

The contractor must be an attorney or law firm authorized to practice law in the Commonwealth of

Pennsylvania, with demonstrated experience providing legal services to governmental, administrative, or quasi-judicial bodies. The contractor must have the capacity to independently manage all phases of hearings and appeals, including preparation, participation in proceedings, and post-hearing legal analysis and drafting.

Personnel performing work under this contract must have relevant experience in administrative law and the preparation of formal written decisions. The contractor is responsible for ensuring compliance with applicable laws and professional standards.

Technological requirements

The contractor must maintain the technological capability to securely prepare, store, and transmit legal documents and correspondence related to Civil

Service Commission hearings and appeals. This includes reliable access to standard legal research tools, word processing software, electronic communication systems, and secure methods for handling confidential or sensitive information.

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Reporting requirements

Each contractor shall provide periodic status updates related to assigned hearings and appeals, including the status of pending matters and completion of required work products. Reports may be provided in written or electronic format and shall be submitted at intervals reasonably requested by the Civil Service

Commission.

Reporting shall be limited to information necessary to monitor contract performance and compliance with applicable legal and procedural requirements and shall not include detailed timekeeping unless required for invoicing purposes. All services and reporting shall be performed in a manner that preserves the confidentiality of Commission proceedings, records, and non-public information

Compensation

Applicants are required to provide a cost proposal in their response which includes:

• A line-item breakdown of the costs for the specific services and work products proposed.

• A price that includes all costs, such as administrative or fringe costs, proposed to be charged to the City.

Compensation Not to exceed $55,000 for a contract resulting from this RFP.

Cost Proposal Type

Applicants must submit an hourly rate–based cost proposal identifying the hourly rates for personnel who will perform work under this contract.

Compensation shall be based on actual hours worked, subject to a not-to-exceed contract amount.

Terms of Payment

The contractor shall submit itemized invoices on a monthly basis for services performed during the preceding billing period. Payment shall be made upon receipt and approval of invoices by the Civil Service

Commission and is subject to the not-to-exceed contract amount.

Please note travel costs are reimbursable only if approved by the Department and in accordance with current City policies; commuting costs are not reimbursable. The City has adopted the Federal

Government Maximum Per Diem rate.

https://www.gsa.gov/travel/plan-book/per-diem-rates https://www.gsa.gov/travel/plan-book/per-diem-rates

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Project Schedule

Services under this contract will be performed on an ongoing, as-needed basis throughout the contract term in response to the Civil Service Commission’s hearing calendar and appeal filings. The contractors will prepare for and participate in hearings as scheduled by the Commission and will complete post-hearing written work products within timeframes established by applicable law, Commission procedures, or direction of the Commission. All services shall be completed within the contract term, which is expected to run from July 1, 2026 through June 30, 2027.

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3. HOW TO SUBMIT YOUR RESPONSE

3.1 RFP Schedule

RFP Posted June 12, 2026

Pre-Proposal Meeting

A virtual pre-proposal meeting will be held on June 16, 2026, at 9:00am EST. It is highly recommended that all proposers attend.

CLICK LINK FOR MEETING ACCESS

Applicant Questions Due

Applicants must submit questions regarding this opportunity by June 18, 2026, at 5:00pm EST. All questions must be submitted via email to sandi.ramos@phila.gov

Answers Posted on eContract

Philly Monday, June 22, 2026 by 5:00pm Local Philadelphia Time

Proposals Due Monday, June 29, 2026 by 5:00pm Local Philadelphia Time

Applicant Interviews, Presentations Week of July 6, 2026

Applicant Selection Week of July 6, 2026

Contract Execution August 1, 2026

Commencement of Work August 1, 2026.

The above dates are estimates only. Notice of changes in the pre-proposal meeting date, time or location, and due date for Applicant questions will be posted on eContract Philly. Should the

Department change the date for the Application submission, a notice/Addendum will be posted on eContract Philly.

3.2 What You Must Include in Your Response

https://teams.microsoft.com/meet/224091235100062?p=HkRG1tLKkpMuYCt4zL https://philawx.phila.gov/econtract/ https://philawx.phila.gov/econtract/

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1. Introduction

2. Company Profile

3. Company contact information

4. Proposed Scope of Work, addressing all items in Section 2 and describing how the Applicant will meet project requirements

5. Proposed Schedule

6. Cost Proposal

7. Project Personnel Statement of Applicant’s Qualifications/Relevant Experience

8. References

9. Written Statement of Financial Capacity from independent source and at least one current financial document (audited or unaudited financial statements, bank statements or references, Form 990)

10. Stated exceptions to terms and conditions, if any, and reasons for the request

11. Local Business Certification and justification and/or documentation

12. Provide the following statement: “If awarded this contracting opportunity and this contract opportunity is valued at or over $94,000 or the amount expected to be realized by the

Applicant is at or over $94,000, the Applicant will provide all Transparency in Business disclosures required by Section 17-1402(1)(b)(.4) of the Philadelphia Code prior to contract conformance.”

Applicant Proposed Scope of Work responses should be limited to 5 pages.

3.3 Response Requirements

Online Submission Required by the Application Deadline

You must apply online through eContract Philly to be considered for this contract opportunity. The

City will not accept responses in any other format.

If you are 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.

A Complete Application is Required

Please give yourself as much time as possible to start and complete your online application. The City will not consider proposals that are submitted late.

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Use the Below Submission Checklist

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 in RFP Section 3.1?

Did the proposal explain how Applicant meets the goals and objectives, tasks, milestones, and deliverables, and other requirements described by the Department under “Services” in RFP Section 2.2?

Does your cost proposal meet the requirements under “Compensation” in RFP Section 2.2?

Does your cost proposal meet the requirements under “Project Schedule” in RFP Section

2.2?

Does your proposal meet the overall format and content requirements described in RFP

Section 3.2, including the independent Statement of Financial Capacity” and the page limit?

If applicable, was the Local Business Certification and justification and/or documentation provided in the proposal?

Does your application provide the mandatory statement: “If awarded this contracting opportunity and this contract opportunity is valued at or over $94,000 or the amount expected to be realized by the Applicant is at or over $94,000, the Applicant will provide all Transparency in Business disclosures required by Section 17-1402(1)(b)(.4) of the Philadelphia Code prior to contract conformance.”

Did you review the entire RFP and Contract Attachments, including the Terms and

Conditions?

◼ Did you state any objections to these document Terms and Conditions? You must raise any objections to these standard terms and conditions in your proposal. Objections are not favored and may be weighed against your proposal;

additionally, the City need not consider later-raised objections.

Was the proposal submitted electronically through eContract Philly?

Was the proposal submitted under the correct opportunity number?

Was the application signed by clicking on the “submit” button at the conclusion of the eContract Philly submission process?

Was the individual who signed the application an authorized signatory for the Applicant?

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4. HOW WE SELECT A CONTRACTOR & AWARD

THE CONTRACT

4.1 Overview

After the proposal deadline, a diverse panel will review the submitted, complete and eligible proposals. In some cases, the finalists may be contacted for an interview or other final selection step. Once the department managing the RFP selects an Applicant, the Applicant will be notified and will enter into negotiations with the department.

4.2 Selection Process

Although, cost to the City is a material factor, it is not the sole, or necessarily the determining factor, in proposal evaluation. If the City chooses to make an award of a contract from this RFP, the City may, at its sole discretion, award such contract to a person or entity other than the responsible

Applicant submitting the lowest price when the City determines, in its sole discretion, it is most advantageous to the City and in the City’s best interest to do so.

To select an Applicant for this contract opportunity, the City uses the below standard criteria in its selection process.

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

The Department cannot communicate with other Applicants not selected for the opportunity about their proposals until after an agreement is finalized

The Department is not obligated to debrief an unsuccessful Applicant on why we’ve made the decision not to select them for award.

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4.3 Award

The City will post a notice on eContract Philly once the City decides which Applicant will be awarded the contract. There is no waiting period before the contract may be executed.

If selected for award, the Applicant will have to comply with laws, regulations, polices in order to be eligible for award of the contract and to maintain the contract after award.

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

Have an active Business Income and Receipts Tax (BIRT)

Account Number.

REGISTER HERE.

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

Obtain a Philadelphia Tax and Regulatory Status and Clearance

OBTAIN A TAX

CLEARANCE

CERTIFICATE HERE

Meet the Campaign Contribution Disclosures Requirements

INFORMATION ON

DISCLOSURE/ELIGIBILITY

IS HERE

{If the awarded contract is valued at or over $94,000} Submit all

Transparency in Business disclosures

TRANSPARENCY IN

BUSINESS REGULATIONS

ARE HERE

Comply with the 21st Century Minimum Wage and Benefits

Ordinance

CURRENT LIVING WAGE

RATE CAN BE FOUND

LOCATED HERE

If applicable, comply with federal Health Insurance Portability and Accountability Act (HIPAA)

SEE TERMS AND

CONDITIONS IN THE

OPPORTUNITY

INFORMATION

https://ework.phila.gov/revenue/ 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/publications/transparency-in-business-regulations/#/