OOS Energy Consulting RFP - 9.21.2026.pdf

Cherelle L. Parker, Mayor

Elizabeth Lankenau, Office of Sustainability

The City of Philadelphia

REQUEST FOR PROPOSALS FOR

ENERGY ADVISORY SERVICES

WORK SUMMARY:

The City of Philadelphia (“City”) is seeking proposals, through this Request for Proposal (“RFP”), from qualified consultants to provide energy procurement and related consulting services. It is the desire of the City to secure the best value and clean sources for its electricity, natural gas, steam, and vehicular fuel supply accounts.

RFP ISSUE DATE:

Tuesday, September 22nd, 2026

RESPONSE DEADLINE:

No later than 5 pm Philadelphia Time on Friday, October 16th, 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 Monday, September 28th at 2pm Philadelphia Time. It is highly recommended that all proposers attend.

OFFICIAL RFP CONTACT:

Anya Gilroy

Senior Manager, Energy Procurement & Analytics anya.gilroy@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/ 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 – Small & Local Business Plan

Appendix C - City of Philadelphia Tax and Regulatory Status and Clearance Statement ... 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:

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.

✓ Register as a certified Small Business Enterprise (SBE) with the City’s Office of Economic

Opportunity (OEO) and be added to the OEO’s registry of certified businesses. The City and prime contractors use this registry to find and solicit small business vendors for contracts and subcontracts.

✓ 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.

LBEs and SBEs are encouraged to respond directly to this RFP.

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 4

COMPLIANCE WITH

OEO’S SMALL &

LOCAL BUSINESS

PLAN

https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/get-certified-as-a-local-business-entity/ file:///C:/Users/madeline.schuh/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/OS6QXEIG/phila.sbecompliance.com 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

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

1.3 Contacting Us

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

(215) 686-4914.

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

• 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 (“City”) is seeking proposals, through this Request for Proposal (“RFP”), from qualified consultants to provide energy procurement and related consulting services. It is the desire of the City to secure the best value and clean sources for its electricity, natural gas, steam, and vehicular fuel supply accounts

2.2 Background

Office of Sustainability Overview

This Request for Proposals is issued by the Procurement Department and the City’s Division of

Energy & Climate Solutions (“DECS”) which reports to the Office of Sustainability (“OOS”) under the

Office of Transportation, Infrastructure, and Sustainability, a division of the Managing Director’s

Office. In coordination with the City’s Procurement Department, DECS has been assigned responsibility for procuring electricity, natural gas, and vehicle fuel for all City departments. DECS is the Project Manager for this RFP and resulting contracts.

Project Background

The City is issuing this RFP for qualified Applicants (“Applicants”) to provide supply-side energy procurement and management services, which include but are not limited to electricity, natural gas, and vehicular fuel procurement and advisory services. The successful Applicant (referred to as the

“Applicant”) shall assist the City in identifying energy-related issues, identifying the most competitive solutions, and securing the best prices, terms, and conditions available for electricity contract(s), natural gas contract(s), and vehicular fuel contract(s) with qualified suppliers. The successful

Applicant will also have experience with renewable energy power purchase agreements (“PPAs”) and advising on energy market projections as applied to potential energy projects.

Electricity: The City has an annual electricity usage of approximately 677,000 MWh from over approximately 1,250 accounts, with approximately 65% of the usage in about 60 high-tension accounts. These accounts are supplied by a third-party supplier and PECO is the distribution company. The largest users include the Philadelphia Water Department, Philadelphia International

Airport, Philadelphia Prisons System, and the Philadelphia Museum of Art. The City may also be interested in joining with other agencies in the purchase of electric power. The City will only consider proposals from Applicants that can demonstrate that they have provided consulting services as the prime contractor for municipalities (or other governments or institutions with similar procurement rules) with electricity use of at least 300,000 MWh per year.

Natural Gas: The City has an annual natural gas usage of approximately 1.5 million MCF from over

550 accounts, with approximately 50% of the usage in 24 interruptible transportation (IT) accounts supplied by a third party. The largest users include the Philadelphia International Airport, Philadelphia Prisons System, and Philadelphia Water Department.

Vehicular Fuel: The City uses approximately 2.9 million gallons of diesel and 3.7 million gallons of gasoline annually.

Steam: The City uses approximately 100,000 Mlbs of steam annually from the district steam cogeneration facility, owned and operated by Vicinity.

Renewable Energy Power Purchasing: The City has one active PPA and recently signed another PPA that is scheduled to be completed in early 2027.

Energy Projects: The City may also require the Applicant to assist in energy price modeling for potential energy projects on City facilities.

With all energy procurement, the Applicant shall be “supplier neutral” with no ownership ties, partnerships, or other business relationships with any specific supplier that would reasonably be considered a conflict of interest. Applicants should demonstrate that they meet this minimum requirement.

2.3 RFP Schedule

RFP Posted Tuesday, September 22nd, 2026

Pre-Proposal Meeting

A pre-proposal meeting will be held on Monday, September

28th, 2026 at 2pm Philadelphia Time. It is highly recommended that all proposers attend.

Virtual Meeting Link

Applicant Questions Due

Applicants must submit questions regarding this opportunity by October 2nd, 2026 at 5pm. Philadelphia time.

All questions must be submitted via email to energy@phila.gov.

Answers Posted on eContract

Philly October 9th, 2026, 5pm Philadelphia time

Proposals Due Friday, October 16th, 2026, 5pm Philadelphia time

Applicant Interviews, Presentations

(City Discretion)

If requested, late October/early November

Applicant Selection November 2026

Contract Execution December 2026 - March 2027

Commencement of Work April 18, 2027 https://teams.microsoft.com/meet/296828291976841?p=bwgvRK5hmecH2ehblT

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.

2.4 Outcome Goals

DECS’ objectives for this contract include the following:

• Support strategic procurement of cost effective, reliable, safe, clean energy and conventional energy systems for City government

• Help the City to reach its goal of procuring 100% renewable electricity by 2030

• Support DECS on a variety of procurement options to ensure the City receives the lowest cost of energy

• Advise the City on energy costs and market conditions to assist in determining project viability

• Support in load management programs in City buildings

The Applicant’s proposal should address each objective specifically and describe in detail how the

Applicant will achieve the objective, or how the Applicant will enable the Energy Office to achieve the objective.

Electricity: The City currently utilizes a dedicated PJM subaccount for the City through a qualified licensed supply services provider (“LSP” or “LSE”). The City’s current supplier is WGL Energy. This method has benefited the City in terms of verifiable market pricing, transparency, reliability, and flexibility. Alternative options to a dedicated PJM subaccount can be suggested through the proposal.

Natural Gas: The City utilizes a portfolio approach that unbundles natural gas commodity and basis purchases to provide risk management, flexibility, and full price transparency to deliver lower costs over time.

Vehicular Fuel: The City utilizes a purchasing strategy to procure a portion of vehicle fuel to reduce risk associated with volatile energy prices and aimed to delivery budget certainty with respect to fuels.

Steam: The City has a long-term agreement with Veolia, a district energy supplier and may require support on future negotiations with Veolia.

Renewable Energy Agreements: The City has two executed PPAs, one that has been operational since March 2024 and one that is estimated to come online in early 2027.

Energy Projects: The City has interest in exploring opportunities to leverage emerging energy technologies on City facilities. Energy pricing will be a key factor in consideration of implementation.

Peak Load Management and Demand Response programs: The City participates in Peak Load

Management and Demand Response. These programs have proven to save the City money and contribute to the City’s greenhouse gas reduction goals. While these programs are related, Peak

Load Management support will be provided under this opportunity, while Demand Response services are provided under a separate agreement.

2.5 Award Terms

Term

The term of this contract is expected to start on or about April 18th, 2027 and end on or about April 17th, 2028.

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

Compensation Contract will state maximum compensation including all expenses.

Cost Proposal Type Fixed Price

Terms of Payment Monthly invoicing and payment.

3. SCOPE OF WORK

Applicants to this RFP will provide a proposal for service to the City. Applicants will provide technical support, reporting and other consulting services on an on-call basis to the City. Applicants will be required to provide a full statement of qualifications in their proposals. However, the City will only consider the proposals of Applicants that have the following minimum experience:

1. Applicants must demonstrate that they have provided consulting services as the prime contractor for municipalities (or other governments or institutions with similar procurement rules) with electricity use of at least 300,000 MWh per year; and

2. Applicants must demonstrate that they have provided consulting services as the prime contractor for municipalities (or other governments or institutions with similar procurement rules) with natural gas use of at least 1 million MCF per year; and

3. Applicants must demonstrate that they have provided consulting services as the prime contractor for municipalities (or other governments or institutions with similar procurement rules) with vehicular fuel use of at least 3 million gallons per year.

3.1 Description of Services

This Section 3.1, Description of Services includes the requirements for the project, including the services to be performed and the deliverables that must be met by the selected Applicant. The City reserves the right to change certain service requirements or deliverables based on changed circumstances, like a change in the business or technical environment or contract negotiations with

Applicant(s) selected for negotiations, without issuing a revised RFP.

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

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

Service Requirements

DECS requires at least the services listed below, including the specific tasks and work activities described. Applicant’s proposed scope of work should state in detail how it will carry out each task, including the personnel/job titles responsible for completing the task. For each service specified, the

Applicant should propose criteria to determine when the tasks comprising the service are satisfactorily completed. Applicants may propose additional or revised tasks and activities but should explain why each is necessary to achieve the project objectives.

1. Electricity Procurement Consulting: While the City will entertain proposals for other approaches, the City has demonstrated success utilizing a dedicated PJM subaccount for the

City through a qualified licensed supply services provider (LSP or LSE) and prefers this wholesale portfolio approach. Costs are separately identified and passed through to the subaccount. This method has benefited the City in terms of verifiable market pricing, transparency, reliability, and flexibility. The City invites Applicants to provide information describing other methods and ideas for electricity procurement they offer and/or prefer, the services they will need to provide the City to achieve the best results, and how they should be compensated for services. However, the scope of work outlined in this RFP identifies the type of services the City anticipates it will need from the Applicant to execute this preferred wholesale portfolio approach. This scope of work is not intended to be all inclusive or to exclude services from consideration:

a. Electricity Procurement strategy review and implementation

b. Data Collection-Annual analysis of entire portfolio of load profiles- General, Water, Aviation, and Street lighting

i. Historical electricity data for all accounts must be collected, checked for accuracy, compiled, analyzed, and placed into a format that can be easily provided to all potential suppliers.

ii. Pro-rated pricing to be provided to each fund based on load profiles.

c. Review/update the portfolio risk management policy and implementation guidelines

d. Gather market data and prepare all necessary market analysis

e. Manage ongoing energy commodity price risk and procurement

i. Provide projections/outlooks on energy pricing as it relates to possible projects the City may want to implement- renewable energy or energy efficiency related.

f. Identify risk profiles, time frames, and cost targets

g. Competitive selection of LSP to purchase electricity on the wholesale markets

i. Identify all viable suppliers and put them through a pre-qualification process.

This process will consider financial stability, ability to serve, review of existing arrangements/contracts, credit issues, day ahead purchasing capability/flexibility, contract terms and conditions and other criteria.

ii. Avoid LSP cost of carry rates, using municipal client cost of carry rates.

h. Work closely and proactively with LSP, directing the procurement activities of LSP within approved portfolio limits

i. Prepare pricing requests to supplier including PJM hubs and PECO delivery zones.

ii. Review pricing, compare to NYMEX and other available data, make recommendation to City.

iii. Submit authorized account enrollments/de-enrollments to the LSP.

iv. Direct the execution of authorized transactions between City and the LSP.

v. Provide Day-Ahead Scheduling to the LSP.

vi. Ensure and report on compliance with the approved risk management policy.

vii. Monitor and report on the portfolio results.

viii. Establish City fund billing rates and re-pricing periods.

ix. Determine the billing rate(s) that the LSP will bill the client account types.

Separate rates can be established for different account types.

x. Overall contract performance tracking/monitoring and account reconciliation.

i. Provide Budget Projections/ forecast price and cost data, and advise the City on the impact of hedging energy prices with fixed cost purchases. Prepare annual budgets and mid-year update

i. Alert City to market pricing that may impact City costs such as summer pricing as it relates to peak load management. Provide tools for the City to execute cost saving plans during market spikes as it affects the City’s costs.

2. Natural Gas Procurement Consulting: The City utilizes a portfolio approach that unbundles natural gas commodity and basis purchases to provide risk management, flexibility, and full price transparency to deliver lower costs over time. The scope of work outlined in this RFP identifies the type of services the City anticipates it will need from the

Applicant to execute this approach. This scope of work is not intended to be all inclusive or to exclude services from consideration:

a. Gather market data and prepare all necessary market analysis to assist in the development of the natural gas procurement strategy.

b. Identifying risk profiles, time frames, and cost targets.

c. Competitive selection of supplier to purchase natural gas on the wholesale markets.

d. Provide a dollar cost averaging mechanism where price commitments are made for portions of consumption over time.

e. Purchase basis separately from commodity to achieve price transparency and reflect that price risk profile for basis differs from that of commodity.

f. Leverage the City’s natural gas portfolio size to manage volumetric and price risk thereby eliminating risk premiums charged by retail gas suppliers to take on this risk.

g. Monitor market prices for opportunities to accelerate fixed rate commodity purchases to lower commodity costs relative to budget and prior year costs.

h. Prepare pricing requests to the City relative to PGW gate or to other locations specific and comparable locations.

i. Identify and communicate buying opportunities on an ongoing basis.

j. Review natural gas supplier purchases for accuracy in MCFs as applied to the City’s portfolio.

3. Vehicle Fuel Procurement Consulting: The City utilizes a portfolio approach to risk management to procure gasoline and diesel fuels based on price risk objectives and timeframes. The scope of work outlined in this RFP identifies the type of services the City anticipates it will need from the Applicant to execute this approach. This scope of work is not intended to be all inclusive or to exclude services from consideration. Strategies we are considering may include supplier, physical hedge, or some combination thereof.

a. Gather market data and prepare all necessary market analysis to assist in the development of the vehicular fuels.

b. Identifying risk profiles, time frames, and cost targets.

c. Competitive selection of supplier to purchase vehicular fuels on the market.

d. Assist with initiating and executing forward fixed rate contracts.

e. Systematic and continuous tracking of performance and alignment with guidelines set forth.

f. Provide budget projections/forecast price and cost data and advise the City on the impact of hedging energy prices with fixed cost purchases. Prepare annual budgets and mid-year update.

4. Renewable Energy Procurement and Energy Project Consulting: The City is interested in opportunities to procure renewable energy to meet its goals as well as exploring opportunities for alternative technologies for heating, cooling, or energy generation at City facilities. Services for this work may include:

a. Participation by phone in “Steering” committee meetings and selected

“implementation” team meetings.

b. Review of RFP responses including analyzing project viability, project risk associated with pricing, calculations and project representation presented by proposers, suggested payment structures and other services necessary to evaluate proposals.

c. Review of utility rates used for the length of the contract term and suggestions on utility escalation rates.

d. Review of proposed contract and technical schedules including project operations and compliance.

e. Participation in iterative negotiations with the developer to finalize the cost, risk assignment, billing procedure, the end of contract life, and responsibilities.

f. Provide advice during contract negotiations with developers.

g. Provide information related to alternative renewable fuels and related procurement such as biogas, renewable natural gas and a wide variety of biofuels (ethanol, biodiesel, etc).

h. Provide information and documentation regarding market conditions as it relates to project development..

General Requirements

The Office of Sustainability requires completion and delivery of at least the tangible work products listed below. The proposed scope of work should state in detail how the Applicant will produce each work product, including the personnel/job titles that will be responsible for delivering the work product. For each work product, the Applicant should propose criteria for satisfactory completion and delivery. Applicants may propose additional or revised tangible work products but should explain why each is necessary to achieve the project objectives.

a) Provide quarterly reports on electricity, natural gas and vehicle fuel purchases including a summary of recent charges, overall energy strategy performance, and recommendations for any adjustments to energy procurement policy and strategy.

b) Quarterly electricity, natural gas, and vehicle reports shall summarize of all items identified in Section II.C.1 above.

c) Annual performance report shall be provided on a fiscal year basis.

d) Reports will be provided in electronic and hard copy.

e) Annual casting of City’s load profile.

f) Annual list of the City’s peak load contributions on select facilities.

g) Tools, software and or communication techniques used to assist in load management practices.

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 goals/tasks accomplished, and the associated costs.

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.

How We Will Pay the Selected Applicant

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

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

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

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

4. HOW TO SUBMIT YOUR RESPONSE

4.1 What You Must Include in Your Proposal

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

a) electronically;

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

c) before the deadline; and,

d) signed by an authorized representative of the Applicant.

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

1. Electricity, Natural Gas, and Vehicle Fuel Procurement: Applicants must provide a detailed cost proposal, with a line-item breakdown of the costs for specific services and work products proposed. Cost proposals must be “fixed price” proposals. The proposed price must include all costs that will be charged to the City for the services and tangible work products the Applicant proposes to perform and deliver to complete the project and including, but not limited to, costs for the following, if the Department is to pay for them:

employee compensation and fringe benefits; communication; printing; administrative expenses; bonding; acquisition of real estate; rent, utilities, maintenance and security related to real estate; travel (reimbursable only at rates approved by the Department and in accordance with current City policies, which can be obtained from the Department); project management; development; testing; implementation; maintenance; training; and all other work proposed.

a. The City is open to reviewing alternative pricing proposals from Applicants for

Electricity, Natural Gas, and Vehicle Fuel procurement. If Applicants chose to do so, they may provide alternative cost proposals with a full set of details on how the City would be billed for completion of the scope of work.

2. Renewable Energy Procurement and project development: Applicants must state hourly rates for all personnel, identified by education level, skill set, experience level, and job title, who will perform the scope of work related to renewable energy procurement and other energy projects for facilities. The Applicant must state a firm hourly rate that applies to each level of personnel identified to perform certain tasks.

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?

7. Is the Applicant registered with OEO as a certified SBE or certified as an LBE by the

Procurement Department?

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

• SBE or LBE Certification (if applicable)

• Percentage of total work allocated to each firm

In addition, as required by OEO pursuant to Mayoral Executive Order 06-25, please complete the

Solicitation & Participation Form included as an attachment to Appendix B and submit it as part of your proposal. This captures all S/LBEs you have asked to work on this project with you, whether they have committed to do so, and the amount or percentage of the overall contract anticipated to be paid to each.

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 C attesting to Applicant’s tax and regulatory compliance with the City.

https://www.phila.gov/documents/executive-order-no-6-25-small-and-local-businesses-on-city-contracts/

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.

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).

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

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

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

4.2 How To Submit Your Application

Online Submission Required by the Application Deadline

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

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.

https://philawx.phila.gov/ECONTRACT/default.aspx https://philawx.phila.gov/econtract/

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 register with the Office of Economic Opportunity as a certified SBE or with the Procurement Department as a certified LBE?

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.

file:///C:/Users/madeline.schuh/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/OS6QXEIG/phila.sbecompliance.com 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://philawx.phila.gov/econtract/ https://philawx.phila.gov/ECONTRACT/Inc/sample_app.pdf

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.”

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

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

10. Anticipated long-term cost effectiveness

11. Meets prequalification requirements

12. Applicant’s Local Impact or LBE certification.

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 C 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

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

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…