Department of Licenses and Inspections

REQUEST FOR PROPOSALS FOR

SMALL ORDER PURCHASE

FOR SPECIAL INSPECTIONS TRAINING

Cherelle Parker, Mayor Ralph DiPietro, Commissioner The City of Philadelphia

RESPONSE DEADLINE:

No later than 5 pm Local Philadelphia Time on October 19, 2026.

SUBMISSION REQUIREMENTS:

All proposals must be submitted electronically to the correct contract opportunity established for this RFP (identified by opportunity number) through eContract Philly at https://philawx.phila.gov/econtract/

TABLE OF CONTENTS

1. INTRODUCTION

1.1 Values

1.2 Contracting with the City of Philadelphia

1.3 Contacting Us

2. SERVICES WE ARE LOOKING FOR

2.1 Overview

2.2 Project Details

Services

Compensation

Project Schedule

3. HOW TO SUBMIT YOUR RESPONSE

3.1 RFP Schedule

3.2 What You Must Include in Your Response

Online Submission Required by the Application Deadline

4.1 Overview

4.2 Selection Process

4.3 Award

1. INTRODUCTION

1.1 Values

The City of Philadelphia is committed to ensuring all businesses have access to contracting opportunities with the City and seeks to promote the economic development of small and local businesses.

1.2 Contracting with the City of Philadelphia

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

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

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

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

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

IF ELIGIBLE, YOU ARE ENCOURAGED TO:

Apply for Local Business Entity (LBE) certification with City’s Procurement Department.

If you provide your LBE status and/or promise to have a Local Impact, this must be used as a positive factor in evaluation and potential selection. Additionally, some opportunities are exclusively reserved for LBE certified businesses.

PROFESSIONAL SERVICES

Includes consulting, legal or creative services and other service types

PROCUREMENT

Includes supplies and equipment and public works

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

1.3 Contacting Us

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

(215) 686-4914.

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

Allow for enough time prior to any application deadline to receive a response to your request. The City will not extend a deadline even if it has not responded to your question or request.

2. SERVICES WE ARE LOOKING FOR

2.1 Overview

Department Issuing

The Department of Licenses & Inspections (ISC) enforces the city codes for the safe & lawful construction and use of buildings.

Term

The term of the contract is expected to start on or about November 16, 2026.

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

Compensation Compensation cannot exceed a total of $50,000.00

Local Business Criteria

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

Services

Through this RFP, the City's Department of Licenses & Inspections, ISC (Inspections, Safety and Compliance) Code Development Unit is seeking an accredited educational provider to develop and present a professional in-depth educational course for the Special Inspections program as codified by the International Code Council and departmental regulations.

2.2 Project Details

Services

Overall goals and objectives

The Department oversees permitting and inspections for all residential and commercial construction activities within the City. The Department administers and currently enforces the 2021 International Building Code (IBC) and referenced standards, as locally amended, together with applicable Philadelphia regulations, policies, and operational procedures. This includes administration of the Special Inspections Program, with oversight of approved Special Inspection Agencies and Special Inspectors.

The proposed educational workshops shall provide Department personnel with a comprehensive understanding of special inspection requirements of the 2021 IBC, applicable referenced standards, and local amendments. The curriculum shall define the purpose and application of special inspections and provide detailed instruction on required inspections, testing requirements, and the appropriate means and methods used to verify code compliance.

The educational content shall distinguish the roles and responsibilities of special inspectors, design professionals, contractors, and municipal code officials throughout the construction process.

Instruction shall explain the process for documenting inspections, identifying deficiencies, communicating noncompliant work, and verifying compliance with the approved permit documents, in accordance with the 2021 IBC, as locally amended, and all referenced materials.

Tasks, milestones, or deliverables

The Vendor shall develop educational content that incorporates sample construction plans, permit documents, engineering reports, special inspection methods and procedures, inspection reports, and other materials necessary to demonstrate the administration and enforcement of the special inspections program.

The curriculum shall incorporate practical case studies and real-world examples illustrating the application of Chapter 17 requirements throughout the construction process. The Vendor may use the Department's existing Special Inspections Program documents as reference material. These resources are available on the Department's website at https://www.phila.gov/departments/department-of-licenses-and-inspections/resources/special-inspections-information/#/

The coursework shall be designed for Department personnel, including code administrators, plan examiners, and inspectors. The Vendor shall propose the appropriate length of the coursework, subject to Department approval.

The educational program shall be eligible for Pennsylvania UCC continuing education credit and shall provide attendees with documentation of successful completion, including certificates identifying the approved Continuing Education Units.

The Vendor shall prepare electronic versions of all presentation materials and shall provide handouts to participants in either electronic or printed format, as directed by the Department.

The Vendor shall provide in-person instruction through multiple training sessions to accommodate approximately one hundred thirty

(130) Department personnel and possess the capability to include virtual attendance. The Vendor shall secure and provide a training facility suitable for the anticipated attendance, unless otherwise approved by the Department. The training location shall be acceptable to the Department

The Vendor shall record at least one training session and provide the recording to the Department for future reference and use.

The Vendor shall commence development of the educational content upon issuance of the Notice to Proceed and shall be prepared to deliver the training within thirty (30) calendar days, unless otherwise approved by the Department.

Organization and personnel requirements

The educational provider shall possess demonstrated expertise in the engineering and design of complex structures, as well as the Special Inspections requirements of Chapter 17 of the

2021 IBC.

The educational provider shall be approved by the Pennsylvania Department of Labor & Industry as a training provider in accordance with the requirements of the Pennsylvania Uniform Construction Code.

Preference will be given to educational providers that are recognized by the International Code Council as a Preferred Education Provider.

Technological requirements

Vendor shall possess the capability to present in-person and virtually using appropriate audiovisual (AV) equipment and technology.

Recorded course content shall be provided in a format that is compatible with the Department’s electronic learning management system, as approved by the Department.

Reporting requirements

Vendor shall provide a progress report on the development of the coursework 10 days before delivery of the workshops.

Vendor shall provide attendance lists of completed workshops and course survey results.

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

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

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

Cost proposals typically are:

Fixed price, where payment is not based on time or resources expended, or Hourly rate, where payment is based on time or resources expended.

Compensation Not to exceed $50,000.00 for a contract resulting from this RFP.

Cost Proposal Type Fixed Price

Terms of Payment

Payments will be made upon completion and delivery of specified work, educational course(s) and certificates of completion (CEU's & PDH's)

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

Project Schedule A detailed schedule containing deliverable due dates, other important dates, and key milestones will be developed during contract negotiations.

3. HOW TO SUBMIT YOUR RESPONSE

3.1 RFP Schedule

RFP Posted September 28, 2026

Applicant Questions Due October 7, 2026, 5pm Local Philadelphia Time to theresa.baker@phila.gov

Answers Posted on eContract Philly

October 13, 2026

Proposals Due October 19, 2026, 5pm Local Philadelphia Time

Applicant Selection October 30, 2026

Contract Execution November 16, 2026

Commencement of Work November 16, 2026

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

3.2 What You Must Include in Your Response

1. Introduction

2. Company Profile

3. Company contact information

4. Proposed Scope of Work, addressing all items in Section 2 and describing how the

Applicant will meet project requirements

5. Proposed Schedule

6. Cost Proposal

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

8. References

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

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

11. Local Business Certification and justification and/or documentation

12. If awarded this contracting opportunity and this contract opportunity is valued at or over $99,000 or the amount expected to be realized by the Applicant is at or over $99,000, the Applicant will provide all Transparency in Business disclosures required by Section 17- 1402(1)(b)(.4) of the Philadelphia Code prior to contract conformance.

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

3.3 Response Requirements

Online Submission Required by the Application Deadline You must apply online through eContract Philly to be considered for this contract opportunity. The City will not accept responses in any other format.

If you are not already registered with eContract Philly, you must first register for an account before you can apply to this opportunity. Note that each legal entity must have a separate account; you may not utilize or repurpose another entity’s account for this application.

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

Use the Below Submission Checklist This is a tool to help you to submit a complete, accurate, responsive, and on time application.

DOES MY RESPONSE MEET THE PROPOSAL REQUIREMENTS?

Did you submit the proposal before the stated deadline in RFP Section 3.1?

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

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

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

Does your proposal meet the overall format and content requirements described in RFP Section 3.2, including the independent Statement of Financial Capacity” and the page limit?

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

Does your application provide the mandatory statement: “If awarded this contracting opportunity and this contract opportunity is valued at or over $99,000 or the amount expected to be realized by the Applicant is at or over $99,000, the Applicant will provide all Transparency in Business disclosures required by Section 17-1402(1)(b)(.4) of the Philadelphia Code prior to contract conformance.”

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

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

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

Was the proposal submitted electronically through eContract Philly?

Was the proposal submitted under the correct opportunity number?

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

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

4. HOW WE SELECT A CONTRACTOR & AWARD

THE CONTRACT

4.1 Overview

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

4.2 Selection Process

Although, cost to the City is a material factor, it is not the sole, or necessarily the determining factor, in proposal evaluation. If the City chooses to make an award of a contract from this RFP, the City may, at its sole discretion, award such contract to a person or entity other than the responsible Applicant submitting the lowest price when the City determines, in its sole discretion, it is most advantageous to the City and in the City’s best interest to do so.

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

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

Department and those it serves

2. Eligibility under Code provisions relating to campaign contributions

3. Superior prior experience of Applicant and staff

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

5. Superior skill and reputation, including timeliness and demonstrable results

6. Special benefit to continuing services of incumbent, such as operational difficulties with transition or needs of population being served

7. Benefit of promoting long-term competitive development and allocation of experience to new, local, or small businesses

8. Lower cost

9. Administrative and operational efficiency, requiring less City oversight and administration

10. Anticipated long-term cost effectiveness

11. Meets prequalification requirements

12. Applicant’s certification of its Local Business Entity/Local Impact status

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

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

4.3 Award

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

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

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

Have an active Business Income and Receipts Tax (BIRT) Account Number. REGISTER HERE.

Have an active Commercial Activity License (CAL) Number

REGISTER HERE

Obtain a Philadelphia Tax and Regulatory Status and Clearance

OBTAIN A TAX

CLEARANCE

CERTIFICATE HERE

Meet the Campaign Contribution Disclosures Requirements

INFORMATION ON

DISCLOSURE/ELIGIBILITY

IS HERE

{If the awarded contract is valued at or over $99,000} Submit all Transparency in Business disclosures

TRANSPARENCY IN

BUSINESS REGULATIONS

ARE HERE

Comply with the 21st Century Minimum Wage and Benefits Ordinance

CURRENT LIVING WAGE

RATE CAN BE FOUND

LOCATED HERE

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

SEE TERMS AND

CONDITIONS IN THE

OPPORTUNITY

INFORMATION