Media Campaign and Communications RFP PDPH SUPHR.pdf

Cherelle Parker, Mayor Palak Raval-Nelson, PhD, MPH, Health Commissioner

Philadelphia Department of Public Health The City of Philadelphia

REQUEST FOR PROPOSALS FOR

Media Campaign and Communications

WORK SUMMARY:

The Philadelphia Department of Public Health (the Department) seeks proposals for media and communications firms to develop, adapt, implement, and evaluate mass media campaigns and/or assigned communications projects for the Department’s substance use prevention and harm reduction programs.

PROPOSED COMPENSATION:

Grant Dependent, up to $750,000 The contract will be awarded on a not-to-exceed basis of $750,000 annually, inclusive of all fees and expenses, and approved project-specific scopes of work.

RFP ISSUE DATE:

August 20, 2026

RESPONSE DEADLINE:

No later than 5 pm Philadelphia Time on September 08, 2026 A complete proposal must be submitted by this time to be considered. Proposals in-process are incomplete.

OFFICIAL RFP CONTACT:

Almitra Sutton-Bey Contract Coordinator, Division of Substance Use Prevention and Harm Reduction Almitra.Sutton-Bey@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/

For assistance, contact the Contracts Legislation Unit:

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

Drew Menten drew.menten@phila.gov 215-686-6132 mailto:Almitra.Sutton-Bey@phila.gov https://philawx.phila.gov/econtract/ https://philawx.phila.gov/econtract/ mailto:t.david.williams@phila.gov mailto:drew.menten@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

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 .. 31

1. INTRODUCTION

1.1 Values

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

1.2 Contracting with the City of Philadelphia

Consistent with our values, the City requires that all contractors and subcontractors comply with all applicable laws, regulations, and policies, including:

Please closely review the City’s contract attachments including the standard terms and conditions found in the General Provisions under Appendix A of this RFP. Any contract resulting from this RFP will incorporate and be governed by these documents.

1.3 Contacting Us

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

(215) 686-4914.

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

IF ELIGIBLE, YOU ARE ENCOURAGED TO:

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

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

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

CITY BUSINESS

LICENSES AND

PERMIT

REQUIREMENTS

PAYMENT OF CITY

BUSINESS TAXES

OR OTHER

INDEBTEDNESS

OWED TO THE CITY

CHAPTER 17-1300.

PHILADELPHIA 21ST

CENTURY MINIMUM

WAGE AND BENEFITS

STANDARD

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

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

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

1.4 Feedback about this RFP

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

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

2. THE OPPORTUNITY

2.1 Summary

The Philadelphia Department of Public Health (the Department) seeks proposals for media and communications firms to develop, adapt, implement, and evaluate mass media campaigns and/or assigned communications projects for the Department’s Division of Substance Use Prevention and Harm Reduction (SUPHR).

This RFP is not intended to describe one specific communications project. Rather, the Department intends to contract with media and communications firms in order to work on various projects over the coming years. SUPHR will assign specific projects through Scopes of Work, described below.

2.2 Background

Philadelphia Department of Public Health (PDPH) Overview

The mission of PDPH is to protect and promote the health of all Philadelphians and to provide a safety net for the most vulnerable. The department provides services, sets policies, and enforces laws that support the dignity of every man, woman, and child in Philadelphia. In addition to operating a network of safety-net health care services, PDPH administers public health programs and pursues innovative strategies to improve the population’s health. PDPH is organized in the following divisions and programs, each of which provides services to Philadelphians:

• AIDS Activity Coordinating Office

• Air Management Services

• Ambulatory Health Services

• Chronic Disease Prevention

• Disease Control

• Environmental Health Services

• Facilities Management

• Fiscal

• Health Systems

• Human Resources

• Information Technology

• Lead and Healthy Homes

• ReACH (Reproductive, Adolescent, and Child Health)

• Medical Examiner’s Office

• Substance Use Prevention & Harm

Reduction

• Public Health Laboratory

The Department’s Division of Substance Use Prevention and Harm Reduction (SUPHR), in collaboration with our City and community partners, works to monitor overdose trends;

provide free resources and referrals; institute policy changes to improve the health and well-being of people who use drugs in Philadelphia; and mitigate substance use-related harms that may impact communities. The Philadelphia drug crisis has been compounded by a rapidly changing drug supply, infectious disease outbreaks, stigma, and systemic barriers that limit the advertisement and availability of resources for people who use drugs. This contract will support SUPHR’s continued commitment to supporting low-barrier public access to harm reduction education and resources throughout Philadelphia.

Project Background

The SUPHR Communications program creates targeted materials to promote messages about resources for safer drug use, harm reduction supplies like naloxone and fentanyl test strips, and treatment options like buprenorphine to those who use drugs, their loved ones, and the general population. The program also supports other SUPHR teams and community partners by creating campaigns, pamphlets, flyers, and videos to ensure cohesive, creative, inclusive, and stigma-free messaging. The Communications program’s primary focus is to fill gaps in drug use knowledge by utilizing innovative ads and distribution methods to appropriately communicate with communities and populations at risk of overdose or substance use disorders. This requires performing data analysis, engaging with people who use drugs, expanding our geographic reach, understanding the spectrum of drug use, and identifying inequities in substance-use related health outcomes, in order to create grassroots, digital, and mass media communications.

The Department anticipates conducting a wide range of media and communications projects in the future and is seeking experienced and qualified vendors capable of providing services for several individual communications projects. Specific projects will be assigned during the contract period through a Scope of Work mechanism.

Problem Statement

Philadelphia continues to experience a complex and evolving substance use crisis that extends far beyond overdose mortality alone. While overdose deaths have declined, substance use remains a public health priority, disproportionately impacting communities that have historically experienced barriers to healthcare, economic opportunity, and evidence-based harm reduction services. The local drug supply has also become increasingly unpredictable, with fentanyl and other emerging substances contributing to heightened overdose risk, while polysubstance use, including stimulant use, has become increasingly common.

Misinformation, stigma, and limited awareness continue to impede access to lifesaving resources, including naloxone, drug checking tools, treatment, recovery supports, and other harm reduction services. Individuals who use substances, family members, healthcare providers, and community organizations require timely, accurate, and accessible information to respond to an increasingly dynamic substance use landscape.

2.3 RFP Schedule

RFP Posted August 20, 2026

Applicant Questions Due

Applicants must submit questions regarding this opportunity by August 31, 2026, Philadelphia time. All questions must be submitted via email to

Almitra.Sutton-Bey@phila.gov

Answers Posted on eContract Philly

September 04, 2026, 5 pm Philadelphia time

Proposals Due September 08, 2026, 5 pm Philadelphia time

Applicant Selection September 28, 2026

Contract Execution November 1, 2026

Commencement of Work November 1, 2026

The above dates are estimates only. Notice of changes, due date for Applicant questions, or proposal due date will be posted as a notice/Addendum with the original RFP on eContract Philly and will become a part of the RFP.

2.4 Outcome Goals

The Department seeks communications and engagement partners capable of developing and deploying evidence-based, culturally responsive, and data-informed strategies that effectively reach priority audiences across Philadelphia. These efforts will support the Department’s mission to reduce overdose deaths, improve health outcomes, promote equitable access to services, and build healthier, more resilient communities.

The Department’s objectives for this RFP are to:

- Promote community engagement in substance use prevention, substance use treatment, and harm reduction resources.

- Promote substance-use related behavior changes.

- Promote proven harm reduction strategies, including starting with a low dose and going slowly, carrying naloxone, and never using drugs alone.

mailto:Almitra.Sutton-Bey@phila.gov https://philawx.phila.gov/econtract/ https://philawx.phila.gov/econtract/

- Promote the message that naloxone can reverse opioid involved overdoses, and that test strips can detect the presence of substances such as, but not limited to, fentanyl, xylazine, and medetomidine.

- Provide culturally relevant harm reduction messages to Philadelphians.

- Provide information on how to use naloxone and test strips.

- Provide information on how to identify and respond to an opioid overdose and stimulant overamping.

- Provide information on how to talk to a provider about drug use and enroll in substance use treatment.

- Provide information and training on how to talk to a patient or client about substance use, harm reduction, and treatment.

- Increase naloxone, test strip, and other harm reduction resources uptake through substanceusephilly.com, SUPHR partners, pharmacies, and other sources.

- Increase knowledge of substance use among Philadelphians.

- Increase awareness about emerging drug trends and adulterants in the local supply.

- Increase knowledge about the long-term effects of drug use and co-morbidities.

- Drive web traffic to substanceusephilly.com and @overdoseprevntionphl on

Instagram.

- Drive traffic to SUPHR engagement programs and outreach events.

- Combat substance use-related stigma.

The activities resulting from this RFP should lead to changes in personal health-related attitudes and behaviors:

- For persons for whom treatment is indicated for Substance Use Disorder (SUD), Opioid Use Disorder (OUD), Simulant Use Disorder (StUD), Alcohol Use Disorder (ADU), and other substance use-related disorders, connection to and initiation of appropriate treatments and counseling.

- For persons who use substances, including illicit and prescribed drugs, increase knowledge, uptake, and use of harm reduction resources, such as naloxone, fentanyl test strips, xylazine test strips, and medetomidine test strips, as well as increase safer drug use.

- For the public to increase its engagement with the Department regarding substance use health information, resources, and services.

- Reduce broad substance use-related stigma through messages that normalize conversations about substance use, the spectrum of substance use, and the impact of substance use in various communities.

2.5 Award Terms

Term

The term of this contract is expected to start on or about November 1, 2026, and end on or about October 31, 2027.

The City may, at its sole option, amend the contract to add up to four (4) additional one-year renewals (for a total of 5 years) of additional terms, each not to exceed one year.

Compensation Contract will state maximum compensation, including all expenses not to exceed $750,000.

Cost Proposal Type

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 and 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; rent, utilities, maintenance and security related to real estate; travel (reimbursable only at rates approved by the Department and in accordance with current City policies, which can be obtained from 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.

Terms of Payment

Provider agrees to submit signed invoices with supporting documentation in a format approved by PDPH within 30 days after the month of service (e.g., for services provided in July, the invoice should be submitted by August 30).

3. SCOPE OF WORK

3.1 Description of Services

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

Applicants should read this section closely. An Applicant’s proposed scope of work must detail how they will meet the service requirements or achieve the deliverables described in this section.

Applicants may also propose additional or revised services or deliverables to achieve the outcomes described in Section 2.3 Outcome Goals of this RFP. However, Applicants must explain why each of these additional services or deliverables are necessary, and when and how they will be completed.

Through this RFP, the Department seeks communications and media firms that can conduct some or all of the following activities as part of media campaigns and/or communications projects. Each project assigned through a Scope of Work to a Successful Applicant may include some or all of the services described below. PDPH does not expect each Applicant to provide all services but rather asks each Applicant to describe which among the following eight services it is able to provide.

An Applicant may apply for just one of the services below or all services:

1. CAMPAIGN PLANNING AND DESIGN – Develop new message concepts that address our campaign targets and guidance provided by the Department; Create final ads /messages for television, radio, public transit, social media, and/or other channels as identified that reflect appropriate message testing and direction provided by the Department; Identify existing, effective media campaigns from other communities that address our campaign targets and can be adapted for use in Philadelphia; Provide related project and administrative management services to support the above work.

2. MEDIA PLACEMENT / GUERILLA MARKETING – Develop media purchasing plans and buy media in order to reach target audiences effectively and efficiently through placement of ads/messages in appropriate media (in English language media and non-English language media outlets in Philadelphia). As directed, implement guerrilla marketing techniques such as “street teams” or other media distribution methods for campaigns or projects as directed by PDPH. Provide related project and administrative management services to support the above work.

3. EVALUATION / MESSAGE TESTING – Cooperate with the Department to conduct exposure monitoring and/or surveys, focus groups as part of design and/or evaluation, process and/or outcomes measurement and evaluation, conduct market research, or other related testing and evaluation as directed by the Department; Provide related project and administrative management services to support the above work.

4. GRAPHIC DESIGN – Envision and implement graphic design of reports, plans, and other materials in print or web formats as directed by PDPH; Provide related project and administrative management services to support above work.

5. PRINTING – Cooperate with the Department on printing of posters, plans, surveys, reports, distributable materials, and any other materials as directed by PDPH, often with short turnaround times; Provide related project and administrative management services to support the above work.

6. PHOTOGRAPHY / VIDEOGRAPHY – Conduct photo and/or video shoots at the direction of the Department, provide creative rights to preexisting content, and/or provide stock photography that meets campaign needs; Conduct photo/video editing; Provide related project and administrative management services to support the above work.

7. WEBSITE MANAGEMENT– Purchase on the Department’s behalf website URL addresses, arrange website hosting, and coordinate with City information technology programs to integrate using City, Department, and SUPHR branding, and coordinate with existing City and/or Department and SUPHR websites; Provide related project and administrative management services to support the above work.

8. LANGUAGE AND CULTURAL TRANSLATION – Organize language and/or cultural translation appropriate for related campaigns and projects as directed by Department; Provide related project and administrative management services to support the above work.

The Department anticipates carrying out a number of media projects (to be described in Scopes of Work) during the contract period and may have more than one qualified vendor on contract. As each Scope of Work is initiated, the Department will select from among contracted vendors capable of performing the activities required for each project.

Service Requirements Department requires the work activities described above in Section 3.1 Description of Services.

Applicant’s Proposal should state clearly and in detail which among the bulleted list of eight services it proposes to provide, and at what cost. Applicants should include the personnel/job titles (as identified in Section 4) and/or subcontractors responsible for completing each type of service.

If an Applicant proposes to work with subcontractors, the Applicant will be responsible for coordinating all subcontractors’ activities and ensuring a consistent and coherent communications campaign. Coordination activities include serving as a key point of contact for the Department;

communicating expectations and timelines to subcontractors; guaranteeing that subcontractors provide high-quality and timely deliverables; ensuring appropriate and timely financial and fiscal reporting by subcontractors; and other activities as needed.

1. Creative development

- Develop a brand concept for multiple media campaigns, including logos, taglines, and color schemes; expanding on the existing SUPHR brand.

- Develop campaign messages that reach key populations, specifically people who use substances, people at risk of using substances, and people who know others who use substances.

- Test brand and messaging with target demographics.

- Include Department-designated representatives throughout the development process.

2. Media placement/evaluation

- Develop a substance use prevention, reduction, and/or awareness media plan to reach target audiences effectively and efficiently through the placement of final ads/messages, as approved by the Department. The media plan should use channels that will reach the intended audience. Execute final ads/messages. Media placement should be made to accommodate changes based on findings from regular reports and Department data.

- Evaluate the reach and effectiveness of the media campaign and make recommendations on improving the campaign as it occurs. As necessary and feasible, modify campaign messages and distribution channels to improve campaign reach.

3. Administrative

- Negotiate agreements with actors, union organizations (SAG/AFTRA), subcontractors, and other agencies, as may be required.

- Provide regular and timely data on ad placement, views, and earned media coverage to inform modifications to the campaign and potential future components.

- Fulfill monthly reporting via conference calls of progress and invoicing. Specific responsibilities include for successful Applicant(s) to:

o Estimate costs of advertising expenditures and ensure alignment with the budget.

o Anticipate needs for media initiative materials and notify Department of any concerns.

o Track all media expenditures against the approved budget and alert Department with any timely concerns.

o Bill Department for all media buys according to agreed-upon procedures.

o Review and reconcile all media invoicing with media vendors on a timely basis.

o Resolve all discrepancies with media vendors and ensure that Department is only billed for media that was run according to agency instructions.

o Provide complete billing services, including billing and payment of invoices to vendors after receiving payment for said invoices.

o Coordinate receipt of funds from the Department; Pay vendors within the stipulated time after receipt of funds from the Department.

o Manage all media placement timelines and ensure deadlines are met.

o Provide an account services representative to ensure goals are met.

o Provide supporting documentation as requested.

o Work with Department to coordinate media meetings with partners.

o As requested, provide data, diagrams, internal presentations, and report files.

- Complete any other activities required by Department to ensure effective and appropriate communications initiatives.

General Requirements

1. Hours and Location of Work

Hours of operation for the Department are 8:00 AM – 5:00 PM local Philadelphia time. The successful Applicant(s) may work from its offices, pending availability, but should be available for standing weekly to bi-weekly meetings with the Department, as well as considerable additional communications with the Department between standing meetings. The Applicant must make available one key point of contact to the Department during usual working hours to coordinate all initiative communications and activities. See Section II (J) for further details on staffing requirements.

2. Monitoring; Security

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

• A media point of contact will be identified at the beginning of the campaign. This person will communicate with the media agency’s project lead weekly by phone, video call, or in person to discuss project statuses.

• Digital reports are required at least bi-weekly or as directed by Department. Reports will outline the cost of each project element and the audience(s) reached within that time frame.

Reach will be defined at the beginning of each project or campaign.

• Department will review annual independent audits provided by the media or communications agency, as required.

• Media or communications agency must comply with creative commons laws and Department‘s photo release standards when using outsourced creative property.

3. Reporting Requirements

Successful Applicants shall report to the City of Philadelphia on a regular basis regarding the status of each project as described in a specific Scope of Work, and its progress in providing the contracted services and/or products. At a minimum, successful Applicants shall submit monthly invoices detailing the services and/or products provided, the goals/tasks accomplished, and the associated costs. If hourly rates are charged, the invoice must also detail the number of hours, the hourly rate, and the individual who performed the service. The Department reserves the right to withhold payment if an invoiced item requires further detail and/or supporting documentation.

The Successful Applicant will:

• Communicate by phone or in person with Department point of contact to discuss each project's status, review timeline and deadlines, and other specific details outlined in each project’s Scope of Work.

• Communicate bi-weekly by phone or in-person to discuss project strategy and status with the larger campaign team.

• Provide a creative brief and media plans for all campaigns, describing the medium and distribution justification, and estimated reach.

• Provide written monthly invoices on Department forms detailing staffing, hours worked, and spending on other items, i.e., equipment, supplies, travel, pass-through expenses, etc.

• Provide other reports as described in the Scope of Work and as directed by Department.

• As needed, provide quarterly reporting required by the PDPH-SUPHR funders (including but not limited to CDC, SAMHSA, and PA DOH).

4. Specific Performance Standards

The City expects that the contract (or contracts) resulting from this RFP will include performance and quality standards for the project, including but not limited to the following:

• All final collateral material must be 508 compliant. For more information about Section 508 compliance, visit www.section508.gov.

• All talent used in final collateral material shall be part of or represented by an actor’s guild/union and paid according to those guidelines.

• All final collateral material should be available to Department for reuse after design.

• New collateral material must be designed based on the project’s unique creative brief and may not be a duplicate of a previous campaign deployed in the Philadelphia market.

• Agency must keep constituent data confidential according to City, State, and Federal laws, including HIPAA regulations.

• All final ads/messages must be approved, in writing, by the SUPHR Director (or designee) prior to media placement.

The City reserves the right to reject any item of work that does not meet the Department’s minimum standards of performance and quality, or that does not conform to specific projects’ scopes of work.

The City shall not be obligated to pay for rejected work.

5. Cost Proposal

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 and 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 and in accordance with current City policies, which can be obtained from 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.

The successful Applicant(s) will be awarded a contract starting November 1, 2026, through October 31, 2027, with the possibility of up to four yearly renewals.

6. Organization and Personnel Requirements

The proposal must identify all personnel who will perform work on the contract, by education level, skill set (described in detail), experience level, and job title. Resumes of all personnel so identified should be included in Applicant’s Proposal. The Department expects the following with respect to the successful Applicant’s organizational structure and personnel:

• Applicant must have at least one staff member assigned to each project who is experienced in using the graphic design software required, as identified in the Scope of Work.

• One staff person to serve as the key strategic leader regarding campaign/message development.

• One staff person for each project must act as the point of contact for coordinating programmatic, administrative, digital, and fiscal issues.

• One staff member to have experience in the Adobe Creative Cloud.

• Applicants must have one executive-level staff member available as needed to discuss high-level policy concerns.

• One staff person to serve as the key strategic leader regarding campaign/message development.

7. Technology Capabilities

The successful applicant will be responsible for having and using the following technology capabilities and resources in performing the work:

• Electronic filing-sharing platform to deliver digital files to the Department.

• Adobe CS5-compatible files (specifically InDesign).

• Video formats/programs compatible with PCs.

• File-formatting conversion applications (various A/V formats, uncompressed, specific types for printing: eps, jpg, high-resolutions pdfs).

• Color printing and bindery services to provide mock-ups and mechanicals when necessary.

• Working email, website, and internet access.

• Creative software formats identified in the scope of work.

The Department’s technology capabilities and resources are:

• Microsoft Outlook 365 for electronic communications.

• Microsoft Word 365 and Adobe Acrobat 9 Pro for documentation review.

• Microsoft Publisher 365, Adobe CS5 & Premiere for media editing.

L. Alternative Solutions

If an Applicant offers options and/or alternative solutions that are not requested in this RFP or are not included in its proposed prices, the Applicant must provide the following information:

• A detailed description of the option/alternative solution (including, but not limited to, all features, functionality, and/or services that will be unavailable if the option/alternative is not purchased);

• If not included in the proposed prices, a full explanation of the rationale for not including.

3.2 Performance Metrics, Contract Management & Payments

Performance Metrics The City of Philadelphia is interested in identifying metrics in order to monitor and improve performance during the life of the contract. The Department has identified the following metrics and will work with the awarded provider(s) to add to or refine this list during contract negotiations. The final set of performance metrics and frequency of collection will be negotiated by each successful Applicant and the Department prior to the finalization of an agreement between parties and may be adjusted over time as needed.

Performance Metric

Data Source Data Collection Frequency

Data Collection Responsibility

Data Review

Cadence

Past Performance Benchmark (if known)

Audience engagement and reach

All measurable advertisements weekly Vendor weekly Large budget ($20,700):

5,154,570 digital impressions;

Small budget ($2700):

366,900 digital impressions.

Overall campaign performance

All measurable advertisements weekly Vendor Campaign middle and end

Well compared to industry standards.

Cost per click All measurable advertisements

Weekly Vendor As needed Average:

$0.29

Click Through Rate

Meta / Google Analytics

Weekly Vendor Weekly Average:

3.9%

Cost per mile (per 1000)

Meta / Google Analytics

Weekly Vendor Weekly Average:

$6.10

Cost per landing page view

Meta / Google Analytics

Weekly Vendor Weekly Average:

$0.72

The Department anticipates the work for this project may be organized into the following milestones, i.e., or groups of tasks, services, and/or work products, listed below. For each milestone, the Applicant should propose criteria to determine when the milestone has been satisfactorily completed.

Applicants may propose additional or revised milestones, or a project structure that does not rely on milestones but should explain their reasons for the structure proposed and how it will facilitate completion of the work.

Milestone Service / Tangible Work Product Description from Vendor

Develop substance use campaigns as described above

Draft logo, tagline, color schemes, etc., submitted for PDPH review.

Draft campaign messages Draft messages submitted for PDPH review Final campaign brand and messages Proposed final logo, tagline, color schemes, and messages, incorporating PDPH and target audience feedback, submitted for PDPH approval

Milestone Service / Tangible Work Product Description from Vendor

Draft media buy plan Media buy plan submitted for PDPH review

Final media buy plan Final media buy plan submitted for PDPH approval

Campaign begins Implement media

Evaluate media effectiveness Review results and adjust media buy plan accordingly, in conjunction with PDPH

Close budget Submit remaining invoices & reconciliations

Submit monthly reports Monthly reports on ads placed, views, and earned media reach

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

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.

Funding for this contract may be supported, in whole or in part, by a federal award. As such, the City reserves the right to conduct monitoring activities required by applicable federal statutes, regulations, executive orders, terms and conditions of the federal award, and the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR Part 200), as well as any agency-specific requirements.

How We Will Pay the Selected Applicant

The contract for each chosen provider will include a contract maximum amount that cannot be exceeded without a written contract amendment. Applicants must provide a detailed cost proposal, with a line-item breakdown of the costs for specific services and work products proposed. Cost proposals must be “fixed price” proposals. The proposed price must include all costs that will be charged to the City for the services and tangible work products the Applicant proposes to perform and deliver to complete the project, including, but not limited to, costs for the following, if the Department is to pay for them: employee compensation and fringe benefits; communication; printing;

administrative expenses; bonding; acquisition of real estate; rent, utilities, maintenance and security related to real estate; travel (reimbursable only at rates approved by the Department); project management; development; testing; implementation; maintenance; training; and all other work proposed. Any contract resulting from this RFP will provide for a not-to-exceed amount in the compensation section of the contract.

4. HOW TO SUBMIT YOUR RESPONSE

4.1 What You Must Include in Your Proposal

For your proposal to be considered, proposals must be submitted:

a) electronically;

b) through the City’s designated system (not email);

c) before the deadline; and,

d) signed by an authorized representative of the Applicant.

Additionally, your proposal must include the information listed in the Proposal Requirements below and be organized in the order shown. Failure to submit your proposal in the manner and format required by this RFP may result in your proposal being rejected.

Proposal Requirements:

1. Table of Contents

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

Provide an overview of your company, the goods or services you offer and how you plan to meet the City’s needs.

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

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

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

1. Name of Business

2. Business Address

3. Telephone Number

4. Fax Number (if applicable)

5. E-mail Address

6. Website Address

7. Federal Taxpayer Identification Number or Federal Employer Identification Number

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

1. Name

2. Job Title

3. Address

4. Telephone Number

5. Fax Number (if applicable)

6. E-mail Address

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

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

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

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

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

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

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

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

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

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

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

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

Provide at least three references, preferably for projects that are similar to the work sought by this RFP. Include the company/entity, a contact person’s name, the contact person’s title, their address, their email address, and telephone number. The more similar the reference is to the City the better, such as other local government entities.

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

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

• Company Name

• EIN

• Scope of Work

• Percentage of total work allocated to each firm

8. Requested Exceptions to Contract Terms (Tell the City 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.

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.

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

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…