IT RFP CMS final 090524_OIT CentProc approved v08292024_Software Systems 03232023_v2.1_lb-cd.v2.pdf

RFP Template – Software System GATES PROJECT INTAKE #: _________ Revised April 2023 v.2

CITY OF PHILADELPHIA

DEPARTMENT OF AVIATION

REQUEST FOR PROPOSALS

FOR

DIGITAL CONTENT MANAGEMENT SYSTEM SUPPORT

(CMS)

Friday, September 6, 2024

Deadline for Receipt of Proposals: Friday, October 18, 2024, 5:00 PM

(Local Philadelphia Time)

Optional Pre-Proposal Meeting (Zoom): Friday, September 20, 2024, 10:00 AM

Deadline for Questions: Tuesday, September 24, 2024, 5:00 PM

Cherelle L. Parker, Mayor

Atif Saeed, Chief Executive Officer, Philadelphia International Airport

City of Philadelphia

Request for Proposals for DIGITAL CONTENT MANAGEMENT SYSTEM SUPPORT

Table of Contents – Page i Rev 4.2023v2

Contents

1 General Information

1.1 Background and General Scope of Work

1.2 Description of Philadelphia Airport System

1.3 Diversity, Equity, and Inclusion Mission

1.4 General Statement of Proposal Requirements

1.5 Proposal Submission Date; Anticipated Procurement Schedule

1.6 City’s Primary Contact

1.7 Compliance with Chapter 17-1400 of The Philadelphia Code

2 RFP Requirements and Conditions

2.1 Fixed Price Proposal Required

2.2 Type of Solution Sought

2.3 Pilot (Proof of Concept)

2.4 Maintenance and Support; Warranty; Training; Source Code

2.4.1 Maintenance and Support Services

2.4.2 Warranty

2.4.3 Training

2.4.4 Software Source Code

2.5 Responsiveness

2.6 Disclaimer

2.7 Publicity

2.8 Applicants Restricted

2.9 Participation of Disadvantaged Business Enterprises

2.10 Acceptance of the Terms and Conditions of This RFP

2.11 Proposal Submission, Evaluation and Selection

2.11.1 General

2.11.2 Rights and Options Reserved

2.11.3 Contract Negotiation and Award

2.11.4 Proposal Evaluation

2.11.5 Site Inspections

2.11.6 Prime Contractor Responsibility

2.12 Responsibility for Proposal Costs

2.13 Reserved

2.14 Withdrawal or Modification of Proposals

3 Proposal Requirements

3.1 Administrative Requirements

3.1.1 Mandatory Online Registration and Filing Requirements

3.1.2 Contracting Disclosure Form Demographic Data Disclosures

3.1.3 Pre-Proposal Meeting

3.1.4 Addenda to the RFP; Requests for Information; Inconsistencies

3.1.5 Proposals Binding

3.1.6 Proposal Submission Requirements

3.2 Implementation Plan, Statement of Work, Project Schedule and Milestone Payment

Schedule

3.3 Proposal Contents

3.3.1 Volume 1 – Qualifications of Applicants

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3.3.2 Volume 2 – Technical Approach and Cost Proposal

3.4 Certification of Compliance with Equal Benefits Ordinance

3.5 Local Business Entity or Local Impact Certification

3.6 The Philadelphia Tax and Regulatory Status and Clearance Statement

4 City-Wide Contract Requirements

4.1 Term and Renewal

4.2 Certificate of Non-Indebtedness

4.3 Insurance; Performance Bonds

4.3.1 Insurance

4.3.2 Performance Bonds

4.4 Indemnification

4.5 Proprietary Rights Indemnification

4.5.1 Indemnification

4.5.2 Infringing Products

4.5.3 Exclusive Remedy

4.6 Century Date Standard

4.6.1 Covered Work

4.6.2 Century Date Standard

4.6.3 Defects and Errors

4.7 Performance Standards

4.8 Acceptance

4.8.1 Conditional Acceptance

4.8.2 Final Acceptance

4.8.3 Acceptance Test(s); Test Plan(s)

4.8.4 Reliability Periods

4.9 Retainage

4.10 City Audit

4.11 Termination for Convenience

4.12 Termination for Default

4.13 Sales and Use Tax Exemption

4.14 Unavailability of Funds

4.15 Tax Requirements

4.16 Assignment

4.17 Document Preparation Fee

4.18 Nondisclosure of City Data and Contractor Data

4.18.1 Nondisclosure

4.18.2 City Data

4.18.3 Contractor Data

4.18.4 Exclusions

4.18.5 Remedy for Breach

4.19 Ethics Requirements

4.19.1 Gifts

4.19.2 City Employee Interest in City Contracts

4.19.3 Conflict of Interest

4.20 Non-Discrimination; Fair Practices

4.21 The Philadelphia Code, Section 17-400

4.22 Americans with Disabilities Act

4.23 Business Interests in Northern Ireland

4.24 Business, Corporate and Slavery Era Insurance Disclosure

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4.25 Limited English Proficiency

4.26 Health Insurance Portability and Accountability Act

4.27 Philadelphia 21st Century Minimum Wage and Benefits Standard

4.28 Electronic Payment

4.29 LGBTQ Applicant Opportunity Data

APPENDICES

Appendix A Detailed Project Requirements

Appendix A-1: CMS Full Technical Specifications

Appendix B Requirements for Implementation Plan, Statement of Work, Project

Schedule, and Milestone Payment Schedule

Appendix C Cost Proposal Requirements

Appendix D Requirements Compliance Certification

Appendix E Training Requirements

Appendix F Office of Economic Opportunity, Antidiscrimination Policy – Minority, Woman and Disabled Owned Business Enterprises (F-1)

Antidiscrimination Policy and Solicitation for Participation and

Commitment Form (F-2) Special Antidiscrimination Requirements

Applicable to Nonprofit Organizations and Diversity Report of Nonprofit

Organizations Form

Appendix G Provisions Required by Chapter 17-1400 of the Philadelphia Code

Appendix H Tax and Regulatory Status and Clearance Statement

Appendix I Local Business Entity or Local Impact Certification

Appendix J Reserved

Appendix K Additional IT Standards

Appendix L Airport Security Requirements

Appendix M LGBTQ Applicant Opportunity Data

Appendix N Sample Provider Agreement—Exhibit PA-3 Airport Requirements

EXHIBITS

Exhibit A Sampling of Existing Types of Displays and Content

Exhibit B Cut Sheet Form Factor PCs

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1 General Information

1.1 Background and General Scope of Work

The City of Philadelphia ("City"), Department of Aviation (“Aviation” or “Airport” or “PHL”), seeks qualified Applicants to implement a Digital Content Management System (“CMS”). The

CMS will centrally manage all digital displays, within the Philadelphia International Airport terminals, facilitating the display of various content types and information from numerous sources.

The digital content includes, but is not limited to:

• Flight information

• Baggage information

• Gate information

• Wayfinding

• Advertising

• Weather reports

• Queue management

• Lane identification

• Visual paging

• Ground transportation information

• Airport information

• Public announcement information (pre-recorded FAA and TSA announcements)

• Emergency information

Aviation’s goal is to procure a future-ready, reliable and efficient CMS solution to enhance the passenger experience and operational efficiency at PHL.

1.2 Description of Philadelphia Airport System

PHL is classified by the Federal Aviation Administration (“FAA”) as a large air traffic hub

(enplaning 1.0% or more of the total passengers enplaned in the U.S.). According to data reported for calendar year 2022 by Airports Council International – North America, PHL was ranked the twenty-second busiest airport in the United States, serving 25.2 million passengers; twenty-seventh busiest in the nation for aircraft operations; and sixteenth busiest in the nation for cargo tonnage.

The Airport serves residents and visitors from a broad geographic area that includes eleven counties within four states: Pennsylvania, New Jersey, Delaware, and Maryland. The Airport System consists of the following:

Philadelphia International Airport (PHL) PHL has approximately 2,598 acres located partly in the southwestern section of the City and partly in the eastern section of Delaware County, about 7.2 miles from Center City

Philadelphia. The Airport’s runway system consists of parallel Runways 9L-27R and 9R-

27L, crosswind Runway 17-35, commuter Runway 8-26, and interconnecting taxiways.

PHL’s terminal facilities consist of seven terminal units totaling approximately 3.3 million

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Page 2 Rev 4.2023v2 square feet and include ticketing areas, passenger and baggage screening areas, passenger hold rooms and other amenities, baggage claim areas, a variety of food, retail and service establishments, and other support areas. Outside of the PHL terminal area, PHL also has the following: six active cargo facilities; various support buildings; training areas; an air traffic control tower; a fixed-base operator; corporate hangars; a fueling supply facility; two

American Airlines aircraft maintenance hangars; a first-class office complex; a 14-story hotel; seven rental car facilities; a cell-phone lot; employee parking lots; and five public parking garages.

Northeast Philadelphia Airport (PNE) PNE is located on approximately 1,118 acres situated within the City limits, ten miles northeast of Center City Philadelphia. PNE serves as a reliever airport for PHL and provides for general aviation, air taxi, corporate, and occasional military use. The airport has no scheduled commercial service. There are presently 85 T-hangars, ten corporate hangars and six open hangars for general aviation activities.

1.3 Diversity, Equity, and Inclusion Mission

The Transportation Research Board - Airport Cooperative Research Program (“ACRP”) defines

Diverse Workforce as a workforce that includes individuals with historically disadvantaged backgrounds, including minorities and women. The workforce includes both internal and external employees at airports. Internal workforce refers to staff employed directly by the airports. External workforce refers to staff employed by Applicants, vendors, airlines, and other firms working at or for the airport.

The Department of Aviation shares the ACRP’s commitment to advancing cultural diversity within airport business contracting and workforce programs as a means of promoting inclusion of key staff from various social, racial and ethnic backgrounds. Aviation believes that significant value can be derived from increasing the diversity of an airport’s staff and workforce. A wider representation of viewpoints, backgrounds, experiences, and skill sets enhances the work environment.

The Department of Aviation is committed to diversity, equity and inclusion. As such, it desires for its Applicants to prioritize diversity, equity and inclusion within their organization. Accordingly, Aviation asks that upon entering a contract with the Department of Aviation, your company agrees to operate inclusively and to its best effort build a diverse management team of qualified professionals that reflects the makeup of the community at large.

1.4 General Statement of Proposal Requirements

The solution should be “turnkey”, including all hardware, software and services. It should meet specified technical, functional and performance requirements expressed in this RFP. The preferred solution is a cloud-hosted CMS offering high fault tolerance and minimal downtime.

The vendor will provide comprehensive implementation services including project management, system design, installation, and coordination with various airport stakeholders. The project will follow a phased implementation approach, considering ongoing airport construction activities. The

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Page 3 Rev 4.2023v2 vendor is also expected to ensure system compatibility with existing displays and infrastructure, and to meet all local regulatory requirements.

The vendor must provide thorough training for airport staff on system use and maintenance, both in classroom settings and through on-the-job training. The training program should include basic and advanced user training, as well as specific training for system administrators and maintenance technicians.

Existing Conditions

PHL currently uses a CMS provided and supported by Amadeus. Amadeus AODB is the central repository for flight and gate information that is pushed to our CMS, website, and telephone system.

There are approximately 1,500 digital displays throughout PHL terminals. The displays are controlled using form-factor mini-PC running Windows operating system or Mac mini (NOTE: Mac mini devices are currently being replaced by form-factor mini-PCs with an estimated completion by

Q4 2024). It is preferred that the proposed solution can use PHL’s existing form-factor mini-PCs

(Windows) if compatible. Configuration details can be found Exhibit B.

Each computer is mounted behind each display. Information regarding current displays (e.g., locations, manufacturer, model number, mounting information, etc.) will be shared with the awarded vendor. A sampling of display types is provided in Exhibit A.

PHL has a capital program to upgrade all terminal displays, structures, casework and build video walls in select locations. The CMS will be used to support the new physical infrastructure for this project.

PHL requires the implementation of a Digital Content Management System to enhance digital communication across the airport. The CMS will manage diverse digital content on displays, including video walls. The CMS will need to provide the following:

System Requirements:

• CMS Capabilities: The CMS should integrate seamlessly with various data sources, automate content display based on predefined rules, and provide a user-friendly graphical interface for content management.

• Real-time Updates: The system must support real-time data updates and automatic content adjustments without manual input, especially for critical updates and emergency messaging.

• Content Management: Must handle a diverse range of content types such as text, images, videos, interactive media, including airline-specific branding ensuring appropriate display on different digital displays throughout the airport. The system should support updates via a web interface, ensuring flexibility for different users.

• Security and Data Integrity: Strict access controls must be enforced to present unauthorized data access, with data input through secure forms and content displayed based on user roles.

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Technical Integration and Performance:

• Comprehensive Integration: The CMS must integrate with existing and future airport systems like flight information, baggage systems, and more, following standard data schemas and messaging standards.

• Display Management: Should manage content across displays, capable of operating independently from the central servers to enhance reliability (i.e. cached data is displayed if the connection to central server is disrupted or backend server downtime).

• High Availability: The system should maintain operational integrity with a minimum uptime of 99.99%, with support for scheduled downtime during off-peak hours.

• Dynamic Content Display: Timing windows for content display should be adjustable dynamically to optimize the utilization of display resources.

• Modular and Scalable Design: The system should be designed for easy scalability and integration with potential future expansions and requirements.

System Flexibility and Control:

• Display Customization: The CMS should allow detailed control over content displayed, including emergency overrides and the segmentation of display areas. Displays should be individually controllable and customizable based on various parameters like location, time of day, or external triggers.

• Compliance and Workflow: The CMS must comply with ADA standards and support a workflow for content approval, particularly for third-party content such as advertisements.

A robust audit trail for content changes should be provided.

• System Monitoring: Implement centralized control and monitoring of system performance and failures with real-time alerts and logging. Remote administration capabilities for endpoint devices are required, including performance monitoring and the ability to remotely restart services.

Hardware and Installation:

• Hardware Provision: Necessary hardware including servers, workstations, and digital display controllers must be provided, supporting the overall system design and operational needs. It is preferred that the system can use PHL’s existing form-factor mini-PCs

(Windows) if compatible.

• Environmental Compatibility: Hardware must be suitable for the specific installation environments within the airport, from controlled interiors to harsher, uncontrolled or exterior locations.

Execution and Testing:

• Professional Installation: Installation must adhere to local and national standards, with all activities performed professionally and neatly.

• Rigorous Testing Phases: The system must undergo detailed performance verification and endurance testing to ensure it meets all operational and functional requirements.

• Final System Acceptance: After successful testing and resolution of any issues, the system will undergo a final review and acceptance process to ensure it meets all specifications and is ready for operational deployment.

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Advanced Functionality:

• Multiple User and Display Management: The CMS should support concurrent access from multiple users and synchronize content across multiple displays, catering to the complex operational needs of a major airport like PHL. Templating and branding should be customizable to maintain PHL’s visual and operational standards.

Detailed requirements for the System and/or services sought by this RFP are provided in Appendix

A, Detailed Project Requirements. Full CMS technical specifications can be found in Appendix

A-1.

1.5 Proposal Submission Date; Anticipated Procurement Schedule

The date for submitting Proposals pursuant to this RFP (the “Submission Date”) is as provided below. Proposals must be submitted as provided in Section 3.1.5, Proposal Submission

Requirements, by the time on the Submission Date indicated below.

Date Activity

Friday, September 6, 2024 Issue Request for Proposals

Friday, September 20, 2024, 10 AM

Virtual Pre-Proposal Meeting

On Zoom (See Section 3.1.3 for meeting link and access info)

Tuesday, September 24, 2024, 5 PM

Submit questions, requests for clarification, information to Primary

Contact, in writing

Tuesday, October 8, 2024

Response to Questions Posted on eContract Philly

Friday, October 18, 2024, 5 PM

Submit Proposals on eContract Philly

December 18, 2024 Notice of Intent to Contract (will be posted to eContract Philly)

January 1, 2025 Project start

These dates are estimates only and the City reserves the right, in its sole discretion, to alter this schedule as it deems necessary or appropriate. Notice of changes in the Pre-Proposal Meeting date/time or location, the due date/time for submission of Applicant questions, and the date/time for Proposal

Submission will be posted on the City’s website at https://philawx.phila.gov/econtract/ (“eContract

Philly”). The other dates/times listed may be changed without notice to prospective Applicants.

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

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Applicants to this RFP (each an “Applicant” and collectively “Applicants”) must submit their responses and applications electronically on eContract Philly and in accordance with Section 3.1.5, Proposal Submission Requirements. Submissions will not be considered unless the Applicant has proceeded through the eContract Philly system. For more information, please consult the reference materials found on the website, e-mail econtractphilly@phila.gov or call 215-686-4914. Applicants who have failed to file complete applications to the correct opportunity number through the eContract Philly online application process prior to the closing date and time will not be considered for the contract. The City encourages Applicants to start and complete their online applications as early as possible.

1.6 City’s Primary Contact

The name, address, and contact information for the City’s Primary Contact for this RFP are as follows:

David M. Wilson, Procurement Technician 2

Department of Aviation

Professional Services

David.Wilson@phl.org

All questions, requests for clarification, and requests for additional information regarding this RFP must be submitted in writing by the deadline set forth in Section 1.3. No oral response by any employee or agent of the City shall be binding on the City or shall, in any way, constitute a commitment by the City. If an Applicant finds any inconsistency or ambiguity in the RFP, the

Applicant is requested to notify the City by the questions due date set forth in Section 1.3.

1.7 Compliance with Chapter 17-1400 of The Philadelphia Code

Under any contract resulting from this RFP, the successful Applicant shall be required to comply with the terms and conditions set forth in Appendix G, Provisions Required by Chapter 17-1400 of the Philadelphia Code, which shall be incorporated into the contract.

2 RFP Requirements and Conditions

2.1 Fixed Price Proposal Required

Cost proposals for the Digital Content Management System must be “fixed price” proposals. The proposed price must include all costs that will be incurred for the purchase and implementation of the System, including, but not limited to, costs for the following: integration and project management; software development; software testing; installation and implementation of software;

maintenance for software (including middleware, database, communication, operating system, and other software); maintenance for hardware if required under the RFP; software; training services if required under the RFP; and all other work proposed. If an Applicant offers options and/or alternates that are not included in the fixed price for the proposed System, the Applicant must provide for each such option/alternate the following information:

mailto:econtractphilly@phila.gov mailto:David.Wilson@phl.org

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• A detailed description of the option/alternate (including, but not limited to, all features and functionality that will be unavailable in the base System if the option/alternate is not purchased);

• A full explanation of the rationale for not incorporating such functionality in the base System;

• Detailed cost information for each option/alternate, in accordance with the cost proposal requirements of the RFP.

The cost proposal must identify, by separate line item, the cost of each item of software, services, and other work to be furnished as part of the System. The City reserves the right, in its sole discretion, to reject without evaluation any Proposal that does not identify each item of the work by line item, and any Proposal that does not provide a fixed price to perform the proposed work

(including, but not limited to, proposals to perform the work on a “time and materials” or “cost-plus” basis). Markup to subcontractors should be zero or minimal to the extent possible.

2.2 Type of Solution Sought

The City seeks to implement a Digital Content Management System (“CMS”), which will satisfy all of the City’s current requirements, as specified in this RFP, yet be easy to maintain and easy and inexpensive upgrade and expand to satisfy future needs for additional functionality and/or processing capacity. The City requests that Applicants offer their “best” solutions that will satisfy the requirements set forth in this RFP. The City will consider solutions that use any one or more of the following:

▪ “turnkey” solutions

▪ a cloud-hosted CMS offering high fault tolerance and minimal downtime.

2.3 Pilot (Proof of Concept)

The City anticipates that the successful Applicant will be required to conduct a limited pilot or “proof of concept” implementation of its proposed solution in order to demonstrate the viability of the solution and its compliance with RFP requirements. The pilot will be required before contract execution, and successful completion of the pilot, or adjustment of the proposed solution and/or implementation plan to address, to the City’s satisfaction, any deficiencies revealed by the pilot, will be a condition of the project proceeding beyond the pilot. The scope of the pilot will be determined based on the Proposal and final scope of work, but the City anticipates that it would extend at least for three (3) weeks with one (1) week for set-up and configuration; and would include at least the following:

• Applicant provides the City with pilot/demo requirements (i.e. internet access, bandwidth needs, ports and protocols);

• Applicant installs the CMS in the Aviation’s demo lab;

• Applicant ensures the system is configured to mimic the Airport environment as closely as possible;

• Applicant provides the City with full administrative access to the CMS (specifically the ability to create, update, schedule and delete content, including user management features to assign roles and permissions);

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• Applicant provides basic training and documentation to enable PHL to demo the administrative features of the system;

• Applicant’s system demonstrates its integration capabilities by showcasing the integration of

3rd party data, including, but not limited to, flight information, AODB, and weather from an external source;

Applicant utilizes the form-factor mini-PCs provided by PHL for display controllers during the demo, unless the vendor has a proprietary display controller or preferred appliance, and successful performance of all System functions in accordance with RFP requirements, for all data generated in a designated period. Proposals must describe in detail, as part of the implementation plan required in Appendix B, a pilot implementation that meets these requirements and is in the judgment of the

Applicant sufficient to demonstrate the functionality and viability of the recommended solution. The

City reserves the right to forego the pilot implementation if, in the City’s sole judgment, the solution contained in the successful Proposal and final scope of work does not require a pilot or “proof of concept.”

2.4 Maintenance and Support; Warranty; Training; Source Code

2.4.1 Maintenance and Support Services

The Proposal must include a section describing the maintenance and support services to be provided under the contract resulting from the RFP. A minimum of one (1) year of maintenance/support services, commencing on final acceptance of the System and project by the City, must be included in the fixed price cost proposal, with the price identified in a separate line item. The City expects that maintenance and support will be furnished on a “turnkey” basis – i.e. the successful Applicant will itself be contractually responsible for all maintenance and support services for all elements of the System, including but not limited to all software and hardware and any data transport services that are required under the contract, and will be the single point of contact for service and support.

Applicants are requested to price four additional years of maintenance and support, with the price for each of years two through five identified in a separate line item. The City expects that the successful Applicant will guarantee the availability of maintenance and support services for application software, on the foregoing “turnkey” basis, for a minimum of five (5) years from final acceptance of the System. Proposals must include a description of the proposed services, stating whether the Applicant will comply with the foregoing terms, and describing the Applicants problem resolution procedures – including problem severity classifications, response times and “fix” times for each level of severity, and the escalation procedures (including on-site service) that will apply where resolution is not immediately achieved.

2.4.2 Warranty

The City requires a warranty from the successful Applicant that covers the entire System, including all software and hardware, other deliverables, design, implementation/integration and other services required under the contract resulting from the RFP and ensures compliance with all specifications, including performance standards, in the contract. The warranty must be on a “turnkey” basis – i.e.

the successful Applicant must itself be contractually responsible for all warranty obligations and must be the single point of contact for service under the warranty. The warranty period must be a minimum of one (1) year, commencing on final acceptance of the System and project by the City.

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The price of such a one-year warranty must be included in the fixed price cost proposal, with the price identified in a separate line item. The City strongly prefers a two year or greater warranty period and requests that Applicants price two additional warranty years, with the price for each additional warranty year identified in a separate line item of the cost proposal. Any premium charged for a warranty year – i.e. any charge in addition to the price for a concurrent year’s maintenance and support services – should be identified in the cost proposal.

2.4.3 Training

The City requires the user training and other training services described in Appendix E, Training

Requirements, in accordance with the conditions there provided. Proposals should describe, and in the Cost Proposal provide line-item costs for, the training that the Applicant is capable of providing, the training methodologies and materials to be used, and the Applicant’s experience in furnishing the kinds of training requested. Proposals should state clearly, in the Requirements Compliance

Certification, whether each type of training requested will be offered in accordance with the requirements of Appendix E.

2.4.4 Software Source Code

The City expects delivery and ownership of the source code, including complete documentation and specifications, for custom software developed and furnished specifically for the System under any contract resulting from this RFP. For software that is proprietary to the successful Applicant or to third parties, the City expects that source code, including complete documentation and specifications, will be deposited in escrow, at no expense to the City and on terms satisfactory to the

City, with regular updates of the deposited code and documentation to reflect enhancements, upgrades, updates, and corrections to the software.

2.5 Responsiveness

Proposals must satisfy all requirements set forth in this RFP. Any Proposal that does not adhere strictly to RFP requirements may, in the sole discretion of the City, be rejected, as not responsive to the RFP, without further consideration. Proposals will be evaluated, in part, according to whether the Applicant meets the qualifications described in the RFP and submits a Proposal complying with all RFP requirements. The City reserves the right, in its sole discretion, to determine whether any deviation(s) from or exception(s) to RFP requirements make the Proposal non-responsive or otherwise unacceptable such that the Proposal will be rejected without further consideration.

2.6 Disclaimer

This RFP and the process it describes are proprietary to the City and are for the sole and exclusive benefit of the City. This RFP is not binding on the City. No other party, including any Applicant to this RFP or future Applicant to any RFP that may be issued by the City, is intended to be granted any rights hereunder. Proposals and other materials submitted in response to this RFP, whether written or verbal and including, without limitation, ideas of Proposers elicited in response to the

RFP, shall become the sole and absolute property of the City upon submission or communication, and the City shall have title thereto and unrestricted use thereof. The City shall have the right to disclose the Proposals, materials and any ideas to any person or entity including, employees of the

City, its consultants and contractors, and authorized agents, as required to carry out this RFP

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Page 10 Rev 4.2023v2 procurement. Any such Proposal, materials, and ideas may be publicly disclosed by the City or any authorized agent of the City, for any reason the City, in its sole discretion, deems appropriate, or pursuant to the Pennsylvania Right To Know Act or other applicable law. The Proposer acknowledges and agrees that the City and its authorized agents shall have the foregoing right of public disclosure notwithstanding any notice or statement by the Proposer (whether made in the

Proposal or otherwise) asserting the confidential or proprietary nature of the Proposal or of any materials submitted or ideas elicited in response to the RFP.

2.7 Publicity

All publicity (including, but not limited to, news releases, news conferences, and commercial advertising) relating to this RFP and/or the services or products sought by this RFP and/or any contract awarded pursuant to this RFP shall require the prior written approval of the Chief

Information Officer, Melissa Scott.

2.8 Applicants Restricted

No Proposal shall be accepted from, or contract awarded to, any City employee or official, or any firm in which a City employee or official has a direct or indirect financial interest. No Applicant may be the prime contractor or prime Applicant for more than one Proposal submitted pursuant to this RFP. Entities that are legally related to each other or to a common entity may not submit separate

Proposals as prime contractors or prime Applicants. Any Proposal may be rejected that, in the City's sole judgment, does not comply with these conditions. Nothing contained in this RFP is intended to preclude a Proposal by a system integrator that proposes to perform the substantive work proposed through subcontractors.

2.9 Participation of Disadvantaged Business Enterprises

Each Applicant is subject to the provisions of Mayoral Executive Order 01-21, the City’s

Antidiscrimination Policy, and is required to exercise its “Best and Good Faith Efforts” in response to the ranges specified in Appendix F included with this RFP for participation by Minority Business

Enterprises (“MBE”), Woman Business Enterprises (“WBE”) and Disabled Business Enterprises

(“DSBE”) (collectively, “M/W/DSBE”) as those terms are defined in Executive Order 01-21.

Forms, instructions and special contract provisions for the Antidiscrimination Policy explain these requirements in more detail and are included in Appendix F-1 to this RFP. Applicants are required to complete and return with their proposals the “Solicitation for Participation and Commitment

Form” which is included in Appendix F-1.

If Applicant is a nonprofit organization, Mayoral Executive Order 01-21 requires nonprofit

Applicants to document their diversity policies. Applicants that are nonprofit organizations should refer to the special contract provisions and instructions attached to this RFP as Appendix F-2.

Included in Appendix F-2 is the form, “Diversity Report of Nonprofit Organizations,” which should be completed and returned with proposals submitted by nonprofit Applicants even if a nonprofit

Applicant is also submitting a “Solicitation for Participation and Commitment” form.

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2.10 Acceptance of the Terms and Conditions of This RFP

All Proposals submitted are subject to the terms and conditions set forth in this RFP. The Applicant, by submitting its Proposal, expressly acknowledges and agrees to all terms, conditions and requirements contained in this RFP.

2.11 Proposal Submission, Evaluation and Selection

2.11.1 General

The City reserves the right, in its sole discretion, to reject all Proposals and reissue this RFP at any time prior to execution of a final contract; to require, in any RFP for similar products and/or services that may be issued subsequent to this RFP, terms and conditions that are substantially different from the terms and conditions set forth in this RFP; and/or to cancel this RFP with or without issuing another RFP.

2.11.2 Rights and Options Reserved

The City reserves and in its sole discretion may, but shall not be required to, exercise the following rights and options with respect to the Proposal submission, evaluation and selection process under this

RFP:

(a) To reject any Proposals if, in the City’s sole discretion, the Proposal is incomplete, the Proposal is not responsive to the requirements of this RFP (see “Detailed Project Requirements” in the RFP appendices), the Applicant does not meet the Qualifications set forth in the RFP, or it is otherwise in the City’s best interest to do so;

(b) To supplement, amend, substitute or otherwise modify this RFP at any time prior to selection of one or more Applicants for negotiation and to cancel this RFP with or without issuing another RFP;

(c) To accept or reject any or all of the items in any Proposal and award the contract(s) in whole or in part if it is deemed in the City’s best interest to do so;

(d) To reject the Proposal of any Applicant that, in the City’s sole judgment, has been delinquent or unfaithful in the performance of any contract with the City or with others, is financially or technically incapable or is otherwise not a responsible Applicant;

(e) To reject as informal, non-responsive, or otherwise non-compliant with the requirements of this

RFP any Proposal which, in the City’s sole judgment, is incomplete, is not in conformity with applicable law, is conditioned in any way that is unacceptable to the City, deviates from this RFP and its requirements, contains erasures, ambiguities, or alterations, or proposes or requires items of work not called for by this RFP;

(f) To waive any informality, defect, non-responsiveness and/or deviation from this RFP and its requirements that is not, in the City’s sole judgment, material to the Proposal;

(g) To permit or reject at the City’s sole discretion, amendments (including information inadvertently omitted), modifications, alterations and/or corrections of Proposals by some or all of the Applicants following Proposal submission;

(h) To request that some or all of the Applicants modify Proposals based upon the City’s review and evaluation;

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(i) To request additional or clarifying information or more detailed information from any Applicant at any time, before or after Proposal submission, including information inadvertently omitted by the Applicant;

(j) To inspect and otherwise investigate projects performed by the Applicant, whether or not referenced in the Proposal, with or without the consent of or notice to the Applicant;

(k) To conduct such investigations with respect to the financial, technical, and other qualifications of each Applicant as the City, in its sole discretion, deems necessary or appropriate; and

(l) To waive and/or amend any of the factors identified in the RFP as pertaining to the Applicant’s qualifications.

(m) To disclose the Proposals, materials and any ideas to any person or entity including employees of the City, its consultants and contractors, and authorized agents, as required to carry out this

RFP procurement.

2.11.3 Contract Negotiation and Award

The City reserves and in its sole discretion may, but shall not be required to, exercise the following rights and options with respect to the contract negotiation and award process resulting from this

RFP:

The City reserves the right to enter into post-submission negotiations and discussions with any one or more Applicants regarding price, scope of services, and/or any other term of their Proposals, and such other contractual terms as the City may require, at any time prior to execution of a final contract.

The City may, at its sole election, enter into simultaneous, competitive negotiations with multiple

Applicants or negotiate with individual Applicants seriatim. Negotiations with Applicants may result in the enlargement or reduction of the scope of services, or changes in other terms that are material to the RFP and the submitted Proposals. In such event, the City shall not be obligated to inform other Applicants of the changes, or to permit them to revise their Proposals in light thereof, unless the City, in its sole discretion, determines that doing so is in the City’s best interest.

In the event negotiations with any Applicant(s) are not satisfactory to the City, the City reserves the right to discontinue such negotiations at any time; to enter into or continue negotiations with other

Applicants; to enter into negotiations with firms that did not respond to this RFP and/or to solicit new proposals from firms that did not respond to this RFP, including but not limited to negotiations or proposals for components of the System, if any, that are deleted by the City from the successful

Proposal or the contract resulting from it. The City reserves the right not to enter into any contract with any Applicant, with or without re-issue of the RFP, if the City determines that such is in the

City’s best interest.

2.11.4 Proposal Evaluation

Proposals the City determines, in its sole discretion, are responsive to the RFP will be reviewed by a selection committee designated by the City. The City, in its sole discretion, may require any

Applicant to make one or more presentations of its Proposal to the selection committee, in City offices, at no cost to the City, addressing its ability to satisfy the requirements of this RFP. The City shall not be required, however, to permit any Applicant to make such a demonstration.

Cost to the City is a material factor, but not the sole or necessarily the determining factor in Proposal evaluation. The City may, in its sole discretion, award a contract resulting from this RFP to a person

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Page 13 Rev 4.2023v2 or entity other than the responsible and qualified Applicant submitting the lowest price. The contract will be awarded to the Applicant whose Proposal the City determines, in its sole discretion, is the most advantageous to the City and in the City's best interest.

Proposal evaluation will include evaluation of the Applicant’s qualifications, based on Volume 1 of the Proposal and such other information and investigations as the City deems necessary and appropriate; and evaluation of the Applicant’s technical solutions and Cost Proposals as set forth in

Volume 2 of the Proposal. The City, in its sole discretion, may, but shall not be required to, reject without further consideration the Proposal of any Applicant that has not demonstrated, in the City’s sole judgment, that it satisfies the qualifications criteria provided in the RFP. The City reserves the right, in its sole discretion and without notice to Applicants, to modify this evaluation procedure as it may deem to be in the City’s interest.

Evaluation factors to be considered by the City include, but are not limited to, the following (no particular order of importance, weighting, or other priority is assigned to these factors or reflected by their order in the list):

1) Superior ability or capacity to meet particular requirements of contract and needs of City

Department and those it serves -

a) Project understanding and soundness of proposed project methodology, including but not limited to the detail and accuracy of the proposed scope and statement of work and implementation plan;

2) Eligibility under Code provisions relating to campaign contributions;

3) Superior prior experience of Applicant and staff -

a) References provided by the Applicant, particularly from projects of similar complexity and scope;

b) Demonstrated ability to provide Services and Deliverables comparable to those requested in this RFP;

4) Superior quality, efficiency and fitness of proposed solution for City Department -

a) The impact of the proposed solution on the operations of the using department, and the demonstrated ability of the solution to enhance operational efficiency and effectiveness;

5) Superior skill and reputation, including timeliness and demonstrable results -

a) The Applicant’s financial and technical qualifications to perform the work required by the

RFP, as presented in its Proposal and determined by any other investigations conducted or information obtained by the City;

b) Commitment and ability to complete the project within the time frame specified in the

Proposal;

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 or small businesses, including those owned by minority or disabled persons or by women;

8) Lower cost;

9) Administrative and operational efficiency, requiring less City oversight and administration;

10) Anticipated long-term cost effectiveness;

11) Meets prequalification requirements as set forth in this RFP; and, Request for Proposals for DIGITAL CONTENT MANAGEMENT SYSTEM SUPPORT

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12) Applicant’s certification of its Local Business Entity/Local Impact status pursuant to Executive

Order 04-12.

2.11.5 Site Inspections

The City may, at its sole option, inspect the Applicant’s work at one or more sites where the

Applicant’s or a proposed subcontractor’s products are installed, or services have been provided.

If a list of such sites is not required elsewhere in this RFP or included in its Proposal, the Applicant will promptly provide such a list upon written request by the City.

2.11.6 Prime Contractor Responsibility

All subcontractors will be subject to approval by the City. Prior to contract execution, the successful

Applicant will be required to furnish the corporate or company name and the names of the officers and principals of all subcontractors. Notwithstanding any such approval by the City, the successful

Applicant shall itself be solely responsible for the performance of all work set forth in any contract resulting from the RFP, and for compliance with the price and other terms provided in the contract.

The successful Applicant shall cause the appropriate provisions of its Proposal and the contract to be inserted in all subcontracts.

The City’s consent to or approval of any subcontract or subcontractor Proposed by an Applicant shall not create or purport to create any obligation of the City to any such subcontractor, or any form of contractual relationship or relationship of privity between the City and the subcontractor. Any

Applicant who obtains such approval or consent of the City shall be required to insert a clause so providing in all subcontracts.

2.12 Responsibility for Proposal Costs

The Applicant shall be solely and fully responsible for all costs associated with the development, preparation, transmittal, and submission of any Proposal or material submitted in response to this

RFP. The City may, in its sole discretion, ask selected Applicants to present their Proposal in person to the City’s representatives at the City’s offices, and the costs of such presentations, as well as the costs of any pilot implementation required by the City under Section 2.3, shall be solely the responsibility of the Applicant. The City assumes no contractual or other obligations as a result of the issuance of this RFP, the preparation or submission of a Proposal by an Applicant, the evaluation of Proposals, the Applicant’s conduct of presentations or pilot implementations, or the selection of any Applicant for further negotiations. There may be no claims whatsoever for reimbursement from the City or any of its consultants for such costs. All costs incurred by the Applicant during the selection process and during negotiations will be solely the responsibility of the Applicant.

2.13 Reserved

2.14 Withdrawal or Modification of Proposals

Applicants may withdraw or modify their Proposals at any time prior to the Proposal Submission

Date provided in Section 1.3, Proposal Submission Date; Anticipated Procurement Schedule, by written notice of withdrawal or written submission of the modification, signed in the same manner

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Primary Contact as specified in Section 1.4.

3 Proposal Requirements

3.1 Administrative Requirements

Applicants are expected to comply with all administrative requirements provided in this Section 3.1.

3.1.1 Mandatory Online Registration and Filing Requirements

You must apply online in order to be eligible for award of the non-competitively bid contract opportunity described in this RFP; proposals and any other related documents prepared in response to this RFP will not be considered unless they are filed to the correct contract opportunity established for this RFP (identified by opportunity number), within the prescribed time period, through eContract Philly, which can be accessed on the City’s website at Thttps://philawx.phila.gov/econtract/ by clicking on eContract Philly.1 The posting of this RFP on eContract Philly is also referred to as a Notice of Contracting Opportunity.

The City requires that any Applicant who establishes an account on eContract Philly and utilizes that account for the purpose of responding to a particular contract opportunity is the same individual or business entity that, if awarded the contract, will enter into and perform the resulting contract with the City. Applicants MUST ensure that the company name and Tax Identification Number

(TIN) with which they are registered on eContract Philly is the identical name and TIN under which they are submitting their application. Any deviation from this may result in the disqualification of the Applicant at the sole discretion of the City. If the Applicant wishes to apply for an opportunity using a name or TIN which is different from the registration account, the Applicant must register the new name and TIN with eContract Philly before submitting its application for the opportunity.