Pre-Proposal Questions and Answers.pdf
PDF 138 KB Posted
- Solicitation number
- 21260616095021
- Issued by
- Philadelphia County, Philadelphia City, Pennsylvania
About this file
This is a Pre-Proposal Questions and Answers document for the Philadelphia Water Department's Marketing and Communication RFP (21260616095021) issued by the City of Philadelphia. The scope of work encompasses comprehensive communications and marketing services for the Fairmount Water Works Interpretive Center, with a primary focus on FWWIC-related initiatives rather than general PWD customer-facing work. The selected vendor will be responsible for developing and implementing integrated marketing strategies, including digital content creation, social media campaigns, paid advertising development, promotional materials, event communications support, and visitor engagement initiatives designed to reach broad audiences with special emphasis on neighborhood partners. The vendor will have access to existing social media channels, limited website access, and email platforms, working collaboratively with FWWIC and PWD communications staff. Deliverables include graphic design and production of printed collateral, with reviews and approvals handled by no more than five internal reviewers with anticipated one-week turnaround times. The RFP was posted on June 24, 2026, with proposals due July 22, 2026, and the contract term is not to exceed one year initially, with options for the City to extend up to four additional one-year terms.
All expenses, including media spend for paid advertising campaigns, must be contained within the $100,000 contract maximum. The vendor will be responsible for administering up to four quarterly focus groups or surveys annually, with support from internal staff for implementation. The City of Philadelphia requires adherence to specific accessibility and plain-language requirements for public-facing materials in compliance with local regulations. Compensation is contingent upon satisfactory performance as determined by the Responsible Official and is limited to amounts certified as available by the Director of Finance. The City offers local-vendor preference under Mayoral Executive Order No. 04-12 for applicants holding Local Business Entity certification. Required insurance includes General Liability ($1 million per occurrence), Automobile Liability ($1 million per occurrence), and Professional Liability ($1 million with a maximum $50,000 deductible), with the City named as additional insured. All materials developed become the sole property of the City, including copyright ownership.
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Text version
PWD/FWWIC Marketing and Communication RFP (21260616095021)
Answers for Posting
1. What is the percentage of customer-facing PWD work versus FWWIC-focused work? The predominant work is FWWIC focused.
2. How much event planning beyond press events is expected? Event planning is on an as needed basis. What kind of events would the FWWIC be looking for?
Additional events may include major campaign and donation announcements.
3. For events, will the selected vendor be responsible for event logistics and day-of coordination, or mainly communications support such as messaging, media outreach, run-of-show materials, social media content and follow-up reporting? Internal staff will support logistics, and day-of coordination. Select vendor will primarily be responsible for communications support.
4. Is meeting coordination beyond communications needs expected, for example, staff or board meetings? No, meeting coordination for staff and board meetings are the responsibility of internal staff.
5. Are there specific audiences the Fairmount Water Works is most focused on reaching through this work, such as Philadelphia residents, families, schools, tourists, environmental groups, cultural institutions or neighborhood partners.
As an institution with multiple historic designations of national significance our goal is to reach as wide an audience as possible. We do however have a special interest in engaging more deeply with neighborhood partners.
6. Are there accessibility, language access or plain-language requirements that should be considered for public-facing materials beyond standard compliance? Yes, the City of Philadelphia requires the FWWIC to adhere to accessibility requirements which will be shared with select vendor.
7. Will the selected consultant be responsible for developing and managing paid advertising campaigns? Yes, select vendor is responsible for campaign development and expenses incurred. If so, is media spend included within the $100,000 contract maximum or will advertising budgets be funded separately by the Department? All expenses are to come from the contract maximum.
8. Can the Department identify the primary digital assets currently managed by the Fairmount Water Works Interpretive Center that the selected consultant will utilize? Select vendor will have access to social media channels, limited access to website and email platform. Work will be conducted in collaboration with FWWIC and PWD communications team.
9. Does the requested scope include graphic design and production of printed collateral, or should respondents budget only for creative development with production costs billed separately? Yes, the scope includes design and production costs.
10. Can the Department describe the anticipated review and approval process for communications materials, including the typical number of reviewers and expected turnaround times? Number of reviewers, which includes FWWIC and PWD communication staff, not to exceed 5 with an anticipated turnaround time of 1 week.
11. How many focus groups/and or surveys the selected consultant will be responsible for administering annually? Up to four (quarterly). Support from internal staff is available to implement.
RFP Opportunity #2126061609
15 July 2026
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