Curbside Appeal Program RFP_Final_7_3_2026.docx

The City of Philadelphia Cherelle Parker, Mayor Department of Planning and Development Jessie Lawrence, Director For assistance, contact the Contracts Legislation Unit:

T. David Williams, Jr., t.david.williams@phila.gov 215-686-3499

Drew Menten drew.menten@phila.gov 215-686-6132

REQUEST FOR PROPOSALS

Professional Services Opportunities

WORK SUMMARY:

The Division of Housing and Community Development (DHCD), part of the City of Philadelphia’s Department of Planning and Development (DPD), is seeking a qualified professional firm that specializes in the management of landscape and hardscape improvement projects. Working with DHCD staff and other city departments, the selected consultant will be responsible for evaluating block conditions, developing works scopes, hiring contractors and managing projects for the Mayor’s new Curbside Appeal Program (CAP).

PROPOSED COMPENSATION:

The projected budget is $975,000.

RFP ISSUE DATE:

July 7, 2026

RESPONSE DEADLINE:

No later than 5 pm Philadelphia Time on August 6, 2026. A complete proposal must be submitted by this time to be considered. Proposals in-process are incomplete.

OFFICIAL RFP CONTACT:

Matthew Treat, Program Manager, CurbsideAppeal@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 Division of Housing and Community Development (DHCD), part of the City of Philadelphia’s Department of Planning and Development (DPD), is seeking a qualified professional firm that specializes in the management of landscape and hardscape improvement projects. Working with DHCD staff and other city departments, the selected consultant will be responsible for evaluating block conditions, developing works scopes, hiring contractors, and managing projects for the H.O.M.E initiative’s new Curbside Appeal Program (CAP). Working on approximately 10 blocks per year, this program will provide visual improvements to residents' properties from curb to steps.

2.2 Background

Department Overview DHCD is the lead implementation agency for the CAP. The division is responsible for overseeing Neighborhood Advisory Committee (NAC)c outreach, block selection, implementation, and reporting activities. Additionally, DHCD will collaborate with the Innovation Team, the Department of Streets, Philadelphia Parks and Recreation, the Office of Clean and Green Initiatives, and the Philadelphia Water Department on implementing some of the curbside improvements. The division will manage the contract with the selected consultant. The general roles of each organization are outlined below:

Division of Housing and Community Development (DHCD): As part of the Department of Planning and Development, DHCD funds programs that help Philadelphia offer:

· Homes for people at all income levels.

· Commercial corridors with thriving businesses.

· Healthy neighborhoods.

The programs DHCD support help people buy their first homes or repair the one they’re in. They save families from foreclosure and eviction. They help homeless people with HIV/AIDS find permanent housing and people with disabilities live more independently. They support small businesses and tend to Philadelphia’s vacant lots.

Innovation Team (i-Team): is a three-year Bloomberg initiative, consisting of a three-person team based in the Mayor’s Office to build cleaner, more resilient, and economically thriving communities. The i-Team is a specialized unit designed to tackle complex challenges, prototype solutions in collaboration with City departments and community partners, and scale successful models for citywide impact. In alignment with Mayor Cherelle L. Parker’s vision to make Philadelphia the safest, cleanest, and greenest big city with access to economic opportunity for all, the i-Team’s portfolio includes three pillars:

· Affordable Housing

· Vibrant Public Spaces

· Workforce Development.

Department of Streets: designs, builds, and repairs the City’s streets and roadways. In addition to picking up trash and recycling, the department maintains and operates streetlights, traffic, and traffic control devices. To help keep the City clean, safe, and moving, the department:

· Constructs and maintain 320 bridges and 2,525 miles of streets and highways.

· Gathers data on traffic and evaluate causes of crashes.

· Manages programs like the Philadelphia More Beautiful Committee and SWEEP.

· Provides all surveying functions for the City of Philadelphia.

· Plans the location, time, and methods for street reconstruction.

Philadelphia Parks and Recreation (PPR): connects the city’s residents to the natural world, each other, and fun things to do and see.

Our dedicated staff help manage:

· Parks, rec centers, playgrounds, and pools

· Permits for picnics, sports fields, and important venues

· Creative and inclusive programs

· Signature city events and important historic and cultural sites

· Trees in parks and along the public right of way

Office of Clean and Green Initiatives: addresses quality of life issues like litter and graffiti, starting in the city's most underserved neighborhoods.

The Office was created to solve persistent quality of life problems and help build a safer, cleaner, and greener city. We're creating a data-driven action plan to guide our work and proactively address:

· Litter

· Illegal dumping

· Graffiti

· Abandoned automobiles

· Vacant lots

· Nuisance properties

Philadelphia Water Department (PWD): supplies drinking water, wastewater, and stormwater services to customers within the City of Philadelphia. The Department also has one wholesale water contract and 10 wholesale wastewater contracts with entities outside the City. PWD maintains a network of more than 3,100 miles of water mains, 3,700 miles of sewers, six treatment facilities, and 34 pumping stations.

Neighborhood Advisory Committee (NAC): Under this program, NAC staff members provide residents with information about DHCD-funded services by referring clients to a range of City programs and activities. NACs engage and connect neighborhood residents to housing, community, commercial and economic development efforts, including:

· Contributing to the direct delivery of DHCD-funded services.

· Cultivating youth mentoring and civic engagement.

· Carrying out activities to promote resident self-sufficiency by providing information about programs, training opportunities, household security and neighborhood safety for SA residents.

· Disseminating information about the availability of existing and new affordable housing programs that assist tenants and homeowners.

· Conducting outreach and education to residents at risk of mortgage, real estate tax delinquency or foreclosure, and tangled titles.

· Compiling and maintaining current information regarding SA neighborhood conditions.

· Sharing information about code enforcement, neighborhood clean-up, town watch and neighborhood security, recycling activities, and workforce development and economic opportunities.

Project Background CAP was created as a part of the H.O.M.E initiative. Introduced by the Mayor in the Spring of 2025, the goal of the initiative is to produce and preserve 30,000 units of housing in Philadelphia. City Council approved the bill in January of 2026 authorizing the city to borrow $800 million to fund this initiative. 2026 will mark the first year of CAP. We project the program to be funded for 4 years. The program has been allocated $975,000 for the first year. Up to $146,250 of that $975,000 will cover administrative and implementation costs. The remaining $828,750 will cover construction costs (labor and material). It will be overseen by DHCD and have multiple City agencies working with the chosen project management consultant. Additionally, Neighborhood Advisory Committees (NACs) and Neighborhood Community Action Centers (NCACs) are responsible for outreach efforts, application support/collection and for nominating the most organized blocks. Like many of the H.O.M.E programs, this program aims to support both renters and owners and provide support for housing stabilization and preservation efforts. Eligibility requirements for the program can be found below.

At a minimum, 50% of block households must be interested in applying and be listed on the team application. Each team member must satisfy the following eligibility requirements:

· Located in an income-eligible census tract where more than 50% of residents are at or below 100% AMI (see map below). Proof of income documents is not required.

· Homeowners or tenants must provide written authorization of property owners (will be collected if the block is selected).

· Current or in payment agreement on all property taxes.

· If a building code violation exists, the property owners must work towards correcting the violation.

· Demonstrate collaborative planning and be willing to participate in a community building day.

If selected, at least 75% of block households must sign a petition that they are aware of the potential curbside improvements.

The location of selected blocks is determined not only by income-eligible census tract but also other factors. They include proximity to:

· Green infrastructure projects

· Taking Care of Business corridors

· Place-Based Strategy Areas (Choice Neighborhoods)

· Turn the Key developments/affordable housing developments

Problem Statement Philadelphia has some of the oldest housing stock in the country. Many low-income and middle-income residents struggle with maintaining their homes due to rising costs of labor and materials. The City operates many programs that assist income eligible renters and homeowners address living conditions by preserving or creating affordable housing opportunities. For instance, PHDC’s Basic Systems Repair Program has provided free repairs to low-income homeowners since 1995. In 2024, BSRP spend approximately $42,000,0000 repairing over 3,200 properties. However, most of the city home repair programs are not centered around block beautification efforts. This program aims to improve the exterior of homes from curb to steps to prevent further block deterioration. It will focus largely on landscaping and hardscaping improvements. To successfully maintain a block, residents must work with their neighbors. The program’s objective is to improve community cohesion by encouraging residents to collaborate in the application process, as each block will submit one application.

2.3 RFP Schedule

Below is the RFP process schedule, which includes the proposal deadline, applicant selection date, and the date that commencement of work is anticipated. Review all dates prior to responding to this RFP. It is recommended that applicants attend the pre-proposal meeting.

Applicant Interviews, Presentations (City Discretion) August 12, 2026 Virtual Options will be offered

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

· Improve the exterior appearance of residential properties.

· Strengthen neighborhood identity and pride.

· Build stronger community connections between neighbors.

2.5 Award Terms

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

3. SCOPE OF WORK

The scope of professional services shall include participation on a block selection committee, block assessments, collection of program documents, development of work scopes, project management activities, project closeout and organizing one community building day per year. Strong emphasis will be placed on proposals where construction can be carried out in-house. Proposals should demonstrate a record of working with the public and the City of Philadelphia. Applicants must have prior experience implementing landscape and hardscape improvements.

To achieve a successful conclusion for this project, the Consultant Team will complete curbside appeal improvements to approximately ten blocks per year.

The Project Team’s general objectives for this project include the following:

· Work with residents to identify curbside appeal improvements and implement those improvements by partnering with city departments.

· Increase neighborhood identity and pride by beautifying ten selected blocks per year.

· Build community cohesion among block residents by organizing one community building per year.

The Applicant’s proposed scope of work should address each objective specifically and describe in detail how the Applicant will achieve the objective, or how the Applicant will enable the Project Team to achieve the objective.

3.1 Description of Services

This Section 3.1, Description of Services includes the requirements for the project, including the services to be performed and the deliverables that must be met by the selected Applicant. The City reserves the right to change certain service requirements or deliverables based on changed circumstances, like a change in the business or technical environment or contract negotiations with Applicant(s) selected for negotiations, without issuing a revised RFP.

Applicants should read this section closely. An Applicant’s proposed scope of work must detail how they will meet the service requirements or achieve the deliverables described in this section. Applicants may also propose additional or revised services or deliverables to achieve the outcomes described in Section 2.4 Outcome Goals of this RFP. However, Applicants must explain why each of these additional services or deliverables are necessary, and when and how they will be completed.

Service Requirements DHCD requires at least the services and work products listed below, including the specific tasks and work activities described. Applicant’s proposed scope of work should state in detail how it will carry out each task, including the personnel/job titles (as identified in Section 5, Organizational and Personnel Requirements) 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.

The project management consultant will be responsible for the following tasks:

· Project Selection

· Review NAC nominated blocks. The city anticipates receiving approximately 24 nominated blocks per year.

· At a minimum, attend an in-person block selection committee meeting.

· Evaluate and score nominated block applications. The top ten applications will receive curbside appeal improvements.

· Project Planning

· Contact block leaders of awarded blocks to inform them of next steps:

· Schedule field assessments. During field assessments, document existing conditions by talking before photos and notes.

· Distribute and collect program consent, indemnification and release forms and block closure petition signatures.

· Develop block work scopes after field assessments.

· Meet and review work scopes with block organizers and residents enrolled in the program. During these meetings, answer questions and troubleshoot issues. Provide copies to participating residents.

· Project Implementation

· Work with NACs and NCACs to answer any residents’ questions or concerns.

· Working with DHCD, PPR, PWD, and Clean and Green, implement curbside appeal improvements. This can include any of the following improvements:

Rain Barrels

Downspout planters

Street trees

· The consultant is responsible for hiring subcontractors, procuring materials, and paying all invoices. When possible, construction work should be performed in-house. $850,000 of the $1,000,000 budget will cover construction costs (labor and material).

· Project Closeout

· Procure and distribute block party kits to each block captain/block organizer (10 total).

· Working with DHCD, organize and manage one community building day per year. The community building day will celebrate the completion of the first block.

· Inspect completed work and document transformational impact by taking after photos.

· Develop and distribute a “maintenance guide” one-pager to block residents enrolled in the program.

· Provide digital copies of program documents (work scopes, program consent, indemnification and release forms and block closure petition signatures) to DHCD.

General Requirements

Hours and Location of Work. The hours of operation for the Project Team are Monday through Friday 9am – 5pm. Note: public meetings can occur outside the standard hours of operation. Non-electronic correspondence and deliverables should be scheduled between these hours when possible.

The office location of the Project Team is as follows:

Division of Housing and Community Development (DHCD) 1234 Market Street, 17th Floor Philadelphia PA, 19107

Monitoring; Security. By submission of a proposal in response to this RFP, the Applicant agrees that it will comply with all contract monitoring and evaluation activities undertaken by the City of Philadelphia, and with all security policies and requirements of the City.

Reporting Requirements. The successful Applicant shall report to the City of Philadelphia on a regular basis regarding the status of the project and its progress in providing the contracted services and/or products. At a minimum, the successful Applicant shall submit a monthly invoice 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, and the individual who performed the service.

Monthly progress reports shall also be prepared and shall include information on work status, work progress and results, difficulties encountered, and a statement of activity anticipated during the subsequent reporting period. A discussion of expenditures, a comparison of the percentage of the project completed to the project schedule, changes in key personnel concerned with the project, an explanation of discrepancies, and any other information requested through terms and conditions will also be included in the report. In addition, deliverables will be submitted as completed.

Technology. The successful Applicant will be responsible for reporting using the following technologies: Adobe Creative Suite, Microsoft Office, and Google Drive.

City of Philadelphia Responsibilities

Outreach: DHCD will work closely with outreach partner organizations (NACs and NCACs). They will identify eligible blocks, support residents interested in applying, and distribute and collect applications. Additionally, NACs are responsible for nominating a block to receiving curbside appeal improvements.

Interdepartmental coordination: DHCD is responsible for organizing and hosting a block selection committee. The committee will consist of staff members from DHCD, PPR, Streets Department, Office of Clean and Green, Office of Transportation and Infrastructure System, OTIS, Capital Program Office, Mayor’s Office, PWD, and the implementing/project management agency. This committee is responsible for

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. DHCD 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 DHCD prior to the finalization of an agreement between parties and may be adjusted periodically as needed.

Project Selection

Note: this task may be completed before the contract starts for the 1st year. If this is the case, the selected consultant is not required to complete this task.

August

Note: this task may be completed before the contract starts for the 1st year. If this is the case, the selected consultant is not required to complete this task.

August

Project Planning

Field assessments The project manager(s) will coordinate with the block captains/organizers to schedule dates and times to inspect the ten awarded blocks. During field assessments, they will document existing conditions by taking photos and notes.

September

Project Implementation

Project Closeout

November

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 Project Team reserves the right to condition payments on the satisfactory completion of the specified milestones, tasks, services and/or work products listed above. In addition to describing how each proposed milestone will be accomplished, the scope of work proposed by Applicant should identify the milestones the Applicant proposes as payment milestones and the amount it proposes for each milestone payment. Applicants may propose alternative means of payment but should explain their reasons for the alternative and how it will facilitate completion of the work.

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 about 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?

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…