REQUEST FOR PROPOSALS FOR

THE PHILADELPHIA SMALL BUSINESS CATALYST FUND

Cherelle Parker, Mayor

Karen Fegely, Acting Director, Philadelphia Department of Commerce

The City of Philadelphia

WORK SUMMARY:

The City of Philadelphia Department of Commerce invites proposals from nonprofit financial disbursement organizations to administer a loan fund that provides growth capital assistance to small businesses ready to expand.

RFP ISSUE DATE:

Tuesday, September 22, 2026

RESPONSE DEADLINE:

No later than 5 pm Philadelphia Time on Wednesday, October 21, 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 Thursday, October 1, 2026 at 10:30 am EST., Philadelphia

Time. It is highly recommended that all proposers attend.

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OFFICIAL RFP CONTACT:

Tiffany Justice

Sr. Director, Commerce

Catalyst@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://us02web.zoom.us/j/86085652735?pwd=uT9GLDuJ04Gl2P1eN4rviYXZQ8Uak9.1 https://us02web.zoom.us/launch/jc/86085652735 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

3.1Description of Services

3.2Performance 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 .. 33

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/ 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 Department of Commerce (“The Department”, “Commerce”) invites proposals from nonprofit financial disbursement organizations to administer a loan fund (“Catalyst

Fund”, “The Program”) that provides growth capital assistance to small businesses ready to expand.

The program will offer nondilutive financing alongside technical assistance to help businesses supplement existing financing streams, increase capacity, and meet growing demand for their products and services. The initiative seeks to spur job creation, support businesses located in low-and moderate-income (LMI) commercial corridors, and unlock growth opportunities for high-potential companies. Through these investments, the City aims to mitigate displacement, strengthen neighborhood business resilience, and advance equitable economic development across

Philadelphia. The Department seeks a provider who will manage, in partnership with the

Department, the receipt, review, approval/denial, and processing of applications for assistance from the fund. The primary goals of the fund are

1. Flexibility, by offering a single application for assistance without strict programmatic guidelines

2. Efficiency, by minimizing the time between a business submitting an application, award or denial, and disbursement of the grant funds to those awarded

3. Deploy direct capital to small business to unlock growth opportunities

4. Track and measure community impact post- capital deployment and maturity growth of business

The Fund will be supported with $14 million investment from the city. The selected organization will act as fiscal agent for the Fund, ensuring the efficient disbursement of grants to businesses selected by the Fund managers.

2.2 Background

Commerce Department Overview

The Philadelphia Department of Commerce works to help both small businesses and major corporations thrive. Because we know that the City succeeds when business succeeds, Commerce has created a number of programs and special incentives to help companies prosper. These include working to attract and keep a diverse set of businesses, revitalizing neighborhoods by building vibrant commercial districts, and supporting small businesses and improving access to funding.

In the first 100+ days of the Parker Administration, the Department of Commerce developed a plan –

Grow Philly – to execute the Mayor’s vision for Philadelphia as the safest, cleanest, greenest city, with access to economic opportunity for all.

Recognizing that 68% of the City government’s revenue comes from business, business satisfaction and growth are key to the success of the city. Thus, it is the mission of the Department of Commerce to be a catalyst of economic growth in Philadelphia

To execute on Grow Philly, we will build upon the strong foundation of Commerce and other City

Departments and focus our staff and program resources on advancing the following five major

Strategic Pillars, to maximize impact and return on investment for our city, businesses, residents and visitors:

1. Streamline the Business Experience

2. Revitalize Commercial Corridors

3. Drive Inclusive Business Growth

4. Boost Business Attraction and Retention

5. Advance Impact-driven Workforce Solutions

Project Background

The Department of Commerce, through its constituent offices, has created a spectrum of grant and loan offerings to meet diverse needs of Philadelphia businesses over many years. Due to funding source requirements and other constraints, many of these offerings have prescriptive programmatic guidelines, resulting in a fractured landscape of assistance that can be challenging and time-consuming for businesses to navigate.

With the Catalyst Fund, the Department seeks to create a more approachable and efficient entry-point for businesses, with a single application where businesses can pitch an investment in their business that will drive growth and positively impact their business. The initial application process will collect enough information to determine the value and investment potential without being overly burdensome on the business agent. We also aim to attract applications from businesses operating or seeking to operate in the city’s neighborhood commercial corridors, and in historically underinvested areas.

The Department seeks a qualified partner organization experienced in application processing and grant disbursement to provide efficient management and impactful disbursement of the fund’s capital.

Problem Statement

The Department of Commerce seeks to provide alternative remedies to address the lack of access to capital for small businesses looking to grow and expand as they keep pace with the growing demand for their products and services. As businesses might face headwinds with increasing expenditure and changes to the Philadelphia's Business Income & Receipts Tax (BIRT) updates, The

Department seeks alternative remedies to address these challenges.

The Department seeks a partner provider who will manage, in partnership with the Department, the receipt, review, approval/denial, and processing of applications for assistance from the fund.

Through this Request for Proposals (RFP), the Department aims to expand access to financial resources and technical assistance for small business owners seeking to expand their business and create lasting economic impact in their neighborhoods.

2.3 RFP Schedule

RFP Posted

Tuesday, September 22, 2026

Pre-Proposal Meeting

A pre-proposal meeting will be held on Thursday, October 1, 2026, at

10:30 am EST., Philadelphia Time. It is highly recommended that all proposers attend.

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Passcode: 686787

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Applicants must submit questions regarding this opportunity by, Tuesday, October 6, 2026, at 5:00 pm EST., Philadelphia time. All questions must be submitted via email to Catalyst@phila.gov with “Catalyst 2.0 RFP” in the subject line.

Answers Posted on eContract Philly Thursday, October 8, 2026, 5:00 PM Philadelphia time

Proposals Due Wednesday, October 21, 2026, 5:00 PM, Philadelphia time

Applicant Selection Wednesday, November 4, 2026

Contract Execution Monday, November 23, 2026

Commencement of Work Tuesday, December 1, 2026

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

The Department seeks a qualified organization partner experienced in application processing and grant disbursement to provide efficient management and impactful disbursement of the fund’s capital.

• Develop and launch a single application for assistance from the Fund

• Reduce application waiting times for applicant businesses

• Invest all the Fund’s available capital in Philadelphia businesses by the end of Fiscal Year 2028

• Develop impact measurement criteria to track the short-, medium-, and long-term impact of the Fund’s investments

2.5 Award Terms

Term

The term of this contract is expected to start on or about December 1, 2026, and end on or about November 30, 2027.

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

mailto:Catalyst@phila.gov

Compensation

Contract will state maximum compensation including all expenses not to exceed $14 million.

Cost for services to be proposed by Applicant and negotiated with

Department during contract negotiation

Cost Proposal Type To be negotiated

Terms of Payment To be proposed by Applicant and negotiated with Department during contract negotiation.

3. SCOPE OF WORK

The goal of the Catalyst Fund is to make grant investment capital available to Philadelphia businesses efficient and with minimal prescriptive restrictions, offering businesses the opportunity to pitch the most impactful investments for their future growth and success.

The organization selected will act as fiscal agent, holding the funds and disbursing them on behalf of the Department. The organization will help with outreach, marketing to eligible businesses, data collection and overall program evaluation. The organization will also participate in the committee that reviews and selects applicants based on the selection criteria. The organization is expected to take an active role in the development of selection criteria, design of the review and disbursement process, and in the review of individual applications, but will ultimately act at the direction of the

Department.

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.

The city seeks an organization partner responsible for promoting, administering, and supporting the

City’s small business funding program. The organization should be an established community-based organization with demonstrated experience providing small business advising, business growth services, financial assistance, or related technical assistance. The selected organization will leverage its existing relationships with small businesses, entrepreneurs, nonprofit organizations, financial institutions, and other community partners to increase awareness of the program, facilitate a strong and diverse applicant pipeline, conduct applicant due diligence, administer approved funding, monitor the use of awarded funds, and support the long-term growth of participating businesses.

1. Program Promotion and Outreach

The organization will conduct year-round outreach and promotion of the program through its existing network of small businesses and entrepreneurs receiving business development, financial, or advisory services. The organization will also actively promote the program through its network of community partners and other organizations that serve small businesses, entrepreneurs, and historically underserved business communities.

Program promotion should be integrated into the organization’s established communications and outreach activities rather than limited to periodic or one-time marketing campaigns. Outreach may include, but is not limited to, social media posts, email communications, newsletters, webinars, workshops, one-on-one business advising, community events, partner communications, and other appropriate outreach strategies.

The organization will be expected to maintain a consistent year-round presence for the program and ensure that prospective applicants receive clear information regarding program eligibility, application requirements, deadlines, available funding, and available technical assistance.

At a minimum, the organization should:

• Promote the program on an ongoing basis throughout each contract year.

• Incorporate program information into existing communications with its small business clients and network.

• Share program information with community partners on an ongoing basis and encourage partners to refer eligible businesses.

• Conduct targeted outreach to businesses and communities that may otherwise have limited awareness of or access to available funding opportunities.

• Provide the City with periodic summaries of outreach activities, audience reached, partner engagement, and applicant referrals.

Estimated level of service: The organization is expected to conduct outreach and promotional activities throughout the entire contract period, with ongoing communications occurring at least monthly and more frequently during application periods or other periods identified by the City.

Tangible work products may include: outreach and marketing materials, social media content, email/newsletter communications, partner communications, workshop or webinar materials, outreach calendars, referral information, and periodic outreach reports.

2. Applicant Intake, Review, and Due Diligence

The organization will be responsible for conducting a comprehensive review and due diligence process for program applications received by the City. The organization will review applications for completeness, eligibility, financial viability, business growth potential, compliance with program requirements, and other criteria established by the City.

The organization will independently evaluate each eligible application and develop a recommendation regarding whether the applicant should advance to the City’s final review committee. The organization’s review should provide the City with sufficient information to make informed funding decisions and should identify any material risks, deficiencies, or additional information needed before an application is considered by the committee.

Due diligence will be conducted on a recurring two-week cycle. At the conclusion of each review cycle, the organization will provide the City with a complete application recommendation packet containing the applications recommended for advancement and the supporting analysis necessary for final committee review.

The organization will be responsible for communicating with applicants as necessary to obtain missing documentation, clarify application information, and complete the due diligence process.

The organization should maintain organized records documenting the review and recommendation process for each applicant.

Estimated level of service: Applicant review and due diligence will occur every two weeks throughout active application periods. The number of applications to be reviewed will vary based on program demand. Proposers should describe their capacity to review applications on a recurring biweekly schedule and identify any assumptions regarding anticipated application volume.

Tangible work products may include: completed applicant due diligence files, eligibility and underwriting assessments, applicant risk assessments, financial analyses, recommendation summaries, requests for additional documentation, and biweekly application recommendation packets for City review.

3. Funding Administration and Capital Deployment

Following approval by the City’s designated review committee, the organization will be responsible for administering and deploying approved funding to awardee businesses in accordance with the

City’s program requirements and applicable funding agreements.

The organization will coordinate with approved awardees to complete all required documentation and establish the processes necessary to disburse funds.

The organization will maintain accurate records of all capital deployed and will ensure that funds are distributed in accordance with approved award amounts, program requirements, and applicable agreements.

The organization will also be responsible for monitoring how awardees use program funds and reviewing and approving expenditures to ensure that funds are being used for eligible and approved purposes. Where required, the organization will request supporting documentation, receipts, invoices, financial records, or other evidence of expenditures.

The organization will promptly identify and report material concerns regarding the use of funds, including potentially ineligible expenditures, significant deviations from an approved use of funds, or other issues that could place program funds at risk.

Estimated level of service: Funding administration and expenditure monitoring will occur on an ongoing basis for every approved awardee throughout the award period. The frequency of expenditure reviews may vary based on the City's requirements and the nature of each award but should be sufficient to ensure appropriate oversight of program funds.

Tangible work products may include: funding agreements or required award documentation, disbursement records, capital deployment reports, expenditure approvals, supporting documentation, expenditure monitoring reports, and exception or compliance reports.

4. Technical Assistance and Business Support

The organization will ensure that participating businesses are aware of and actively connected to the technical assistance and business support resources available through the program.

The organization will monitor awardees’ participation in required or recommended technical assistance and identify businesses that may require additional support.

Technical assistance may address areas such as financial management, accounting, business planning, marketing, operations, workforce development, access to capital, procurement, or other areas identified through the applicant review or post-award monitoring process.

The organization will maintain regular communication with awardees and use its business advising capabilities and community partner network to connect businesses with appropriate resources.

Estimated level of service: Technical assistance coordination and monitoring will occur throughout the award period for each participating business, with regular follow-up at least quarterly unless the

City establishes a different schedule.

Tangible work products may include: technical assistance referrals, participation records, business advising notes, technical assistance plans, progress updates, and reports identifying businesses requiring additional intervention or support.

5. Awardee Monitoring and Long-Term Business Outcomes

The organization will be responsible for monitoring the progress of funded businesses over an anticipated 2-3 year period following receipt of funding. The purpose of this monitoring is to understand how businesses are using the funding, whether they are achieving their stated business objectives, and how participation in the program contributes to business growth and sustainability.

The organization will establish a consistent process for collecting and tracking business performance information. Where feasible and appropriate, this information should include measures such as revenue growth, job creation or retention, business expansion, additional capital secured, new contracts or customers, business survival, and other outcomes identified by the City.

The organization will maintain an individual record for each awardee and update the record throughout the monitoring period. The Contractor will also identify businesses that are experiencing challenges and recommend additional technical assistance, business advising, or other interventions.

Estimated level of service: Awardee monitoring will continue for approximately 2-3 years following funding, with formal progress reviews at least quarterly during the active monitoring period and additional follow-up as needed.

Tangible work products may include: awardee progress reports, business performance dashboards or tracking files, outcome reports, technical assistance referrals, annual or semiannual impact reports, and a final report summarizing business outcomes and program performance.

6. Reporting and Coordination with the City

The organization will maintain regular communication with the City throughout the contract period and provide timely information regarding program activity, applicant demand, funding deployment, expenditure monitoring, technical assistance, awardee performance, and emerging issues.

The organization will participate in regular meetings with City staff and provide reports in a format reasonably requested by the City. The organization should be prepared to provide both aggregate program-level information and applicant- or awardee-level information, subject to applicable confidentiality and privacy requirements.

At a minimum, reporting should allow the City to monitor:

• Number of businesses reached through outreach and promotion.

• Number and type of applications received.

• Number of applications reviewed and recommended for committee consideration.

• Funding approved and capital deployed.

• Expenditures reviewed and approved.

• Technical assistance participation.

• Awardee business performance and growth.

• Jobs created or retained, where applicable.

• Other program outcomes and performance measures established by the City.

Estimated level of service: The organization should anticipate biweekly reporting associated with application review and recommendation packets, monthly or quarterly program administration reporting as determined by the City, and annual or other periodic impact reporting.

The organization will also participate in regular coordination meetings with City staff.

Service Requirements

The City seeks an established organization to serve as a partner in promoting, administering, and supporting the City’s small business funding program. The selected organization must have demonstrated experience working with small businesses, micro loans, and entrepreneurs and the ability to provide or coordinate business advising, financial assistance, technical assistance, and related services to complete the following objectives

1. Program Promotion and Outreach

2. Applicant Intake, Review, and Due Diligence

3. Funding Administration and Capital Deployment

4. Technical Assistance and Business Support

5. Awardee Monitoring and Long-Term Outcomes

6. Reporting and Coordination with the City

7. High-Level Work Plan and Performance Schedule

The selected organization will be expected to use its existing relationships with small businesses, entrepreneurs, nonprofit organizations, financial institutions, and other community partners to build awareness of the program, generate a strong and diverse applicant pool, conduct thorough application reviews, administer approved funding, monitor the use of funds, connect awardees to technical assistance, and track business outcomes over time.

The service model is intended to provide support to businesses from initial outreach and application through funding, technical assistance, and long-term business growth. The selected organization must have the staffing, systems, financial controls, and organizational capacity to perform these functions consistently throughout the contract period.

General Requirements

The City seeks an established and highly experienced organization to serve as a partner in promoting, administering, and supporting the City’s small business funding program. The selected organization must demonstrate a substantial and sustained track record of successfully managing and deploying capital to small businesses and entrepreneurs, particularly through microloan, small business lending, or other comparable financing programs.

Given the scale, complexity, and fiduciary responsibilities associated with the program, the City expects the selected organization to possess the organizational capacity, staffing, systems, and expertise necessary to manage all aspects of program implementation. Respondents should demonstrate multiple years of directly relevant experience administering large-scale small business financing or microloan programs, including responsibility for applicant intake, business evaluation, financial underwriting or assessment, due diligence, loan or funding administration, portfolio management, compliance, reporting, and ongoing technical assistance.

The selected organization must have demonstrated experience and capacity in the following areas:

• Large-Scale Microloan and Small Business Funding Administration: A proven history of successfully deploying and managing significant volumes of microloans or other small business financing, including the ability to establish and maintain effective systems for application processing, underwriting, funding, servicing, monitoring, and reporting.

• Business Evaluation and Due Diligence: Direct, demonstrated experience evaluating small businesses and entrepreneurs for financial assistance. This should include assessing business viability, financial condition, repayment capacity, business plans, management capacity, use of funds, creditworthiness, and other relevant factors; conducting appropriate due diligence; and making informed funding recommendations.

• Organizational Capacity and Staffing: Sufficient qualified personnel and organizational infrastructure to administer the program effectively at the anticipated scale. Respondents should demonstrate access to experienced staff with expertise in lending, underwriting, business advising, program administration, compliance, financial management, and project management.

• Project and Program Management: Demonstrated ability to manage complex, multi-faceted programs from implementation through completion, including establishing workflows and controls, coordinating multiple stakeholders and service providers, meeting performance milestones, maintaining accurate records, and providing timely and comprehensive reporting to the City.

• Small Business and Entrepreneurial Support: Demonstrated experience working directly with small businesses, entrepreneurs, and underserved or emerging businesses and the ability to provide or coordinate business advising, financial assistance, technical assistance, and other services necessary to support successful participation in the program.

• Financial and Risk Management: Demonstrated systems and procedures for managing public or other institutional funds, maintaining appropriate financial controls, mitigating risk, monitoring funded businesses, and ensuring compliance with applicable requirements.

• Performance Management and Reporting: The ability to establish measurable program objectives, track outcomes, maintain reliable program and financial data, and provide the

City with regular reports regarding applications, approvals, funding deployments, business performance, portfolio status, program outcomes, and other measures established by the

City.

Respondents should provide specific examples demonstrating the scale, duration, and scope of comparable programs they have administered. Examples should identify the approximate number and dollar value of loans or other financial assistance deployed, the number and types of businesses served, the respondent’s specific role and responsibilities, staffing levels and organizational structure, and relevant program outcomes.

The City will give particular consideration to respondents that can demonstrate direct responsibility for the successful administration and deployment of large-scale microloan or small business financing programs, as opposed to organizations whose experience is limited primarily to providing business counseling, referrals, technical assistance, or other ancillary 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 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 prior to the finalization of an agreement between parties and may be adjusted over time as needed.

Performance Metric

Data Source

Data Collection Frequency

Data Collection Responsibility

Data Review Cadence

# of applicants Application management platform

Ongoing Department End of each month

# of awarded vendors

Application management platform

Ongoing Department End of each month

Length of application review period

Application Management platform

As awarded Provider End of each month

Collect follow-up/ impact measurements

Survey Monthly* Provider Quarterly

Applicant industry mix

(NAICS)

Application Management platform

Ongoing Provider End of each month

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 City will maintain an active and collaborative relationship with the selected provider throughout the contract period to support effective program implementation, monitor progress toward program goals, identify challenges, and develop timely course corrections when needed. The

City’s role will be to provide oversight, guidance, and coordination while working in partnership with the provider to address programmatic issues and support efficient delivery of services.

Following the organization’s submission and review of each biweekly application recommendation packet, the City will use the latter portion of the applicable committee meeting to review programmatic matters that may require attention. This standing biweekly check-in will provide an opportunity for City staff and the provider to discuss implementation progress, identify emerging challenges, review applicant or awardee trends, clarify program requirements, and collaboratively develop solutions. The regular cadence is intended to ensure that issues are identified and addressed promptly rather than waiting for periodic or end-of-year reviews.

The biweekly discussions may address, as appropriate, application volume and processing, outreach and engagement, applicant eligibility or documentation issues, funding deployment, expenditure monitoring, technical assistance participation, awardee performance, or other matters affecting the program’s ability to meet its goals. Where challenges are identified, the City and provider will work together to determine appropriate adjustments, establish an action plan, and identify responsible parties and anticipated timelines for resolution.

Communication and Reporting

The organization will be expected to provide the City with the information necessary to effectively monitor program performance and participate in informed decision-making. At a minimum, the provider will submit the application recommendation packet every two weeks in advance of the applicable committee meeting, in a format approved by the City. The packet should contain the information and analysis necessary for the committee and City staff to understand the status of applications and make informed decisions.

In addition to the biweekly recommendation packets, the organization will provide periodic performance information to support the City’s ongoing monitoring of the contract. Performance information may include application and outreach activity, funding approved and deployed, expenditure monitoring, technical assistance engagement, awardee progress, identified challenges, and other performance measures established by the City. Reports should be provided electronically in a clear, organized, and commonly accessible format, such as Microsoft Excel, Microsoft Word, PDF, or another format approved by the City. Where appropriate, data should be provided in a format that allows the City to aggregate, analyze, and track performance over time.

The organization will promptly notify the City of any significant issue, risk, delay, compliance concern, or other circumstance that could materially affect program performance or the achievement of contract goals. These matters should not be held until the next scheduled reporting cycle when earlier notification would allow the City and provider to intervene or develop a solution.

Ad-Hoc Coordination

In addition to the standing biweekly check-ins, the City may convene ad-hoc meetings as needed to address emerging issues, time-sensitive matters, significant changes in program activity, individual applicant or awardee concerns, or opportunities to improve program implementation. The provider will be expected to participate in these meetings and provide relevant information or recommendations necessary to support resolution of the issue.

Through this combination of biweekly performance discussions, timely data and reporting, and ad-hoc coordination, the City will maintain the ability to actively monitor contract progress and work collaboratively with the provider to identify challenges and implement course corrections. This approach is intended to create a continuous feedback loop between program performance, City oversight, and provider operations, allowing the program to remain responsive to participant needs while maintaining progress toward the City’s overall programmatic and economic development goals.

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.

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. 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.

7. 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.

8. 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.

9. 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.

10. 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:

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

11. 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…