On-Call Portfolio Management Services FY27 RFP .pdf

Cherelle L. Parker, Mayor

Kristin Del Rossi, Commissioner Streets Department

The City of Philadelphia

REQUEST FOR PROPOSALS FOR

ON-CALL PORTFOLIO MANAGEMENT SERVICES

WORK SUMMARY:

The City of Philadelphia’s Department of Streets is pleased to announce a contract opportunity for a PennDOT pre-qualified engineering applicant for On-Call Portfolio

Management Services. This effort will primarily support Federal and State funded transportation and bridge projects.

RFP ISSUE DATE:

June 25, 2026

RESPONSE DEADLINE:

No later than 5 pm Philadelphia Time on August 17, 2026. A complete proposal must be submitted by this time to be considered. Proposals in-process are incomplete.

PRE-PROPOSAL MEETING:

A pre-proposal meeting will be held on July 10, 2026, at 1:00 PM, Philadelphia Time. It is highly recommended that all proposers attend.

Via Teams:

Join the meeting

OFFICIAL RFP CONTACT:

Kasim Ali, P.E.

Chief Design Engineer kasim.ali@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/

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

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 appointment of a Portfolio Manager is desired to supplement existing staffing levels and expertise and provide flexibility with the Department of Streets (DOS) production schedule. The consultant chosen must be able to react quickly to projects that may have short-term deadlines.

The scope of work includes all aspects of Project Management including, but is not limited to the following:

1. Prepare and maintain a design schedule from Project Initiation to Contract Award using

PennDOT and City approved software programs.

2. Schedule and conduct all meetings including, but not limited to scoping meetings, status meetings, preparing agendas and meeting minutes.

3. Provide project reporting on a regular basis (weekly, bi-weekly, monthly, quarterly, etc. as determined by DOS).

4. Provide innovative technology solutions for project reporting to DOS.

5. Monitor and document all schedule impacts to ensure that the project is let on time.

6. Assist DOS in the development of appropriate project scopes of work and engineering estimates.

7. Coordinate project design activities with State, Federal and City, and non-City entities.

8. Monitor and track coordination with utilities. Provide support and assistance to resolve utility conflicts and obtain utility clearances including but not limited to Public Utility Commission and Guaranteed Pavement Information System.

9. Coordinate and monitor right-of-way acquisitions.

10. Anticipate and track the approval processing of all required permits.

11. Attend meetings as necessary. Meetings will include but not be limited to project status meetings, design review meetings, special purpose meetings (e.g. kick-off meeting, design field view, etc.) and public meetings.

12. Perform design reviews (engineering calculations, plans, specifications and estimates) in accordance with Federal, State, and City requirements.

13. Provide support to review project scope, design and construction cost estimates, schedule, and application prepared for grant applications. Identify grants, evaluate feasibility of projects, risks, constraints, and deadlines associated.

14. Perform constructability reviews and review construction estimates. Provide value engineering.

15. Review design applicant invoices and provide recommendations to DOS for payments;

16. Accept submissions from the design teams for review by various City Agencies. Distribute copies of the submissions for comment to the necessary City Agencies using innovative technology solutions. Coordinate reviews, resolve conflicts between agencies using a “pro-team” or similar approach and communicate results with the design team for final resolution.

17. Utilize a “comments resolution summary” or similar approach where comments are provided in a table and written responses are required by the designer prior to implementing changes.

18. Implement a standard plan presentation format acceptable to PennDOT and City of

Philadelphia Department of Streets.

19. Prepare and coordinate approvals for agreements between City and Non-City Entities including, but not limited to, maintenance agreements, City-State Agreements (CSA’s), Memorandum of Understandings, and ordinances.

20. Coordinate with, provide documentation, and prepare agreements with the Railroads, Private and Public Utilities, and Public Utility Commission (PUC);

21. Coordinate with and provide documentation to DVRPC, PennDOT, and/or FHWA for all grant-related funding documentation and approvals.

22. Act as agent of DOS. All project correspondence except contractual issues will be directed to the applicant Project Manager. DOS will provide final decisions and directions for resolution and response.

23. Apply innovative solutions to ensure project-based standardization by publishing and maintaining a “standard details” library, procedures and similar tools to aid design efforts.

24. Handle, coordinate and execute any required steps/submittals/appraisals necessary for ROW

25. Acquisitions, easements and/or condemnations in accordance with FHWA, PennDOT, and City

Requirements.

26. Provide on-site supplemental staffing to temporarily continue performance and service levels for required in-house services, upon request.

27. Prepare and manage work orders for both professional services and construction on call

Services.

2.2 Background

Department of Streets Overview

The City of Philadelphia Department of Streets plans, designs, and oversees construction of various transportation infrastructure including City bridges, retaining walls (or other structures), highways, streets, street re-paving packages, streetscapes, street lighting, multi-purpose trails, bicycle facilities, trails, Intelligent Transportation Systems (ITS), traffic control devices (signalization and signing), and a traffic control center.

Project Background

The selected applicant would be responsible for the overall direction, coordination, implementation, execution, control and completion of specific projects ensuring consistency, strategy, commitments and goals.

Anticipated projects requiring Project and Portfolio Management include the rehabilitation, replacement or construction of vehicular and pedestrian bridges, culverts, retaining walls, staircases and related structures, traffic signals, streets and roads, sidewalks, side paths, trails, bump-outs, streetscapes, traffic calming measures, school zone safety improvements, street re-paving packages, street lighting, ADA ramps, Intelligent Transportation Systems (ITS), railroad crossings, multi-modal facilities, traffic management facilities, multi-purpose trails and bicycle facilities curbside and evaluate methods for targeting materials for collection. Additionally, the City will be evaluating the quality of curbside set outs and evaluating tagging approaches to improve compliance.

Problem Statement

This solicitation is open only to individual civil engineering firms and teams with substantial, direct, and relevant experience in all aspects of transportation project planning, design, and construction projects who are qualified to perform the duties as defined in SECTION 3 Scope of Work, Project

Details. Applicant teams that combine skill sets are encouraged to submit proposals under this invitation. All proposals must conform to Federal Highway Administration (FHWA) and Pennsylvania

Department of Transportation (PennDOT) guidelines including the latest strike-off letters, as well as all standards, practices, applicable laws, and codes. Experience must include projects involving integration of transportation system infrastructure technologies and managing transportation projects in accordance and compliance with FHWA and PennDOT standards, practices, applicable laws, and codes.

At this time, it is anticipated that one (1) Applicant selection will be made from this contract opportunity, but the City reserves the right to modify the award structure if deemed appropriate. The award to the successful Applicant is expected to encompass a negotiated total amount of engineering planning, design, and construction consultation services over a contract term of up to five (5) years in a Cost-Plus Fixed Fee, Specific Rate, or Lump Sum type contract.

Each award is expected to encompass up to $1,500,000.00 of portfolio/project management services.

2.3 RFP Schedule

RFP Posted June 25, 2026

Pre-Proposal Meeting

A pre-proposal meeting will be held on July 10, 2026, at 1:00 pm, Philadelphia Time. It is highly recommended that all proposers attend.

Via Teams: Join the meeting

Applicant Questions Due

Applicants must submit questions regarding this opportunity by July 15, 2026, at 5:00 pm Philadelphia time. All questions must be submitted via email to kasim.ali@phila.gov

Answers Posted on eContract

Philly July 20, 2026, 5pm Philadelphia time

Proposals Due August 17, 2026, 5pm Philadelphia time

Applicant Interviews, Presentations

(City Discretion)

September 30, 2026

Applicant Selection September 30, 2026

Contract Execution January 4, 2027

Commencement of Work January 4, 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.

mailto:kasim.ali@phila.gov

2.4 Outcome Goals

The services and the tangible work products to be delivered, and the tasks the Department has identified as necessary to meet those requirements will advance projects from inception through bid award to construction and to maintaining project files. The Department reserves the right, however, to modify specific requirements, based on changed circumstances (such as a change in business or technical environments), the proposal selection process, and contract negotiations with the

Applicant(s) selected for negotiations, and to do so with or without issuing a revised RFP. The

Applicant must provide in its proposal a detailed proposed scope of work showing how it will meet the project requirements stated in this Section II.

2.5 Award Terms

Term

The term of this contract is expected to start on or about January 4, 2027, and end on or about January 3, 2028.

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

Compensation Contract will state maximum compensation including all expenses not to exceed {$1,500,000}, except as amended.

Cost Proposal Type

All assignments under this contract are to be completed in Work

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

Terms of Payment

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

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

3. SCOPE OF WORK

The Applicant’s proposed scope of work should address each objective specifically and describe in detail how the Applicant will achieve the objective, or how the Applicant will enable the Department to achieve the objective.

This Section III, Scope of Work states requirements for the project, including the services and the tangible work products to be delivered, and the tasks the Department has identified as necessary to meet those requirements. The Department reserves the right, however, to modify specific requirements, based on changed circumstances (such as a change in business or technical environments), the proposal selection process, and contract negotiations with the Applicant(s) selected for negotiations, and to do so with or without issuing a revised RFP. The Applicant must provide in its proposal a detailed proposed scope of work showing how it will meet the project requirements stated in this Section III.

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 2.4 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.

Service Requirements

The selected applicant will provide project management services in order to meet Department letting goals. The following are the types of work that will be required of the applicant under this agreement:

The selected applicant will serve as an extension of the City of Philadelphia’s Streets Department

Design Unit and Bridge Section Staff in the management of projects assigned to our team. This work includes assisting with the review of designs as the owner’s representative, assisting PennDOT PM with setting up bid packages in ECMS, coordinating submission and reviews, and coordination with the City’s Programming Staff to ensure monies are available for all necessary phases of the projects.

Where and if necessary, the selected applicant can assist in reviewing project Work Order Scope of

Work and price proposals with the City of Philadelphia Streets Department staff.

The Selected applicant will monitor project costs on a regular basis relative to the current and future funding and make recommendations and adjustments as needed. We will assist in evaluating supplement requests from applicants and make recommendations to the City. We will review and approve applicant invoices as Applicant Project Managers. The selected applicant will provide guidance to the design applicant to obtain all necessary permits and clearances required to bid a project including but not limited to; CEE’s and other environmental documents, Section 4(f) documentation, ROW plans, Utility plans, agreements and documentation, DEP permits, coordination with County Conservations District, structure and geotechnical plans and reports, H&H reports, railroad coordination, pavement design, Line and Grade submissions, Safety Reviews, Design Field

Views, Traffic Control Plans, Signal Plans, Signing and Pavement Marking Plans, PS&E and bid package preparation. The selected applicant will coordinate with state and federal agencies, Central Office and

FHWA as required and act as the City’s representative at all meetings. The Selected applicant will work with PennDOT District 6-0 assigned PM to develop the PS&E in ECMS as required, maintain the project development checklist, create fund codes and execute rules to fix errors prior to advertisement.

The selected applicant will coordinate with the project sponsors/design applicants to develop ASTA

(other similar approved method) schedules. New and existing schedules will be updated monthly by the design applicants through the ASTA portal (or other means). The selected applicant will approve schedule progress and assess project float. We will closely monitor the schedules and will coordinate with the design applicants to develop a recovery plan if required. In addition, we will serve as the City’s

Scheduling Coordinator, coordinating the monthly project schedule updates with Project Managers, updating let dates, and creating new schedules. The Selected applicant will provide status reports with invoice submissions documenting the work that was completed each month and the hours allocated to each project. The selected applicant will attend Team Meetings to present Project

Information Sheets and Let Status Meetings to comment on current status and the ability to meet scheduled let dates. When requested, the selected applicant will provide status reports detailing individual activities (reviews, submissions, invoices reviewed, meetings attended etc.), overall agreement budget analysis, management hours per projects and cost benefit analysis

(management/review costs vs. construction costs).

As needed, the selected applicant will attend meetings at the City of Philadelphia Streets Department offices or on project sites.

General Requirements

PROJECT REVIEWS

The Selected applicant will provide reviews, if requested, for submissions in accordance with federal and state guidelines including but not limited to:

Environmental documents (Scoping Field View Forms, PHRS forms, Eligibility Reports, Effects

Reports, Archaeology Surveys, Wetlands I&D, Bog Turtle Surveys, Environmental Site

Assessments), CE’s, all bridge documents (H&H Reports, TS&L, SEPS, Foundation Reports, Final

Structure Plans), PMC requests (for public involvement), Maintenance and Protection of Traffic and Detour Plans, Traffic Signal Plans, Signing and Pavement Marking Plans, Utility documentation and clearance, Right-of-Way documentation and clearance, preliminary and final ROW plans, Pavement Design, Line and Grade, Safety Review/Design Exceptions, Design

Field View, Pavement Design, Permit Applications, E&S Control Plans, Stormwater

Management Plans and preliminary and final PS&E Packages.

City Project Manager will review request letters/memos from the design applicants as applicable.

Reviews will be completed on average within 10 working days. All submissions and reviews will be completed via a OneDrive folder system. City Project Manager will prepare electronic comments and utilize the City standard review memos where applicable. Review comments will be submitted to the appropriate Unit’s for final review and approval prior to sending comments back to the applicants.

The City will make all efforts to utilize the same reviewers for all related project submissions for consistency and efficiency. The Selected applicant will attend necessary design review meetings, coordination meetings, public officials’ meetings, and public meetings in support of the development of each project.

MAINTAIN PROJECT FILES

The Selected applicant will maintain the official project files from conception through construction, purge the files, as needed, at the project close out and archive them at the City in the required fashion once construction is complete. All files will be maintained at the City’s office. Paper files will only be used where absolutely necessary. All paper files that can be done electronically will be converted and stored in the Project Files on the City’s Server. Electronic files will be maintained throughout the design process.

Right-of-Way Acquisitions/Appraisals

The selected applicant will take steps necessary for proper handling, coordination, and execution of any required steps/submittals/appraisals necessary for ROW acquisitions, easements and/or condemnations in accordance with FHWA, PennDOT and City requirements.

Agreements, Grant Funding, PUC, and Miscellaneous Documentation

Staffing Augmentation

The Selected applicant will provide additional engineering services to the City by providing on-site supplemental engineers, technicians and and/or project managers, upon request, to temporarily continue performance and service-levels for required in-house services.

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 of Streets 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 of Streets prior to the finalization of an agreement between parties and may be adjusted overtime as needed.

Performance

Metric

Data

Source

Data

Collection

Frequency

Data Collection

Responsibility

Data

Review

Cadence

Past

Performance

Benchmark

(if known)

Work Product Plans and

Reports, inspection s, project deliverabl es

Prior to Work and/or prior to each Lump

Sum Part

Consultant

Project Manager

Check in and close out meetings

N/A

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

Prior to Work and/or prior to each Lump

Sum Part, at least every six months

Consultant

Project Manager

Check in and close

On Budget Work

Orders and

Invoices

Prior to Work and/or prior to each Lump

Sum Part, at least every six months, monthly meetings during preliminary and final design

Consultant

Project Manager

Check in and close

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

Prior to Work and/or prior to each Lump

Sum Part, at least every six months

Consultant

Project Manager

Check in and close

Contract Performance Monitoring

As part of the City of Philadelphia’s commitment to improved outcomes, the City seeks to actively and regularly monitor service delivery to enhance contract management, improve results, and adjust service delivery based on learning what works. Reliable and relevant data is necessary to drive service improvements, ensure compliance, inform trends to be monitored, and evaluate results and performance. As such, the City reserves the right to request/collect other key data and metrics from providers related to the performance of the contract and to reject any item of work that does not meet the performance standards described in the contract.

The successful Applicant shall report to the City of Philadelphia on a regular basis regarding the status of the project and its progress in providing the contracted services and/or products. At a minimum, the successful Applicant shall submit a monthly invoice detailing the services and/or products provided, the 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.

How We Will Pay the Selected Applicant

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

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

The total amount paid under the contract will not exceed the maximum amount, ONE MILLION

FIVE HUNDRED THOUSDAND DOLLARS ($1,500,000.00), and will be invoiced based on the actual task hours, actual hourly wage rates, actual company overheads, actual allowable profit, and actual direct expenses

Option 1, for Fixed Price Compensation:

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

Department is to pay for them: employee compensation and fringe benefits; communication;

printing; administrative expenses; bonding; acquisition of real estate; rent, utilities, maintenance and security related to real estate; travel (reimbursable only at rates approved by the Department);

project management; development; testing; implementation; maintenance; training; and all other work proposed. Any contract resulting from this RFP will provide for a not-to-exceed amount in the compensation section of the contract.

Option 2, for Hourly Rate Compensation:

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

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

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

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

4. HOW TO SUBMIT YOUR RESPONSE

4.1 What You Must Include in Your Proposal

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

a) electronically;

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

c) before the deadline; and,

d) signed by an authorized representative of the Applicant.

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

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

Proposal Requirements:

1. Table of Contents

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

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

City’s needs.

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

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

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

1. Name of Business

2. Business Address

3. Telephone Number

4. Fax Number (if applicable)

5. E-mail Address

6. Website Address

7. Federal Taxpayer Identification Number or Federal Employer Identification Number

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

1. Name

2. Job Title

3. Address

4. Telephone Number

5. Fax Number (if applicable)

6. E-mail Address

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

• Company Name

• EIN

• Scope of Work

• Percentage of total work allocated to each firm

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

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

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

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

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

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

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

City’s terms, if your proposal is accepted.

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

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

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

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

Applicant, and for any intended subcontractor of the Applicant.

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

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

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

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

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

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

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

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

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

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

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

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

https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/get-certified-as-a-local-business-entity/ https://philawx.phila.gov/ECONTRACT/default.aspx

4.2 How To Submit Your Application

Online Submission Required by the Application Deadline

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

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

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

Every Entity Applies for Itself

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

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

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

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

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

Use the Submission Checklist Below

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

DOES MY RESPONSE MEET THE PROPOSAL REQUIREMENTS?

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

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

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

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

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

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

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

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

Was the proposal submitted electronically through eContract Philly?

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

Was the proposal submitted to the correct opportunity number?

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

You will receive an email acknowledgment of your submission.

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

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

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

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

Special Rule for Joint Ventures

4.3 Proposal Binding

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

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

5. HOW WE CHOOSE

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

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

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

City Department and those it serves

2. Eligibility under Code provisions relating to campaign contributions

3. Superior prior experience of Applicant and staff

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

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

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

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

8. Lower cost (Not applicable)

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

10. Anticipated long-term cost effectiveness

11. Meets prequalification requirements

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

If a contract is awarded from this RFP, a notice will be published on the City’s eContract

Philly website identifying the name of the selected Applicant and the basis for award to that

Applicant, as well as the names of all other Applicants to this RFP. To access this notice, select the button that says “Notice of Intent to Contract” and search for your opportunity number.

6. GENERAL RULES GOVERNING

RFPs/PROPOSALS

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

Maintain an active Business Income and Receipts Tax (BIRT)

Account Number.

REGISTER HERE.

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

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

District taxes and fees or payment plans.

OBTAIN A TAX

CLEARANCE

CERTIFICATE HERE

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

SEE THE

“DISCLOSURE/

ELIGIBILITY” TAB ON

ECONTRACT PHILLY

HERE FOR MORE

INFORMATION

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

Philadelphia).

CONTRACTING

DISCLOSURE AND

FILING INSTRUCTIONS

ARE HERE

Pay a Contract Preparation Fee

SEE AND PAY THE FEE

HERE

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

Century Minimum Wage and Benefits Standard found in

Philadelphia Code Sec. 17-1300.

THE CURRENT LIVING

WAGE RATE AND

BENEFITS

REQUIREMENTS AND

APPLICABILITY CAN

BE LOCATED HERE

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

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

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…