Cherelle L. Parker, Mayor

Crystal Jacobs Shipman, Commissioner, Department of Sanitation

The City of Philadelphia

REQUEST FOR PROPOSALS FOR FUTURE TRACK PROGRAM,

WORKFORCE DEVELOPMENT TRAINING & COUNSELING

WORK SUMMARY:

The Future Track Program strives to deliver instruction on core professional attributes that prepare trainees for careers supporting Philadelphia’s residential and business services.

Training will occur each week, complemented by hands on work on the remaining days. The vendor will be expected to provide regular verbal and written progress reports on both program activities and trainee performance.

PROPOSED COMPENSATION:

Not To Exceed $275,000.00

RFP ISSUE DATE:

June 30, 2026

RESPONSE DEADLINE:

No later than 5 pm Philadelphia Time on July 17, 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 July 7, 2026, at 12:00 p.m., Philadelphia Time. It is highly recommended that all proposers attend.

Join the meeting

OFFICIAL RFP CONTACT:

Mary E. Stitt, Deputy Director

Office of Clean and Green Initiatives

City of Philadelphia

Municipal Services Building

1401 John F. Kennedy Boulevard, 7th Floor, Suite 730

Philadelphia, PA 19102 mary.stitt@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://teams.microsoft.com/l/meetup-join/19%3ameeting_MWIyMzA4MzItNzNhMy00NTJjLWI0NGYtOGQ2ODMyODNhZDJl%40thread.v2/0?context=%7b%22Tid%22%3a%222046864f-68ea-497d-af34-a6629a6cd700%22%2c%22Oid%22%3a%22e459122b-03a5-4d39-a52d-68f4e1750d36%22%7d mailto:mary.stitt@phila.gov

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 ........................................................................... Error! Bookmark not defined.

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

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

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.

IF ELIGIBLE, YOU ARE ENCOURAGED TO:

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

Additionally, some opportunities are exclusively reserved for LBE certified businesses.

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

CITY BUSINESS

LICENSES AND

PERMIT

REQUIREMENTS

PAYMENT OF CITY

BUSINESS TAXES

OR OTHER

INDEBTEDNESS

OWED TO THE CITY

CHAPTER 17-1300.

PHILADELPHIA 21ST

CENTURY MINIMUM

WAGE AND BENEFITS

STANDARD

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

1.3 Contacting Us

For technical assistance with the eContract Philly website, email eContractPhilly@phila.gov or call

(215) 686-4914.

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

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

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

1.4 Feedback about this RFP

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

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

2. THE OPPORTUNITY

2.1 Summary

The selected consultant is required to deliver a structured workforce development curriculum that builds the professional competencies, work habits, and industry awareness required for trainees to succeed in careers that support Philadelphia’s residential and business services. Instruction will focus on essential workplace attributes such as communication, teamwork, problem solving, reliability, and customer service.

Training sessions will be conducted one day per week and integrated with hands on work assignments on the remaining days to ensure consistent skill development and real world experience. The vendor will coordinate closely with program staff to align curriculum with operational needs and to address individual trainee progress or barriers as they arise.

The vendor will provide regular verbal and written progress reports that document attendance, engagement, skill attainment, and overall program performance. Reports will also identify emerging issues, recommend interventions, and track outcomes to support continuous improvement and ensure accountability throughout the program.

2.2 Background

Overview

Office of Clean and Green Initiatives

The Office of Clean and Green Initiatives (OCG) leads a proactive, citywide strategy to improve quality of life conditions across Philadelphia, with a strong focus on supporting the city’s most underserved neighborhoods. Its mission is to create a safer, cleaner, and greener environment by coordinating policies, programs, and resources that address the full spectrum of community appearance and environmental stewardship needs.

The Office oversees major operational programs, including the Department of Sanitation (Sanitation)

, and the Community Life Improvement Program (CLIP). It also works in close partnership with key city and regional agencies, such as the PHL Taking Care of Business (TCB) initiative, Licenses and

Inspections (L&I), the Philadelphia Police Department (PPD), the Philadelphia Parking Authority (PPA), Philadelphia Parks and Recreation (PPR), the Philadelphia Water Department (PWD), Mural Arts

Program, and the Pennsylvania Horticultural Society (PHS). Through these collaborations, the Office ensures a coordinated, data informed, and comprehensive approach to addressing urban challenges, strengthening neighborhood conditions, and advancing long term community wellbeing.

Department of Sanitation

Now operating as an independent entity following its separation from the Streets Department, the

Sanitation Department manages Philadelphia’s integrated waste management and street cleanliness operations. Its core responsibilities, include collecting and disposing of municipal solid waste and recyclables; removing bulk items, tires, and household hazardous waste; and remediating illegal dumpsites across city neighborhoods. The Department also conducts mechanical street cleaning in commercial corridors and oversees the City’s network of BigBelly trash and recycling receptacles to support a cleaner and healthier urban environment.

Sanitation further advances community engagement and compliance through its Streets Walkways, Education, and Enforcement Program (SWEEP) and the Philadelphia More Beautiful Committee

(PMBC). These units provide education, enforcement, and neighborhood-based support, reinforcing the City’s commitment to environmental stewardship, shared responsibility, and civic pride.

Department of Streets

The Streets Department is committed to delivering safe, and well-maintained streets through cost-effective and efficient operations. The department provides a broad range of essential city services, including street lighting, snow removal, and the construction and maintenance of bridges and streets and highways.

The Department is organized into three divisions, Public Safety, Transportation Engineering, and

Administration. Each division plays a critical role in managing daily operations and advancing the department’s mission. The divisions work together to ensure safe, efficient city operations and strong internal support.

Project Background

The Future Track program offers adults opportunities to perform meaningful public service work.

Participants contribute to neighborhood beautification efforts, such as removing litter and debris, and green infrastructure maintenance that provides nature-based solutions that serve functions such as stormwater management and enhancement of the environmental quality of a neighborhood.

In addition to hands-on service, program participants also receive classroom instruction designed to build practical skills, instill positive work attitudes, and develop professional habits essential for success in today’s workforce. Each participant is assigned to a program track based on their interests and abilities. Upon successful completion of all program requirements, participants may be eligible to apply and compete for civil service employment with the City of Philadelphia.

Currently, nine occupational tracks have been established, with additional tracks under development by the Department. Following is a description of each occupational track.

Neighborhood Beautification

Future Track trainees in the Neighborhood Beautification occupational track receive hands-on training in community cleanup and greening efforts across neighborhoods, business corridors, and alleyways. Trainees gain experience removing heavy debris, litter, and illegal dumping; clearing overgrown vegetation; and supporting beautification projects such as tree planting, pollinator gardens, and planter installations.

Road Maintenance

Future Track’s Roadway Maintenance occupational track provides both hands-on training focused on maintaining and repairing the City’s paved surfaces. Trainees learn to operate specialized tools and equipment, such as jackhammers, pneumatic compactors, and hand tools to dig ditches, break pavement, compact soil, and apply asphalt for street repairs. Participants support experienced maintenance staff in preparing roadway areas for repair and may also gain experience pouring and raking concrete, installing line striping, and operating basic roadway maintenance machinery.

Construction Inspection Report

Future Track’s Construction Inspection Support occupational track provides on the job training focused on developing foundational skills in technical construction inspection. Trainees learn to read and interpret basic design plans, standard details, and specifications, and are introduced to preparing preliminary sketches and construction documentation. Participants accompany engineers and technical staff during field inspections at active construction sites and may suggest minor adjustments to sketches or plans. They may also assist with researching project records to verify locations, measurements, dimensions, and structural details.

Traffic Investigation Support

Future Track’s Traffic Investigation Support occupational track provides on the job training focused on developing foundational skills in technical traffic investigation. Trainees learn to read and interpret basic traffic sketches, design plans, and specifications. They accompany engineers and technical staff to observe traffic control signs, signals, and pavement markings, identifying issues such as damage, malfunction, or inaccuracies. Participants may assist in investigating traffic related complaints, preparing area sketches with measurements, and offering minor recommendations to address traffic concerns. Throughout the program, trainees work in a support role to help engineers and technicians complete traffic investigation projects and assignments.

Sanitation Code Compliance

Future Track’s Sanitation Code Compliance occupational track provides on the job training in enforcing sanitation regulations. Trainees patrol assigned areas to check waste and recycling for proper disposal, and issue warnings for violations. They may assist with identifying violators through material review, notifying property owners of improper waste placement or unclean sidewalks, and researching prior violation histories.

Survey Support

Future Track’s Survey Support track provides classroom and on the job training in assisting surveyors with topographic and boundary surveys. Trainees help clear survey sites, locate or set monuments, and support field measurements by holding plumb bobs, levels, or stadia rods. They measure distances, drive stakes, create basic sketches, take simple field notes, and maintain survey equipment.

Traffic Safety Compliance

Future Track’s Traffic Safety Compliance occupational track provides field training in traffic safety code enforcement. Trainees learn to investigate unpermitted right of way closures, respond to reports of abandoned vehicles, direct traffic at busy locations and events, and place or remove traffic control devices. They may also patrol assigned routes and coordinate with PPD and other departments on illegal or unpermitted activity, including supporting the identification and processing of abandoned vehicles.

Skilled Trades

Future Track’s Skilled Trades occupational track provides classroom and laboratory instruction in core concepts across electronics, hydraulics, pneumatics, mechanics, and mechatronics. Trainees complete the Industrial Maintenance Mechanic (IMM) pre-apprenticeship program through City

College for Municipal Employees (CCME) and Community College of Philadelphia (CCP), with selection based on interest and a foundational skills assessment. IMM class attendance is mandatory and serves as the trainee’s work assignment for the day, with some coursework required outside scheduled class or laboratory hours. After completing the required classroom training, which may extend beyond the Future Track program, participants begin entry level, on the job training in a skilled trade.

Green Infrastructure Maintenance

Future Track’s Green Infrastructure Maintenance occupational track provides classroom and hands on training in installing and maintaining nature-based stormwater and beautification systems.

Trainees build entry level skills in horticulture, landscaping, and hardscaping while performing tasks such as litter removal, invasive species control, tree identification and planting, pruning, and operating equipment including mowers, string trimmers, and soil grading tools. Projects include vacant lot stabilization, tree planting, pollinator garden installation and upkeep, and maintenance of green stormwater infrastructure.

Problem Statement

The Future Track program addresses a persistent gap in access to stable, career-path employment for adults who face barriers to entering the workforce. Despite citywide needs in environmental stewardship, infrastructure maintenance, and public service roles, many residents lack the structured training, work experience, and supportive services required to succeed in these fields.

This disconnect limits the city’s talent pipeline, contributes to underemployment, and slows progress on essential municipal operations.

Future Track was created to close this gap by providing a coordinated workforce development pathway that combines paid training, hands-on experience, job readiness instruction, and individualized support. The program aims to equip participants with the technical skills, professional competencies, and work habits needed to transition into sustainable employment within city departments or related industries.

2.3 RFP Schedule

RFP Posted June 30, 2026

Pre-Proposal Meeting

A pre-proposal meeting will be held on July 7, 2026, at 12:00 pm, Philadelphia Time. It is highly recommended that all proposers attend.

Via Teams: Join the meeting

Applicant Questions Due

Applicants must submit questions regarding this opportunity by July 9, 2026, at 5:00 pm Philadelphia time. All questions must be submitted via email to mary.stitt@phila.gov

Answers Posted on eContract

Philly July 10, 2026, 5pm Philadelphia time

Proposals Due July 17, 2026, 5pm Philadelphia time

Applicant Interviews, Presentations

(City Discretion)

July 2026

Applicant Selection August 2026

Contract Execution October 1, 2026

Commencement of Work October 1, 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.

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2.4 Outcome Goals

Future Track acts as both a career readiness pipeline and a citywide service vehicle that supports departments including, but not limited to, the Department of Sanitation, the Office of Clean and

Green Initiatives, and the Department of Streets.

Following are the goals of the program:

• Ensure that trainees are proficient in skills such as, punctuality, professionalism, communication and teamwork.

• Develop job readiness plans and assess quality and completion rate of the plans.

• Monitor decreases in barriers due to wraparound services provided.

• Review retention rates in the program.

• Determine and analyze cost per trainee and the services provided to the trainees.

2.5 Award Terms

Term

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

October 1, 2026, and end on or about August 31, 2027.

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

Compensation Contract will state maximum compensation including all expenses not to exceed {$275,000}, except as amended.

Cost Proposal Type

All assignments under this contract are to be completed in Work

Orders that are individually agreed upon and executed on a project specific basis. The detailed scope of work and budget amount of each Work Order will be negotiated based on the defined tasks, type of compensation estimated task hours, current hourly wage rates, current company overheads, current allowable profit, and estimated direct expenses.

Terms of Payment

The total amount paid under the contract will not exceed the maximum amount and will be invoiced based on the actual task hours, actual hourly wage rates, actual company overheads, actual allowable profit, and actual direct expenses.

Retainage will not be withheld for any work orders for non-deliverable products, such as work order services, reviews and/or tasks requiring consultant employee hourly charges.

3. SCOPE OF WORK

The selected provider will be responsible for delivering and evaluating comprehensive job‑readiness instruction, workforce development training, and individualized action plans for each participant.

Training will include formal classroom instruction, interactive learning, and practical job‑readiness activities, such as resume development, mock interviews, workplace behavior simulations, and other competency‑building exercises. Because the needs of each cohort may differ, instructional content must be adapted accordingly. All training should be grounded in a clearly defined competency framework, ensuring that participants develop essential work‑ready skills, including reading, writing, basic mathematical calculations, teamwork, communication, conflict management, problem solving, and professionalism.

Program participants may experience a range of personal and structural challenges, including involvement with probation or the criminal justice system, unstable home environments, housing insecurity, and mental health or stress‑related concerns. The provider must have the capacity to provide counseling and individualized support to help participants navigate these circumstances.

Guidance should be tailored to each individual, with targeted interventions designed to maintain engagement, address barriers, and prevent attrition throughout the program. The provider must be able to refer participants to wraparound services, as needed.

Field work is expected to begin in mid‑September, with initial assignments focused on alley cleaning.

Additional hands‑on work will support the Citywide Cleaning Initiative, the Residential Cleaning

Program, and other citywide cleaning and beautification projects.

The Office will schedule two cohorts for classroom‑based instruction, each consisting of 100 participants. Cohorts will be divided into four classes of 25 students, with each class meeting each week.

The curriculum should include, at minimum, the following components:

• Develop and deliver comprehensive workforce development programming, including classroom instruction, job‑readiness training, and counseling services.

• Provide workforce training for at least 200 participants to prepare them for entry‑level employment opportunities.

• Conduct job‑readiness assessments to identify individual training needs and provide tailored counseling for at‑risk participants.

• Create individualized job‑readiness plans incorporating facilitated discussions, practice modules, interactive training, and personal development strategies.

• Implement testing and monitoring systems to track progress toward workforce readiness and competency development across training tracks.

3.1 Description of Services

Future Track is a workforce development and public service program that provides adults with paid, hands‑on experience in municipal operations while building the professional skills needed for long‑term employment. The program delivers a structured blend of field‑based service, occupational training, and classroom instruction focused on workplace expectations, communication, teamwork, safety, and job‑readiness competencies. Participants receive resume and interview support, guidance through civil service and related career pathways, and individualized or small‑group coaching to address barriers and support goal‑setting. Throughout the cycle, staff coordinate closely with program leadership, maintain consistent documentation, and monitor progress through the

Future Track dashboard, which tracks participation, engagement, skill development, coaching outcomes, career advancement, instructional quality, and reporting compliance. The program’s overall impact is reflected in improved professionalism, strengthened workforce habits, partner satisfaction, and successful transitions into employment or advancement opportunities.

Service Requirements

The selected applicant will provide training and counseling services to meet Department project development goals. The following are the types of work that will be required of the applicant under this agreement:

• Monitor project costs on a consistent basis relative to the current and future funding and make recommendations and adjustments as needed.

• Assist in evaluating supplemental requests from applicants and make recommendations to the City.

• Coordinate with the project managers to develop training schedules which will be updated monthly.

• Provide status reports with invoice submissions documenting the work that was completed each month and the hours allocated to each project, overall budget analysis, management hours per project, and cost benefit analysis.

• Attend meetings at the City of Philadelphia offices or on project sites.

General Requirements

3.2 Performance Metrics, Contract Management & Payments

Performance Metrics

The role is responsible for developing and delivering a professional development curriculum that strengthens workplace expectations, communication, teamwork, and job-readiness skills, while also providing resume and interview support, career-pathway guidance, and individualized or small-group coaching. It requires regular coordination with program leadership and consistent documentation through instructional materials, training delivery, attendance and engagement summaries, coaching notes, monthly reports, and an end-of-cycle performance summary. Program performance is monitored by tracking engagement, skill development, coaching progress, career advancement, instructional quality, and reporting compliance. Overall impact is reflected in participant attendance, punctuality, professionalism, partner satisfaction, and longer-term employment or advancement outcomes.

Performance

Metric

Data

Source

Data

Collection

Frequency

Data Collection

Responsibility

Data

Review

Cadence

Past

Performance

Benchmark

(if known)

Work Product Plans and

Reports, inspection s, project deliverabl es

Prior to Work and/or prior to each Lump

Sum Part

Consultant

Project Manager

Check in and close out meetings

N/A

On Time Milestones and Scope of Work, accurate critical path schedules

Prior to Work and/or prior to each Lump

Sum Part, at least every four weeks

Consultant

Project Manager

Check in and close

On Budget Work

Orders and

Invoices

Prior to Work and/or prior to each Lump

Sum Part, at least every four weeks

Consultant

Project Manager

Check in and close

Communications Internal emails and meetings, public meetings, coordinati on with all relevant parties

Prior to Work and/or prior to each Lump

Sum Part, at least every four weeks

Consultant

Project Manager

Check in and close

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

A proposer may use fix price rate and/or hourly rate based on the type / level of personnel used on a task-by-task basis with a not to exceed budget total estimated. An overall not to exceed budget will be set each contract year. The proposer shall specify the payment method on a task-by-task basis. Working with the Department funds for hourly rate tasks may be reallocated on a case-by-case basis with approval from the Department’s project Director.

All assignments under this contract are to be completed in Work Orders for on-call services that are individually agreed upon and executed on a project specific basis. The detailed scope of work and budget amount of each Work Order will be negotiated based on the defined tasks, type of compensation [Cost Plus Fixed Fee, Lump Sum, or Specific Rate of Compensation], estimated task hours, current hourly wage rates, current company overheads, current allowable profit, and estimated direct expenses.

The total amount paid under the contract will not exceed the maximum amount, TWO HUNDRED

AND FIFTY THOUSDAND FDOLLARS ($250,000.00), and will be invoiced based on the actual task hours, actual hourly wage rates, actual company overheads, actual allowable profit, and actual direct expenses

Option 1, for Fixed Price Compensation:

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.

Option 2, for Hourly Rate Compensation:

Applicants must state hourly rates for all personnel, identified by education level, skill set, experience level, and job title, who will perform work under any contract resulting from this RFP.

For each task necessary to perform a service, deliver a tangible work product, or, if included in this

RFP, accomplish a milestone identified in this RFP and/or the Applicant’s proposed scope of work, the Applicant must state an estimate of the number of hours required to complete that task for each hourly rate that applies to each level of personnel identified to perform that task. Any contract resulting from this RFP will provide for a not-to-exceed amount in the compensation section of the contract.

The Department expects that hourly rates shall not exceed the following for each of the following types of work: $___/hr for _________; $___/hr for _______; $___/hr for _______.

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.

A cost proposal is not required with the proposal. A cost proposal will be requested upon selection

Proposal Requirements:

1. Table of Contents

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

Provide an overview of your company, the goods or services you offer and how you plan to meet the

City’s needs.

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

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

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

1. Name of Business

2. Business Address

3. Telephone Number

4. Fax Number (if applicable)

5. E-mail Address

6. Website Address

7. Federal Taxpayer Identification Number or Federal Employer Identification Number

Part 2. Please provide the following for the Applicant’s Primary Contact:

1. Name

2. Job Title

3. Address

4. Telephone Number

5. Fax Number (if applicable)

6. E-mail Address

Part 3. Please provide a description of the Applicant’s business background by answering the following:

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

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

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

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

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

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

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

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

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

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

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

Provide at least three references, preferably for projects that are similar to the work sought by this

RFP. Include the company/entity, a contact person’s name, the contact person’s title, their address, their email address, and telephone number. The more similar the reference is to the City the better, such as other local government entities.

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

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

• Company Name

• EIN

• Scope of Work

• Percentage of total work allocated to each firm

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

In exceptional cases, a successful Applicant might be afforded exceptions to the City’s Contract

Terms. State if you would like to request exceptions to the City’s Contract Terms, including those contained in this RFP, including Appendix A and any other documents incorporated by link or reference. Identify the location of the proposed change as well as possible (noting the document, section, heading, and page), the reason for the change request, and proposed alternative language.

The City may consider your proposed changes or may disqualify your proposal at its option.

However, please be aware that exceptions are not made often and so you should thoroughly explain why the change is necessary and appropriate for the contract. Any proposed exceptions to the City’s

Contract Terms are subject to various internal review procedures before they can be accepted.

Note: Your proposal is a binding offer to contract and failure to propose exceptions binds you to the

City’s terms, if your proposal is accepted.

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

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

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

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

Applicant, and for any intended subcontractor of the Applicant.

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

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

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

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

o Balance Sheet, o Income Statement, or o Cashflow Statement;

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

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

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

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

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

Excess political contributions to City candidates and incumbents can disqualify you from a City contract. Complete the mandatory disclosures required as part of the electronic application process in eContract Philly, including any local political campaign contributions, by selecting “Apply for

Contract” from the opportunity information screen (where this RFP was located). Additional information and instructions are located under the “Disclosure/Eligibility” tab on the top of the eContract Philly homepage. Please make sure to review these requirements closely before completing these disclosure forms.

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

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.)

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

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?

Maintain an active Business Income and Receipts Tax (BIRT)

Account Number.

REGISTER HERE.

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

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

District taxes and fees or payment plans.

OBTAIN A TAX

CLEARANCE

CERTIFICATE HERE

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

SEE THE

“DISCLOSURE/

ELIGIBILITY” TAB ON

ECONTRACT PHILLY

HERE FOR MORE

INFORMATION

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

Philadelphia).

CONTRACTING

DISCLOSURE AND

FILING INSTRUCTIONS

ARE HERE

Pay a Contract Preparation Fee

SEE AND PAY THE FEE

HERE

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

Century Minimum Wage and Benefits Standard found in

Philadelphia Code Sec. 17-1300.

THE CURRENT LIVING

WAGE RATE AND

BENEFITS

REQUIREMENTS AND

APPLICABILITY CAN

BE LOCATED HERE

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

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

Philadelph…