PDP_Staff_Augmentation_Final_QA.docx

Staff Augmentation RFP Q&A Opportunity 21260908154952 Addendum 2 Final Consolidated Questions & Answers

1. Contract Background, Incumbent & Award Structure Question: What positions are currently covered by the contract, and what are their hours and expected duration?

Answer: There are currently four positions: Director of Chaplaincy, Chief of Medical Operations, Executive Director of Reentry Partners, and Executive Assistant. All four are full-time positions requiring 37.5 hours per week (75 hours biweekly). The positions are currently filled and are expected to continue for the duration of the contract.

Question: Is there an incumbent contractor, and may the incumbent submit a proposal?

Answer: The current incumbent is PMHCC, INC. The vendor is welcome to submit a proposal.

Question: How many awards will be made?

Answer: One vendor will be awarded the contract.

Question: How many positions are expected during the contract term?

Answer: There are currently four positions, with the possibility of adding a fifth staff position in 2027. The contract is not expected to provide staffing for more than five persons.

Question: What historical staffing/spend information is available?

Answer: From 2012 to 2024, the contract covered one staff person. From 2024 to 2026, two additional staff were added for MDO/Rise/ORP funding. In 2026, a fourth person was added. The current five-year contract is valued at $2.2 million.

Question: Are there known pain points with the current vendor?

Answer: None were identified.

2. Budget, Cost Proposal & Pricing Question: What funds are allocated for the contract?

Answer: The RFP identifies $800,000 in estimated funds/not-to-exceed compensation.

Question: Does the $800,000 include salaries, benefits, payroll taxes, administrative/staffing fees, and other contractor costs, or are some costs funded separately?

Answer: The 800,000 is the estimated budget cost of the anticipated contract and would include all proposal costs and fees.

Question: What payment structure and invoice terms apply?

Answer: Payment for services is budget-based and cost-reimbursable, with payment terms of 30 to 60 days. A unique invoice is to be submitted.

Question: What costs should vendors include for payroll and employment-related expenses?

Answer: Standard payroll taxes as required should be included, and vendors should submit the costs in the proposal. Vendors should also provide their proposed rate of vacation and/or PTO time and how it is allocated. City holidays are paid.

Question: Should pricing be fixed or may vendors propose adjustments?

Answer: Fixed pricing is preferred. Any changes would occur during approval of an amendment term.

Question: Should the proposal include pricing for optional years and potential additional staff?

Answer: If calculations can be forecasted, you may submit in proposal Question: Is there a required cost proposal/budget template?

Answer: No

3. Incumbent Transition, Current Employees & Replacement Question: Are resumes required for the four current positions?

Answer: No. All positions are currently filled with current staff; no resumes are required.

Question: Must the awarded contractor employ/transition the four current individuals, or recruit new personnel?

Per the RFP, the contract award is for the current four staff, no new recruitment for award.

Question: Will accrued leave, tenure, or benefit eligibility carry over for transitioning staff, and who pays accrued leave payouts?

Answer: Only for incumbent if awarded.

Question: If a position becomes vacant, what replacement requirement applies?

Answer: If new or replacement staff are required, the City will request them timely.

4. Work Location, On-Site/Remote & Equipment Question: Where are the staff assigned?

Answer: Staff are assigned to offices at PDP, 7901 State Road, or ORP, 1425 Arch Street.

Question: Is the awarded vendor expected to work on site?

Answer: No. The awarded vendor is not on site and works from its agency. The staff assigned under the contract are located at PDP or ORP.

5. Benefits, Leave, Holidays & Employment Costs Question: What benefits and paid leave are required?

Answer: The vendor is to provide its proposed rate of vacation and/or PTO time and explain how it is allocated. City holidays are paid.

Question: What City holidays apply?

Answer: The listed City holidays are: New Year's Day; Martin Luther King Day; Presidents Day; Good Friday; Independence Day; Labor Day; Indigenous Peoples' Day; Veterans Day; Thanksgiving Day; Day After Thanksgiving; and Christmas Day.

Question: Does the contractor fund employee benefits such as medical, dental, retirement, and paid leave within the $800,000 budget?

Answer: YES

6. Payroll, HR Systems & Reporting Question: What are the candidate reporting requirements?

Answer: Monthly reporting is required.

Question: What timekeeping/payroll platform or system must the contractor use?

Answer: Please provide in your proposal.

Question: What Workday/OPAL integration, data migration, security, testing, or system-of-record requirements apply?

Answer: None known at this time.

7. Evaluation Criteria & Proposal Requirements Question: What evaluation criteria will be used?

Answer: The City will base its selection on criteria that may include: superior ability/capacity to meet contract and department needs; eligibility under Code provisions relating to campaign contributions; superior prior experience of the applicant and staff; superior quality, efficiency and fitness of the proposed solution; superior skill and reputation, including timeliness and demonstrable results; special benefit to continuing services of the incumbent, including operational transition considerations and needs of the population served; benefit of promoting long-term competitive development and allocation of experience to new, local, or small businesses; lower cost; administrative and operational efficiency requiring less City oversight; anticipated long-term cost effectiveness; meeting prequalification requirements; and applicant Local Impact or LBE certification.

Question: Where is the scope/job description and salary information attachment located?

Answer: Please see Link 6 on eContract Philly under the applicable opportunity number.

Question: Are financial-capacity requirements specified?

Answer: there is no general requirement for audited financial statements or a specified financial threshold.

Question: Are bonds required?

Answer: No. The response is N/A.

Question: Are there liquidated damages or monetary penalties?

Answer: No liquidated damage requirements were included in this contract. Refer to the General Provisions for general contract requirements.

Question: What insurance requirements apply, and when is the Certificate of Insurance due?

Answer: See Section 9.1 of the General Provisions for insurance requirements. An insurance certificate is required upon award and prior to conformance.

8. Subcontracting, LBE/SBE & Local Participation Question: Does local/LBE participation apply, and what should proposers include regarding local impact?

Answer: The City considers local impact a significant factor in proposal evaluation because it seeks to leverage its buying power to uplift and grow the local economy and create jobs for Philadelphians, including through local and small businesses. Respondents that meet the requirements for certified Local Business Entity (LBE) status are strongly encouraged to obtain certification and include a copy of the certification with the proposal and/or provide a statement explaining how the respondent envisions impacting the local economy through this work.

RFP page 19 directs respondents to the City’s Local Business Entity certification information, which includes LBE certification requirements and a list of certified LBEs.

Question: Are there established participation ranges or mandatory LBE/SBE participation goals for this project?

Answer: Appendix 1 states that this project does not have established participation ranges for SBEs, LBEs, or S/LBEs. However, respondents are still required to exercise Best and Good Faith Efforts to include SBEs, LBEs, or S/LBEs in their proposal.

Appendix B, page 4, further explains that if a project does not have participation goals for LBEs, the City may consider the respondent’s intent to utilize LBEs when evaluating local impact criteria, if applicable. The City strongly encourages the use of LBEs at all tiers of the project when feasible.

Question: If an LBE participates, what requirements apply for the participation to be credited?

Answer: Under Appendix B, an LBE respondent that self-performs work on the project may receive credit for the participation range associated with its certification category. Participation is credited to LBE participants only when: (1) the LBE participant is certified as an LBE by the Procurement Department at the time of contract award; and (2) the LBE participant performs a Commercially Acceptable Function.

Question: What must respondents submit regarding SBEs/LBEs solicited for the project?

Answer: Appendix 2 requires respondents to list all SBEs and LBEs solicited to perform a Commercially Acceptable Function on the project. The form may be copied as necessary. SBEs and LBEs listed must be certified at the time of contract award.

Respondents should attach supporting quotations with the form. The City reserves the right to request additional information, which must be provided within 48 hours of the City’s request.

Even though OEO did not set participation ranges for this project, respondents are still required to complete the form and attach documentation demonstrating Best and Good Faith Efforts to solicit SBEs and LBEs.

Question: Is there a mandatory subcontracting percentage or specific subcontracting goal?

Answer: No specific mandatory subcontracting percentage or participation range is established for SBEs, LBEs, or S/LBEs for this project. However, Best and Good Faith Efforts to include SBEs, LBEs, or S/LBEs are required, and the respondent must complete the applicable Appendix 2 documentation.

Question: May a respondent use subcontractors or teaming partners?

Answer: Yes. Proposed subcontractors must be identified in the proposal, including the services they will provide. For LBE/SBE participation, the applicable entities must meet the certification and Commercially Acceptable Function requirements described in Appendix B and Appendix 2.

Question: Can a respondent submit good-faith efforts if it cannot identify a subcontractor?

Answer: Yes. Because the project has no established participation ranges, Appendix 1 and Appendix 2 require Best and Good Faith Efforts to solicit SBEs and LBEs. Documentation of those efforts must be attached to the applicable Appendix 2 form.

Question: Where can vendors find information about LBE certification and certified LBEs Answer: RFP page 19 directs respondents to the City’s Local Business Entity certification resource. That resource provides the certification requirements and a list of certified LBEs. Respondents should use the City’s official certification information when determining eligibility and identifying potential LBE participants.

9. Experience, Qualifications & References Question: What experience is preferred?

Answer: It is preferred that respondents have experience working on city-related contracts. Experience with city-related contracts is specifically identified as preferred.

Question: Is correctional experience mandatory?

No Question: Are references required?

Answer: Yes

10. Legal, Regulatory & Contract Administration Question: Are there indemnification/liability requirements?

Answer: See General Provisions Section 9.1 (Insurance Policies).

Question: What are the contract award/start dates?

Answer: December 2026 (award). February 1, 2027 (start) Question: Will the City extend the proposal deadline?

Answer: No.