Forensic BH RFP fy27-with PMT edits RC review 5-20 updated.pdf

1 | P a g e

Cherelle L. Parker, Mayor

Kimberly Ali, Commissioner, Department of Human Services

The City of Philadelphia

REQUEST FOR PROPOSALS FOR

FORENSIC BEHAVIOR HEALTH EVALUATIONS

WORK SUMMARY:

The purpose of this Request for Proposal (RFP) is to invite qualified Applicants to apply for funding to conduct forensic behavioral health evaluations to ensure the safety of children under the care of the Department of Human Services (DHS). Qualifying Applicant(s) must demonstrate sufficient experience and expertise in this type of service support.

PROPOSED COMPENSATION: $500,000.00

RFP ISSUE DATE: June 15, 2026

RESPONSE DEADLINE:

No later than 5 pm Philadelphia Time on July 15, 2026. A complete proposal must be submitted by this time to be considered. Proposals in-process are incomplete.

PRE-PROPOSAL MEETING:

A pre-proposal meeting will be held on June 23, 2026, at 10:30am, Philadelphia Time. It is highly recommended that all proposers attend.

PLEASE CLICK HERE TO JOIN

OFFICIAL RFP CONTACT:

Dawn Williams-Jones

Senior Fiscal Manager

DHSRFP@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://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fphiladhs.webex.com%2Fphiladhs%2Fj.php%3FMTID%3Dm60cef55f7d247eca30aa6b421351b093&data=05%7C02%7Cdhsrfp%40phila.gov%7Ceee6e07469e04ecd91a308de9f0b0726%7C2046864f68ea497daf34a6629a6cd700%7C0%7C0%7C639123067052232213%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=mQfxXkpV0jtsPSwBNQHFh%2B12Ki0f4xReGN%2F%2B1jthwAw%3D&reserved=0 mailto:DHSRFP@phila.gov https://philawx.phila.gov/econtract/

2 | P a g e

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

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

3 | P a g e

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 .. 25

4 | P a g e

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:

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.

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 mailto:eContractPhilly@phila.gov 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

5 | P a g e

• 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.

https://phila.formstack.com/forms/updated_rfp_feedback_survey https://phila.formstack.com/forms/updated_rfp_feedback_survey

6 | P a g e

2. THE OPPORTUNITY

2.1 Summary

The purpose of this Request for Proposal (RFP) is to invite qualified Applicants to apply for funding to conduct forensic behavioral health evaluations for child welfare involved individuals/families. For the purposes of this contract, the term “forensic” is defined as any evaluation that is ordered by the court or might reasonably be expected to be submitted to the court. Qualified Applicants will have the ability to provide a range of evaluation services needed to assist DHS and family court with varied aspects of case planning and decision making.

Applicant may be an individual clinician, a practice comprised of multiple practitioners, or an agency with the ability to contract with qualified providers. Applicant can be a private non-profit or a for-profit organization. Applicant cannot be a government agency.

The Department reserves the right to select one or multiple Applicants with which to contract.

2.2 Background

WHO ARE WE?

Philadelphia Department of Human Services is the county child welfare and juvenile justice agency and is overseen by the Office of Children and Families.

DHS Vision and Mission:

Vision: We aspire for all Philadelphia children and youth to have access to the support, resources, and opportunities they need to thrive within their communities.

Mission: Serve Philadelphia’s children, youth, families, and communities by building on their strengths and advancing safe and supportive environments.

The Department is comprised of the following divisions:

o Administration and Management (A&M) o Child Welfare Operations (CWO) o Early Childhood Education (ECE) o Finance

7 | P a g e o Juvenile Justice Services (JJS) o Performance Management and Technology (PMT) o Policy Development and System Enhancement (PDSE)

Project Background

The Department of Human Services (DHS) seeks to expand its capacity to obtain high-quality forensic behavioral health evaluations for individuals and families involved in the child welfare system. These evaluations defined as assessments ordered by the court or reasonably expected to be submitted to the court play a critical role in informing case planning, judicial decision making, and the development of safe, appropriate permanency options for children. DHS requires providers with the expertise to conduct comprehensive, culturally competent, and evidence-based evaluations across a wide range of psycho-legal issues, including mental health diagnoses, disability considerations, parenting capacity, parent/child attachment, safety planning, and reunification readiness.

Problem Statement

DHS currently faces gaps in the availability, timeliness, and consistency of forensic behavioral health evaluations needed to support child welfare cases. These gaps can delay critical decisions related to safety, permanency, and service planning, particularly when specialized expertise such as forensic psychology and trauma specific evaluation is required. Additionally, the system requires evaluators who can reliably provide expert testimony, maintain thorough documentation, and deliver evaluations that minimize cultural bias and reflect best practices. Without a robust network of qualified providers, the child welfare system risks delays, inconsistent recommendations, and insufficient information to guide court involved decisions.

8 | P a g e

2.3 RFP Schedule

RFP Posted June 15, 2026

Pre-Proposal Meeting

A pre-proposal meeting will be held on June 23, 2026, at

10:30am, Philadelphia Time. It is highly recommended that all proposers attend.

PLEASE CLICK HERE TO JOIN

Applicant Questions Due

Applicants must submit questions regarding this opportunity by June 29, 2026, at 5:00pm. Philadelphia Local time. All questions must be submitted via email to

DHSRFP@phila.gov

Answers Posted on eContract

Philly July 7, 2026, 5pm Philadelphia Local Time.

Proposals Due July 15,2026, 5pm Philadelphia Local Time.

Applicant Interviews, Presentations

(City Discretion)

Week of July 20, 2026

Applicant Selection July 31, 2026

Contract Execution August 14, 2026

Commencement of Work August 14, 2026

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.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fphiladhs.webex.com%2Fphiladhs%2Fj.php%3FMTID%3Dm60cef55f7d247eca30aa6b421351b093&data=05%7C02%7Cdhsrfp%40phila.gov%7Ceee6e07469e04ecd91a308de9f0b0726%7C2046864f68ea497daf34a6629a6cd700%7C0%7C0%7C639123067052232213%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=mQfxXkpV0jtsPSwBNQHFh%2B12Ki0f4xReGN%2F%2B1jthwAw%3D&reserved=0 mailto:DHSRFP@phila.gov https://philawx.phila.gov/econtract/

9 | P a g e

2.4 Outcome Goals

• Increase the availability of qualified forensic evaluators capable of delivering timely, comprehensive, and culturally competent assessments.

• Improve the quality and clarity of information available to DHS and the courts.

• Strengthen system efficiency through reliable reporting, timely communication, and structured fee-for-service processes.

• Support child safety, permanency, and wellbeing by providing evaluations that directly inform case planning and judicial decision making.

2.5 Award Terms

Term

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

14, 2026, and end on or about August 13, 2027.

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

Compensation Contract will state maximum compensation including all expenses not to exceed $500,000.00

Cost Proposal Type Fixed price

Terms of Payment Monthly invoicing

10 | P a g e

3. SCOPE OF WORK

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 2.3 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

Evaluations

Applicants are expected to furnish evaluations that contain relevant, professionally sound observations, results, and opinions regarding child welfare involved individuals and families.

Evaluations occur at different stages during the child welfare process. The focus of the evaluation and the assessment methods used will be guided by the issue/s of concern at the time of the referral. Qualified applicants should have the expertise and capacity to provide a flexible and comprehensive array of evaluation services. Competence in performing expert evaluations of children, adults and families is necessary. Some examples of issues that may be addressed by evaluations are:

• Parent mental health diagnoses and the need for treatment

• The presence of disability and interventions, and/or accommodations required to ensure full participation and access to services.

• Caregiver capacity to provide safety and permanency

• Intervention/s required to remediate barriers to capacity

• The safety of expanded contact, visitation and/or reunification

• Quality of parent/child attachment and the impact upon the child should parental rights be terminated

Evaluations will conform to best practices as outlined by the American Psychological Associations

Specialty Guidelines for Forensic Psychology and the American Psychological Associations Guidelines for Psychological Evaluations in Child Protection Matters. Assessment procedures and measures utilized will reflect up-to-date research and developments in the fields of psychology and law.

Evaluations will be conducted in a manner that is consistent with the highest standards of cultural competency. Evaluators will display an understanding of how factors such as race, culture, religion, sexual/gender orientation and socioeconomic status may impact their understanding of individuals

11 | P a g e and families and will utilize assessment practices that minimize potential bias. Evaluators will also be mindful of disability and provide evaluations in a manner that is inclusive and non-discriminatory.

Court Appearances

Evaluators are expected to have the appropriate training and experience needed to effectively communicate their findings to the court. Evaluators must be available to attend designated meetings related to completed evaluations and anticipated court appearances. Evaluators must be available to provide expert testimony as needed.

Monitoring Security

By submission of a proposal in response to this RFP, the Applicant agrees that it will comply and cooperate with all contract and compliance 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. The Applicant is expected to maintain orderly records outlining the status of referrals received, provide DHS with regular updates about the status of outstanding referrals, and provide timely responses to any inquiries about the status of evaluations.

Applicant shall submit a monthly invoice detailing the services provided and the associated costs. If hourly rates are charged, the invoice must also detail the date of the service, the number of hours, the hourly rate, and the individual who performed the service.

Cost Proposal

Reimbursement will be provided on a fee-for-service basis. The Applicant should propose a tiered schedule of fees that reflects the professional qualifications and time required to perform different services. Any contract resulting from this RFP will provide for a not-to-exceed amount in the compensation section of the contract.

Organization and Personnel Requirements

Qualified Applicants must have the ability to conduct evaluations in a location that is accessible to public transportation or be willing to conduct evaluations in a designated safe, confidential and neutral site, if appropriate.

The proposal must identify all personnel who will perform work on the project by education, credentialing, experience, and level of supervision. If the Applicant is an agency or group practice, the CV of each evaluator must be submitted to DHS for review and approval before they can begin receiving referrals.

The qualifications required of the evaluator be dependent upon the type of evaluation to be completed. Evaluators are expected to work within their area of competency and perform only those evaluations that are matched to their education, training, and experience. Any work completed by a clinician who is not a PA licensed psychologist must be supervised by a PA

12 | P a g e licensed psychologist.

All evaluators should demonstrate current knowledge of scholarly and professional developments, consistent with generally accepted clinical and scientific practice, in selecting evaluation methods and procedures. Awareness of evidence-based practice should be reflected in methods, findings, and recommendations.

All evaluators should have education, training, experience and/or supervision in the areas of child and family development, child and adult psychopathology, the impact of separation on the child, the nature and consequences of different types of child abuse and neglect, and the impact of trauma on individuals and family systems.

Clinicians completing evaluations that are intended to address a specific psycho-legal construct

(ex. parenting capacity) are expected to be licensed psychologists with forensic specific training.

They should demonstrate an understanding of applicable legal and regulatory standards/ procedures, including local state and federal laws governing child protection issues.

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 Human Services 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 Human Services 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

Responsibility

Data

Review

Cadence

Past

Performance

Benchmark

(if known)

Increased availability of qualified forensic evaluators capable of delivering timely, comprehensive, and culturally competent assessments.

Review of

Evaluator

Capacity Ratio-number of evaluators by referrals received; time of referral receipt to assignment &

Monthly Provider Quarterly and

Annually-aggregate and detailed data report

N/A

13 | P a g e completion/subm ission Evaluator

Diversity Index-percentage of evaluators representing client population

(language, culture, etc.)

Ensure evaluations consistently meet APA forensic and child protection guidelines and reflect current research and evidence-based practice

Compliance

Audits: reports meeting APA forensic and child welfare guidelines; Use of

Evidence-Based

Tools: evaluations incorporating validated assessment instruments;

Continuing

Education Rate:

evidence of completed required annual training hours

Monthly Provider Quarterly and

Annually-aggregate and detailed data report

N/A

Improve the quality and clarity of information available to DHS and the courts, including expert testimony when required

Review of court satisfaction

(Feedback from judges/attorneys on usefulness of testimony/report

s) Expert

Testimony

Effectiveness:

cases where testimony is accepted without challenge; Report

Revision Rate:

reports requiring clarification/corre ction/addendum

Monthly Provider Quarterly and

Annually-aggregate and detailed data

14 | P a g e

Support child safety, permanency, and wellbeing by providing evaluations that directly inform case planning and judicial decision making

Review of timeliness impact- review of evaluations completed within court-mandated timelines;

Permanency

Outcome

Contribution:

review of cases where evaluation directly informs permanency decisions; Re-referral Rate:

review of cases requiring additional or repeat evaluations;

Placement

Stability Indicator:

Correlation between evaluation recommendation s and stable placements

Monthly Provider Quarterly and

Annually-aggregate and detailed data

Contract Performance Monitoring

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

How We Will Pay the Selected Applicant

The contract for each chosen provider will include a contract maximum amount that cannot be exceeded without a written contract amendment. Applicants must provide a detailed cost proposal, with a line-item breakdown of the costs for specific services and work products proposed. Cost

15 | P a g e 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

16 | P a g e

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).

17 | P a g e

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.

18 | P a g e

• 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.

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

19 | P a g e

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?

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

20 | P a g e

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 https://philawx.phila.gov/econtract/ https://philawx.phila.gov/ECONTRACT/Inc/sample_app.pdf

21 | P a g e

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

https://philawx.phila.gov/econtract/ https://philawx.phila.gov/econtract/ 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/

22 | P a g e

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

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 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 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 https://vendor-payments.phila.gov/login https://www.phila.gov/privacypolicy/

23 | P a g e 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:

o political candidates and incumbents who are nominated for, running for, or serving in, a local Philadelphia elected office; and o political committees/parties that are operating in Philadelphia1

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

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

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

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

6.4 Political Contribution Limits for City Contractors

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

1 State and federal campaign contributions do not have to be disclosed unless the subject/candidate in the campaign is also running for, or currently serving in a local Philadelphia elected office.

https://codelibrary.amlegal.com/codes/philadelphia/latest/philadelphia_pa/0-0-0-296144 https://codelibrary.amlegal.com/codes/philadelphia/latest/philadelphia_pa/0-0-0-296144 https://codelibrary.amlegal.com/codes/philadelphia/latest/philadelphia_pa/0-0-0-301528 https://codelibrary.amlegal.com/codes/philadelphia/latest/philadelphia_pa/0-0-0-296144 https://philawx.phila.gov/econtract/ mailto:econtractphilly@phila.gov https://codelibrary.amlegal.com/codes/philadelphia/latest/philadelphia_pa/0-0-0-296144

24 | P a g e are attributed according to Section 17-1405 of the Philadelphia Code and Applicants should take this into consideration in electing to apply for this opportunity and in selecting subcontractors, if any.

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

6.5 City Employee Conflict Provision

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

6.6 Reservation of Rights

By submitting a response to this contract opportunity, the Applicant accepts and agrees to the City’s

Standard Reservation of Rights, linked and incorporated in this document by reference, and to the terms of this contract opportunity, including all information contained in this RFP and information posted or accessible by link from the eContract Philly “Opportunity List” page, accessible under the

“New Contract Opportunities” tab on the eContract Philly homepage.

6.7 Confidentiality and Public Disclosure

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

By submission of a proposal, Applicants acknowledge and agree that the City, as a municipal corporation, is subject to state and local public disclosure laws and, as such, is legally obligated to disclose to the public documents, including proposals, to the extent required thereunder.