On Call Marketing Design Services RFP 7.22.26.pdf

Cherelle L. Parker, Mayor

Tracy Borda, Interim Chief Executive Officer, Philadelphia International Airport

The City of Philadelphia

WORK SUMMARY:

The City of Philadelphia, through the Deparment of Aviation, is seeking a qualified firm to provide on call marketing and graphic design services, including advertising strategy, media planning and buying, creative design, content creation, and influencer engagement, in support of Philadelphia International Airport. The selected Applicant will serve as a strategic partner to deliver cohesive, data-driven campaigns that strengthen brand awareness, enhance traveler engagement, and support revenue and operational priorities.

PROPOSED COMPENSATION:

The contract will be awarded on a not-to-exceed basis of $3,000,000 annually, inclusive of all fees and expenses, with compensation structured through a combination of retainer-based services and approved project-specific scopes of work.

RFP ISSUE DATE:

7/23/26

RESPONSE DEADLINE:

No later than 5 pm Philadelphia Time on August 24, 2026 A complete proposal must be submitted by this time to be considered. Proposals in-process are incomplete.

PRE-PROPOSAL MEETING:

A optional pre-proposal meeting will be held on July 30, 2026, at 10:00 am, Philadelphia Time.

It is highly recommended that all proposers attend.

ZOOM LINK:

Join from Zoom Workplace app - Zoom

Meeting ID: 821 7680 6426

Passcode: k1hfrF

OFFICIAL RFP CONTACT:

Shannon Clark

Procurement Specialist 2

Shannon.clark@phl.org

SUBMISSION REQUIREMENTS:

All proposals must be submitted electronically to the correct contract opportunity established for this RFP (identified by opportunity number) through eContract Philly at https://philawx.phila.gov/econtract/ https://us05web.zoom.us/s/82176806426?pwd=a3lKMeigp5FsyJe2i9wXmmw3aJcL30.1#success https://philawx.phila.gov/econtract/

REQUEST FOR PROPOSALS FOR

ON CALL MARKETING AND GRAPHIC DESIGN SERVICES

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 .. 27

Appendix C – Insurance Requirements…………………………………………………………………………..28

1. INTRODUCTION

1.1 Values

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

1.2 Contracting with the City of Philadelphia

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

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

IF ELIGIBLE, YOU ARE ENCOURAGED TO:

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

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

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

CITY BUSINESS

LICENSES AND

PERMIT

REQUIREMENTS

PAYMENT OF CITY

BUSINESS TAXES

OR OTHER

INDEBTEDNESS

OWED TO THE CITY

CHAPTER 17-1300.

PHILADELPHIA 21ST

CENTURY MINIMUM

WAGE AND BENEFITS

STANDARD

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

1.3 Contacting Us

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

(215) 686-4914.

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

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

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

1.4 Feedback about this RFP

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

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

2. THE OPPORTUNITY

2.1 Summary

The City of Philadelphia, through the Department of Aviation, seeks to engage a qualified firm to provide on call marketing and graphic design services in support of Philadelphia International

Airport’s (PHL) strategic, operational, and revenue-generating objectives. The selected Applicant will serve as a long-term partner with the demonstrated capacity, expertise, and operational efficiency to deliver advertising strategy, media planning and buying, creative design, content creation, influencer engagement, and interactive support at scale.

PHL operates in a complex, high-visibility environment requiring consistent, timely, and high-quality communications across a wide range of audiences and channels. As the airport prepares for significant growth and global attention driven by major national and international events, PHL requires an agency partner with proven experience supporting large, public-facing organizations through integrated, data-informed marketing solutions.

This opportunity seeks proposers that can demonstrate superior strategic thinking, creative excellence, media expertise, and performance measurement capabilities. The proposer is expected to operate as an extension of the PHL marketing team—bringing operational rigor, innovation, and accountability while delivering measurable outcomes aligned to the City’s goals.

2.2 Background

Department of Aviation Overview

The City administers the day-to-day operations of the Airport through Aviation, under the direction of its Chief Executive Officer (“CEO”). The Airport’s Chief Strategy Officer (CSO), or her designee, will manage the work performed by the Applicant(s).

Project Background

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 2024 by Airports Council International – North America, PHL was ranked the twenty-first busiest airport in the United States, serving 30.9 million passengers; twenty-fifth busiest in the nation for aircraft operations; and twentieth 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 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 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 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.

Problem Statement

PHL’s current challenge is ensuring that marketing and communications efforts are not only consistently executed, but also strategically aligned, operationally efficient, and purposefully designed to elevate the airport experience and grow brand recognition. As the airport’s portfolio of initiatives, partners, and platforms continues to expand, the absence of centralized oversight and orchestration can result in fragmented workflows, inconsistent messaging, inefficient media investment, and missed opportunities to fully leverage PHL’s role as both a transportation hub and a gateway to the region.

The Department of Aviation seeks to address this challenge by engaging a qualified Applicant partner with the demonstrated ability to manage complex, multi-channel scopes of work; empower and enhance strategic marketing efforts; deliver high-quality creative and media solutions; and provide transparent, performance-driven reporting. The desired outcome is a unified, future-forward marketing approach that strengthens brand consistency, increases cost effectiveness, elevates the passenger and partner experience, and meaningfully builds awareness, engagement, and pride in the PHL brand.

2.3 RFP Schedule

RFP Posted July 23, 2026

Pre-Proposal Meeting

A optional pre-proposal meeting will be held on July 30, 2026 at 10:00 am, Philadelphia Time. It is highly recommended that all proposers attend.

ZOOM LINK

Join from Zoom Workplace app - Zoom

Meeting ID: 821 7680 6426

Passcode: k1hfrF

Applicant Questions Due

Applicants must submit questions regarding this opportunity by August 6, 2026 at 5pm Philadelphia time. All questions must be submitted via email to

Shannon.clark@phl.org

Answers Posted on eContract

Philly August 13, 2026, 5pm Philadelphia time

Proposals Due August 24, 2026, 5pm Philadelphia time

Applicant Interviews, Presentations

(City Discretion)

September 1 – September 8, 2026, virtual

Applicant Selection September 15, 2026

Contract Execution December 1, 2026

Commencement of Work January 1, 2027

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

https://us05web.zoom.us/s/82176806426?pwd=a3lKMeigp5FsyJe2i9wXmmw3aJcL30.1#success

2.4 Outcome Goals

The selected Applicant will be expected to achieve outcomes that demonstrate value, effectiveness, and alignment with City priorities, including:

1. Improved brand consistency and recognition across all marketing channels and passenger touchpoints.

2. Increased engagement and reach among key traveler and stakeholder audiences, supported by measurable performance metrics.

3. More efficient and effective use of marketing resources, including optimized media planning and buying strategies.

4. High-quality creative and content delivery that supports both day-to-day communications and large-scale campaigns.

5. Clear performance measurement and reporting, enabling data-informed decision-making and continuous improvement.

2.5 Award Terms

Term

The initial term of the contract is expected to begin on or about

January 1, 2027, and end on or about December 31, 2027.

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

Compensation The contract will state maximum compensation, inclusive of all expenses, not to exceed $3,000,000

Cost Proposal Type

Proposers should submit a cost proposal that demonstrates long-term cost effectiveness and fiscal responsibility. The Department of

Aviation anticipates a hybrid approach that may include:

• Fixed pricing for defined campaigns or annual planning services

• Hourly rates for ad-hoc strategic, creative, or production services

• Media purchases billed at net, with agency fees clearly identified

Terms of Payment Successful Applicant shall submit monthly invoices

3. SCOPE OF WORK

The Scope of Work outlines the services, deliverables, and performance expectations associated with this engagement. The selected Applicant will serve as a strategic and operational partner to the

City of Philadelphia, Department of Aviation, providing integrated marketing, advertising, media, creative, content, and digital support for Philadelphia International Airport (PHL).

The Scope of Work is designed to:

• Support the outcomes identified in Section 2.4;

• Encourage innovation and cost-effective approaches;

• Promote collaboration between The Department of Aviation and the selected Applicant;

• Clearly define responsibilities and deliverables; and

• Establish realistic expectations aligned with the contract term and budget.

The Applicant’s proposed scope of work, once negotiated and finalized, may be incorporated into the executed contract as the basis for performance and payment.

3.1 Description of Services

The selected Applicant shall provide full-service support, including strategic planning, creative development, media planning and buying, content creation, influencer engagement, digital and interactive support, and performance reporting. Services are expected to be delivered on an ongoing basis throughout the contract term, with varying levels of intensity depending on campaign needs, seasonal demand, and major initiatives.

A. Strategic Planning & Account Leadership

• Serve as the primary strategic marketing partner and central point of coordination.

• Develop an annual marketing and communications plan aligned to PHL priorities.

• Provide campaign strategy, messaging frameworks, and channel recommendations.

• Lead quarterly planning sessions and ongoing optimization discussions.

• Coordinate across internal stakeholders and external partners as needed.

Deliverables may include: annual plans, campaign briefs, messaging frameworks, timelines, and strategic recommendations.

B. Creative Development & Design

• Develop creative concepts and executions across digital, print, out-of-home, broadcast, social, and in-terminal environments.

• Ensure all creative aligns with PHL brand standards and accessibility requirements.

• Produce creative assets at scale, including static, motion, and video formats.

• Refresh and evolve creative to maintain relevance and effectiveness.

Deliverables may include: campaign creative, design toolkits, presentations motion graphics, video assets, templates, and production-ready files.

C. Content Creation

• Plan and produce original content that supports awareness, engagement, and revenue goals.

• Develop editorial calendars and content themes.

• Produce photography, video, copywriting, and storytelling assets.

• Support real-time, event-based, and seasonal content needs.

Estimated cadence: monthly content planning with ongoing production throughout the year.

D. Media Planning, Buying & Optimization

• Develop integrated media plans aligned to campaign objectives and target audiences.

• Execute media buys across paid social, display, programmatic, search, CTV/OTT, audio, out-of-home, and other relevant channels.

• Optimize media performance through testing, pacing, and creative rotation.

• Coordinate airport-owned, partner, and third-party media placements where applicable.

Deliverables may include: media plans, insertion orders, trafficking documentation, optimization reports, and campaign summaries.

E. Influencer Strategy & Activation

• Identify, vet, and manage influencers aligned to campaign objectives and brand values.

• Develop influencer concepts, briefs, and content guidelines.

• Coordinate content production, approvals, and usage rights.

• Support amplification of influencer content through paid media.

Deliverables may include: influencer strategies, content plans, performance summaries, and usage documentation.

F. Digital & Interactive Support

• Support campaign microsites, landing pages, and digital experiences.

• Provide creative and UX support for interactive elements.

• Develop assets for digital signage and emerging platforms.

• Coordinate with City IT or external vendors as required.

G. Reporting, Analytics & Insights

• Provide transparent performance reporting tied to contract goals.

• Deliver monthly dashboards and campaign-level reporting.

• Conduct post-campaign analysis and insights reviews.

• Recommend optimizations and improvements based on performance data.

Service Requirements

The Applicant must demonstrate the ability to:

• Manage multiple campaigns simultaneously;

• Meet defined timelines and turnaround expectations;

• Maintain consistent quality and brand alignment;

• Collaborate effectively with City staff; and

• Adapt services in response to evolving priorities.

A high-level performance schedule, including key milestones and deliverable timelines, should be included in the Applicant’s proposal.

The Department of Aviation reserves the right to adjust service requirements or deliverables based on changing needs, budget considerations, or operational conditions.

General Requirements

Legal & Compliance

• All services must comply with applicable City, state, and federal laws.

• Creative and media must meet accessibility and nondiscrimination standards.

• Applicant must comply with City procurement, ethics, and disclosure requirements.

Staffing & Organization

• The Applicant shall assign a dedicated account team with clear roles.

• Staffing levels must be sufficient to meet service demands.

• Key personnel changes must be communicated to The Department of Aviation.

Data & Technology

• Use industry-standard tools for media management, analytics, and reporting.

• Maintain secure systems for data storage and file sharing.

• Provide access to reporting dashboards and campaign data as requested.

Financial & Budget Management

• Maintain financial controls to ensure costs remain within the not to exceed amount.

• Clearly separate media costs from agency fees.

• Support audits or reviews as required.

City of Philadelphia Responsibilities

The Department of Aviation, will:

• Provide strategic direction, approvals, and priorities.

• Supply existing brand guidelines, historical performance data, and internal insights.

• Coordinate internal stakeholder access where appropriate.

• Review and approve deliverables in a timely manner.

General Requirements

A. Hours and Location of Work

Hours and location of work will depend heavily on the project at hand in addition to the time required to complete it.

B. Monitoring; Security

By submission of a proposal in response to this RFP, Applicant agrees that it will comply with all contract monitoring and evaluation activities undertaken by the City, and with all security policies and requirements of the City and the Transportation Security Administration (“TSA”). Applicants are required to comply with Section 7 of the Airport Rules and Regulations regarding Airport Security. To review Section 7, contact Airport Security at 215-937-5452. The Applicant’s personnel may be required to display in full view a specific identification badge to be issued by Aviation. Background checks of personnel may be required. Background checks, fingerprinting ($32), and badging ($33) costs for each employee are the responsibility of the Applicant, if required. In the event that the

Applicant is privy to any Airport security information, the Applicant and all of its personnel and subcontractors (if any) shall be subject to Title 49 Code of Federal Regulations (CFR) Part 1520.

Security will be maintained in accordance with TSA Regulations under the provisions of 49 CFR Part

1542. Failure to comply with the City’s and TSA’s rules and regulations shall be a material breach to the contract and, in addition to all other rights and remedies of the City under the contract, at law or in equity, the City shall be entitled to terminate the contract without liability to the City, and upon such termination, the Applicant shall be liable to the City for all outstanding fees and charges and all costs, including attorney costs, expenses and damages arising out of such termination.

Organization and Personnel Requirements

The successful Applicant(s) shall employ on its staff permanent, experienced professionals to manage the work of this contract, who specialize in airports is preferred but not required.

Subcontractors may be used for a portion of the work; however, the successful Applicant(s) must demonstrate the technical leadership and overall responsibility for each assignment. It is possible that the successful Applicant(s)’ personnel may be required to work alternative shifts and/or weekends depending upon the requirements of Aviation.

Staffing Plan:

The proposal must include an Organizational Chart for the proposed team, identifying key team members and defining where work will be performed. The proposal must identify all personnel who will perform work on the project by job title, skill set, and experience level. Resumes of all personnel so identified should be included in the Applicant’s proposal including titles and description of each person’s duties. The list will also include specific owners and officers and/or partners authorized to bind the company to the provisions of the proposal.

PHL expects the following concerning the successful Applicant’s organizational structure and personnel:

Personnel shall be of high professional, personal and ethical integrity. They must avoid conflicts of interest and prevent the compromise of security standards. The reputation and caliber of the personnel and their unbiased interaction with tenants and the traveling public on behalf of the

Airport is of the utmost importance. Personnel will be required to display in full view a specific identification badge to be issued by the Airport. Background checks of personnel will be required to the extent necessary to assure that unescorted access to controlled areas of PHL do not compromise security. Security will be maintained in accordance with TSA Regulations under the provisions of 49 CFR Part 1542. Personnel may be required to work nights, weekends, or overtime on certain projects as the nature of the project work dictates, or as directed. Accordingly, the successful Applicant(s) must be familiar with typical airport operations and with applicable FAA codes and standards and City codes with respect to Airport projects.

3.2 Performance Metrics, Contract Management & Payments

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.

The Department of Aviation will conduct regular check-ins to review performance, flag challenges, and adjust strategy as needed. The Applicant must participate in:

• Monthly performance reviews;

• Quarterly planning and optimization sessions; and

• Annual performance evaluations.

The City reserves the right to reject deliverables that do not meet agreed-upon standards or contractual requirements.

How We Will Pay the Selected Applicant

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

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

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:

• 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.

For contracts valued at $1 million or more annually, please also detail in your proposal the local impact if you are awarded the contract, by including the following information:

a. Anticipated quality jobs created or sustained in Philadelphia through the contract;

b. Anticipated hiring of Philadelphia residents to perform work under the contract;

c. Will you open offices in Philadelphia if awarded the contract?;

d. Are you planning to form a joint venture or subcontract with any Philadelphia-based entities? If so, please detail those arrangements; and,

e. Any other information you deem relevant to demonstrating local impact.

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 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

You must complete your application through eContract Philly before the deadline to be considered for this contract opportunity. Proposals may be changed at any time up until the submission deadline and the City will not review your proposal until after the deadline. The proposal is not considered submitted until the “submit” button is pressed at the conclusion of the eContract Philly submission process. You will receive a confirmation email that your Application was submitted.

Applicants are encouraged to allow sufficient time to complete the application process in order to become familiar with the requirements of the eContract Philly interface, upload all required documents, and resolve any technical issues prior to the submission deadline. The City need not accept, and may discard, responses that are incomplete, late, or submitted in any other format.

Electronic File Limitations eContract Philly accepts attachments up to 8MB of the following file types: Microsoft Word, Microsoft Excel, Microsoft Project, Adobe PDF or in a compressed zip file. Larger attachments must be split into smaller attachments to accommodate this file size limitation. There is no limit to the number of attachments that may be uploaded.

Every Entity Applies for Itself

Except in the case of Joint Ventures, which follow special rules described below, every entity must apply for itself. If the prospective applicant is not already registered with eContract Philly, you must first register for an account before you can apply to this opportunity. Note that each legal entity must have a separate account; you may not utilize or repurpose another entity’s account for this application. To identify each legal entity, the eContract Philly application system uses an entity’s

Taxpayer Identification Number, either a Social Security Number (SSN) or Employer Identification

Number (EIN). Make sure the Tax Identification Number associated with your profile matches the

Tax Identification Number of the company that is applying. Applications from an affiliated entity or made on another entity’s behalf will cause the City to reject the proposal.

See the Joint Venture rules if you are applying on behalf of a Joint Venture.

Use the Submission Checklist Below

This is a tool to help you to submit a complete, accurate, responsive, and on time application.

DOES MY RESPONSE MEET THE PROPOSAL REQUIREMENTS?

Did you submit the proposal before the stated deadline of this RFP?

Did the proposal explain how Applicant meets the goals and objectives, tasks, milestones, and deliverables, and other requirements described by the Department in the Opportunity and Scope of Work sections?

Does your cost proposal meet the requirements under “Compensation”?

Does your service proposal meet the requirements under “Description of Services”?

Does your proposal meet the overall format and content requirements described in “What you must include in your proposal”?

If eligible, did you enroll with the City’s Vendor Payment Portal to effortlessly submit electronic invoices and monitor payment progress 24/7?

Did you review the entire RFP and contract attachments, including the Contract Terms and

Conditions, and request any exceptions? You must propose contract language changes with your proposal or the City’s terms are deemed accepted.

Was the proposal submitted electronically through eContract Philly?

Did you complete the mandatory political contribution disclosures through the application?

Was the proposal submitted to the correct opportunity number?

Was the application signed by clicking on the “submit” button at the conclusion of the eContract Philly submission process? The proposal is not considered submitted until this button is pressed, regardless of when you started to complete the proposal.

You will receive an email acknowledgment of your submission.

Was the individual who signed the application authorized to sign on behalf of the

Applicant? For more information on who is authorized to sign your application, please see page 32 of the sample application found on eContract Philly here. You must be logged in to eContract Philly to access the document.

Does the Applicant’s eContract Philly Profile match the Applicant information provided in the proposal? Do the Taxpayer Identification Numbers match? (Do not use the SSN of the person filling out the proposal, unless the contract will be with that actual person; use the number of the entity applying and on its eContract Philly profile.)

Special Rule for Joint Ventures

4.3 Proposal Binding

Your proposal is a binding offer to contract for what you propose. Each Applicant agrees that it will be bound by the terms of its proposal for a minimum of 180 calendar days from the application deadline for this RFP and will enter a contract containing the same terms. If the City accepts your proposal as submitted, the City need not negotiate additional or different terms. Applicants must state clearly and conspicuously any modifications, waivers, objections, or exceptions they seek in a separate section of the proposal entitled “Requested Exceptions to Contract Terms.”

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

The City reserves the right, in its sole discretion, to negotiate terms and conditions different from and/or additional to the Contract Terms without notice to other Applicants.

5. HOW WE CHOOSE

The City will consider many factors, including cost, when evaluating proposals submitted to this RFP.

While cost is an important factor, it is not the sole, or necessarily the deciding factor. The City may choose to award the contract resulting from this RFP to an Applicant whose proposal is the most advantageous to the City and in the City’s best interest even if the Applicant is not offering the lowest price.

The City will base its selection on criteria that may include, but are not limited to:

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

Department and those it serves

2. Eligibility under Code provisions relating to campaign contributions

3. Superior prior experience of Applicant and staff

• Documented prior experience in performing project(s) of similar size and scope to the work sought by the RFP

• Proposed project plan/strategy/solution for meeting department requirements

• Innovativeness of solution

• Staffing qualifications (e.g., staff prior experience, education, licenses, professional achievements)

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

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

• Proven track record of driving revenue and meeting goals through innovative solutions

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

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

8. Lower cost

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

10. Anticipated long-term cost effectiveness

11. Meets prequalification requirements

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

If a contract is awarded from this RFP, a notice will be published on the City’s eContract Philly website identifying the name of the selected Applicant and the basis for award to that Applicant, as well as the names of all other Applicants to this RFP. To access this notice, select the button that says

“Notice of Intent to Contract” and search for your opportunity number.

6. GENERAL RULES GOVERNING

RFPs/PROPOSALS

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

Maintain an active Business Income and Receipts Tax (BIRT)

Account Number.

REGISTER HERE.

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

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

District taxes and fees or payment plans.

OBTAIN A TAX

CLEARANCE

CERTIFICATE HERE

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

SEE THE

“DISCLOSURE/

ELIGIBILITY” TAB ON

ECONTRACT PHILLY

HERE FOR MORE

INFORMATION

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

Philadelphia).

CONTRACTING

DISCLOSURE AND

FILING INSTRUCTIONS

ARE HERE

Pay a Contract Preparation Fee

SEE AND PAY THE FEE

HERE

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

THE CURRENT LIVING

WAGE RATE AND

BENEFITS

REQUIREMENTS AND

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

Century Minimum Wage and Benefits Standard found in

Philadelphia Code Sec. 17-1300.

APPLICABILITY CAN

BE LOCATED HERE

If the awarded contract is valued at or over $250,000, you must extend Equal Benefits to life partners of employees that are extended to spouses of its employees, under 17-1900 of the

Philadelphia Code.

INFORMATION

REGARDING EQUAL

BENEIFITS IS

LOCATED HERE

Register for electronic payments

INSTRUCTIONS FOR

REGISTRATION CAN

BE FOUND HERE

Comply with federal Health Insurance Portability and

Accountability Act (HIPAA) if applicable.

SEE HIPAA SECTION

BELOW

6.1 Health Insurance Portability and Accountability Act (HIPAA) The work to be provided under any contract entered into pursuant to this RFP may be subject to the federal Health Insurance Portability and Accountability Act (HIPAA) or other state or federal laws or regulations governing the privacy and security of health information.

If the contract is with any of the “Covered Units” designated by the City or the chosen provider is otherwise a “Business Associate” under HIPAA, the selected Applicant must comply with the “Terms and Conditions Relating to Protected Health Information” which are posted on eContract Philly under the “About” section and which will be incorporated into the contract by reference.

6.2 Special Rules Applicable to Joint Ventures

Generally, applications submitted through eContract Philly from Applicants that purport to be filing an application on behalf of another individual or business entity will not be considered, even if the other business entity is an affiliate of the Applicant. In the case of multiple business entities that, if awarded a contract, have formed, or intend to form a joint venture to perform the contract, a single business entity may file an application on behalf of all such business entities, so long as: (i) the filing business entity is or will be a member of the joint venture, (ii) the application is made in the name of the existing or proposed joint venture, (iii) documentation is submitted with the application identifying all business entities that will comprise the joint venture, and demonstrating a binding agreement among those business entities to perform the contract as the joint venture identified in the application (for a joint venture that has not yet been formed, documentation signed by each identified business entity evidencing a commitment to form the joint venture if awarded the contract is sufficient), and (iv) the non-filing business entities are eligible for award of a City contract and make the disclosures required by Chapter 17-1400 of the Philadelphia Code (described in greater detail below) within fourteen (14) days after the joint venture receives notice that it has been awarded the contract.

https://codelibrary.amlegal.com/codes/philadelphia/latest/philadelphia_pa/0-0-0-296110 https://codelibrary.amlegal.com/codes/philadelphia/latest/philadelphia_pa/0-0-0-296544 https://vendor-payments.phila.gov/login https://www.phila.gov/privacypolicy/ https://codelibrary.amlegal.com/codes/philadelphia/latest/philadelphia_pa/0-0-0-296144

6.3 Mandatory Political Contribution Disclosures and Penalties Pursuant to Chapter 17-1400 of the Philadelphia Code, Applicants are required to disclose the following as part of their required online application:

• their direct and indirect campaign contributions to:

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

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

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

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

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

6.4 Political Contribution Limits for City Contractors

The current contribution limits are adjusted every four years (starting…