Professional Services RFP Governance and Financial Analysis.docx

Honorable Cherelle Parker, Mayor Jessie Lawrence, Director, Department of Planning and Development The City of Philadelphia

REQUEST FOR PROPOSALS FOR A FINANCIAL AND RISK CONSULTANT

WORK SUMMARY:

This proposal seeks a consultant to complete a cost-benefit analysis of a public-private partnership to locate and sustain a modular housing factory to Philadelphia, including a complete evaluation of the viability, potential governance and financial models, and risks to the City of Philadelphia. The consultant will evaluate the financial viability of models outlined for a modular housing factory, assess alignment with established City goals, assess the financial, operational, and governance risks for each model, and make recommendations for the role that the City should play in the development of a modular housing factory within the city limits.

PROPOSED COMPENSATION:

Responses to the proposal should not exceed $100,000.

RFP ISSUE DATE:

July 29, 2026

RESPONSE DEADLINE:

No later than 5 pm Philadelphia Time on August 24th, 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 August 4th at 1pm, Philadelphia Time. It is highly recommended that all proposers attend. The meeting will be held virtually.

https://us02web.zoom.us/j/87937855082?pwd=8xUHLEjqDipxgcFXZRDrI9uuawB1rR.1

OFFICIAL RFP CONTACT:

Matthew Treat – matthew.treat@phila.gov

SUBMISSION REQUIREMENTS:

All proposals must be submitted electronically to the correct contract opportunity established for this RFP (identified by opportunity number) through eContract Philly at https://philawx.phila.gov/econtract/

TABLE OF CONTENTS

1. INTRODUCTION

1.1 Values

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.IF ELIGIBLE, YOU ARE ENCOURAGED TO:

· Apply for Local Business Entity (LBE) certification with City’s Procurement Department. If you provide your LBE status and/or promise to have a Local Impact, this must be used by the contracting department as a positive factor in evaluation and potential selection. Additionally, some opportunities are exclusively reserved for LBE certified businesses.

· Get Paid Faster! Enroll on the Vendor Payment Portal to effortlessly submit electronic invoices and monitor payment progress 24/7. The process of submitting invoices through the Vendor Payment Portal is user-friendly, efficient, and free.

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:

CHAPTER 17-1300. PHILADELPHIA 21ST CENTURY MINIMUM WAGE AND BENEFITS STANDARD

PAYMENT OF CITY BUSINESS TAXES OR OTHER INDEBTEDNESS OWED TO THE CITY

CITY BUSINESS LICENSES AND PERMIT REQUIREMENTS

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.

2. THE OPPORTUNITY

2.1 Summary

The selected consultant will conduct a comprehensive cost-benefit and feasibility analysis of establishing and sustaining a modular housing manufacturing facility in the City of Philadelphia through a potential public-private partnership. The consultant will evaluate the financial, operational, governance, and legal viability of alternative development and ownership models; assess risks, implementation considerations, and long-term sustainability; analyze alignment with the City's affordable housing and economic development objectives; identify potential funding and financing strategies; and provide recommendations regarding the appropriate role of the City in supporting, facilitating, or participating in the development and operation of a modular housing factory. The engagement will culminate in a final report detailing findings, analyses, and actionable recommendations to inform future policy and investment decisions.

2.2 Background

Department of Planning and Development Overview The Department of Planning and Development (DPD) aligns the City’s agencies whose missions relate to the built environment in pursuit of the Mayor’s goal of increasing access to housing for both renters and homeowners, ensuring vibrant and equitable communities, and helping to build intergenerational wealth. DPD works in collaboration with communities to promote, plan, preserve, and develop successful neighborhoods for all. DPD includes the Divisions of Executive Administration; Housing and Community Development (DHCD); Planning and Zoning (DPZ); and Development Services (DS).

Project Background Mayor Parker set forth a bold vision for the Housing Opportunities Made Easy (H.O.M.E.) Initiative, a comprehensive approach to addressing the housing crisis that included the H.O.M.E Plan to create and preserve housing and HOME-OP, an effort to reduce the time tax related to residential construction. Under Mayor Parker’s leadership, DPD developed the H.O.M.E. Plan, which set forth value-based, data-driven strategies to achieve Mayor Cherelle L. Parker’s bold commitment to build and preserve 30,000 homes in the City of Philadelphia, with 13,500 units coming from production. The plan identified the following North Star Goals:

· Preserve our homes. Philadelphia has an older housing stock. Make sure our homes stay livable, healthy, high-quality, and safe.

· Make our homes more affordable. All Philadelphians should be able to afford a quality home in a community that is rich with amenities and access to jobs.

· Build more housing. We need more housing at all income levels in all neighborhoods. Let’s unlock the potential of our land to build more housing supply.

· Make the City work better for the people. Our government is responsive to you. Whether you’re a homeowner, renter, landlord, or developer, we must provide a high level of customer service.

· Prevent housing instability and homelessness. Nobody in Philadelphia should be homeless, or fear losing their home. We need to reduce housing instability and prevent homelessness.

· Make our homes and communities resilient. Philadelphia is investing in its infrastructure and housing to ensure that it is in good repair and resilient from disasters like storms and flooding.

· Reduce blight and improve our communities. Quality housing relies on strong communities. We need to redevelop our vacant lots and buildings and invest in beautifying our blocks.

This plan is an approximately $2 billion investment in housing, with nearly $1 billion provided by public sector funding and $1 billion in the value of the City’s lands and assets. In addition to the H.O.M.E. plan, the Mayor also signed Executive Order 3-25, which charged DPD with leading a citywide effort to reform the existing development approval processes and policies, with the goal of advancing, expediting, and optimizing housing production and preservation. DPD is partnering with other City agencies to execute this directive in an effort called HOME-OP.

In developing the H.O.M.E. Plan, the City reviewed national best practices and models, including the City of Cleveland’s Site Readiness Fund for Good Jobs, which acquired the General Electric property in Collinwood to develop Cleveland’s first off-site construction housing factory. The City of Philadelphia is exploring the adaptation of this model to the Philadelphia context, with a focus on creating high-quality, energy efficient, affordable luxury housing in an expedited timeframe while also creating a pipeline of family-sustaining construction and manufacturing jobs. In addition, the City is also interested in completing a pilot project for a multi-family modular development on City-owned land. As a sign of commitment to this project, the Mayor allocated a $10 million investment in the City’s capital budget for FY27 for eligible costs related to the construction of a modular housing factory on City-owned land.

In FY26, DPD posted a Request for Information (RFI) to better understand parameters to facilitate the development of a modular housing construction facility within the City of Philadelphia. The RFI sought information about site parameters, operational models, financial models, and market opportunity for a facility. The RFI process generated fourteen responses, providing a solid foundation for understanding modular housing factory prospects. The responses ranged from modular housing factory operators, modular housing construction companies, and companies that supported the operation of modular housing factories, including component parts and fit-out equipment. The respondents shared that modular housing configurations are available in single family attached, detached, midrise multi-family and high-rise multi-family, with respondents sharing experience across the spectrum. The City is evaluating its publicly owned vacant land to assess the opportunity for modular housing, particularly for multi-family opportunities.

The RFI responses outlined multiple governance and financing models for a modular housing factory. What was clear throughout these prospective models is that to be successful in Philadelphia, any modular construction company would request significant public support. Beyond securing a guaranteed commitment for a substantial pipeline of demand, the factory would need to be financed or supported through a combination of federal, state, and local programs. The RFI responses delineated multiple financing mechanisms for a modular housing factory and preferred financing approach for both capital and operating expenses.

DPD continues to complete due diligence around the feasibility of a publicly supported modular housing factory within the city. Continued efforts include informational meetings with modular housing factory operators, modular housing development companies, internal briefings with City stakeholders and site evaluation. This RFP is part of the due diligence process.

Problem Statement The RFI described above and subsequent informational interviews elicited a spectrum of financing and governance models that the City could explore when crafting an RFP for a modular housing factory, each presenting the City of Philadelphia with distinct opportunities, costs, and risk exposure. This request for proposals seeks a consultant to evaluate the viability, governance model, and financial risks of a public-private partnership to locate and sustain a modular housing factory within Philadelphia. The consultant will evaluate the following:

· The financial and operational commitments needed for each model (capital and operating; one time versus ongoing);

· the financial viability of models outlined for a modular housing factory;

· the value of each model for job creation and housing production, including an understanding of the cost per job; and,

· the financial, operational, and governance risks for each model and potential methods to mitigate risk.

Based on the analysis completed, the consultant will make recommendations for the role that the City should play in the development of a modular housing factory within the city limits. The product created should be a tool that City leadership can rely on to inform their next steps.

2.3 RFP Schedule

Pre-Proposal Meeting

A pre-proposal meeting will be held on August 4th at 1 p.m. Philadelphia Time. It is highly recommended that all proposers attend.

https://us02web.zoom.us/j/87937855082?pwd=8xUHLEjqDipxgcFXZRDrI9uuawB1rR.1

Applicant Interviews, Presentations (City Discretion) Week of September 8, 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 of Planning Development’s goal is to complete due diligence of a potential City supported modular housing factory. As part of this due diligence, DPD is seeking subject matter expertise to complete a financial, operational, and risk assessment of the proposed financial and governance frameworks outlined in responses to the DPD Request for Information on Modular Housing Factories and any additional models that emerge during the due diligence phase. The result of this consultant engagement will be a complete report, which will include a comprehensive and comparative analysis of the governance and financial models, a thorough risk analysis for each phase of this potential public-private partnership, and recommendations for the future role of the City. The goals of the report are as follows:

· City leadership understands the full City investment requested for each governance and operational model provided, including any capital and/or operational funding.

· City leadership understands the mechanics for each governance model presented, along with associated opportunities, costs, and risk associated with each model.

· City leadership understands the full scope of risk associated with each financial model presented and across all phases of the project lifecycle (construction, start-up operation, ongoing operations), including the allocation of the risk, the value of the risk, and potential risk management and mitigation opportunities.

The selected respondent will provide a detailed written report, briefing deck, and oral presentation delivered to leadership of the Department of Planning and Development, the Office of Director of Finance, the Treasurer’s Office, and the Mayor’s Office.

2.5 Award Terms

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

3. SCOPE OF WORK

The RFP is being issued to select a qualified party to produce a comprehensive and comparative analysis of the governance and financial models, a thorough risk analysis for each phase of this potential public-private partnership, and recommendations for the future role of the City. The selected respondent will provide a detailed written report, briefing deck, and oral presentation summarizing its findings, analyses, and recommendations.

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 selected respondent will assess the cost, feasibility, and risk to the City of the following governance models:

· City or a City-designated CDFI holds the ground lease rights with a private operator holding a long-term operating agreement tied to performance milestones related to affordable unit production, local hiring and workforce development outcomes;

· Facility is privately owned and operated by an independent operator that produces modules to the City’s specifications; and,

· A fully vertically integrated developer operator that controls the full production to delivery supply chain.

Service Requirements The selected respondent must, at a minimum:

· Provide DPD every other week with a status tracker or progress report detailing completed tasks and, for tasks in progress, the estimated time remaining until completion.

· Attend and facilitate a regularly scheduled project meeting to discuss the progress made and findings.

· Conduct interviews with DPD staff and relevant stakeholders, as necessary.

· Review applicable City policies and processes that could impact the risk valuation of each model, including the public land conveyance process and associated timelines.

· Assess the financial impact to the City for both capital and operating over the short term and long term. This financial assessment should clearly identify the types of City financial inputs needed, and incorporate the value of funding, land value and other inputs required from the City.

· Review governance and financial models, and identify and evaluate the short- and long-term risks to the City associated for each model, including an assessment of the likelihood of the risk occurring, the consequences of it occurring, and a quantitative financial value of the risk;

· Complete an assessment of the market conditions in Philadelphia, projected private and public project demand for modular units sourced from a factory located in Philadelphia, compare the demand projection to the unit guarantee thresholds outlined in the RFI responses, and complete an assessment of the certainty of the revenue stream.

· Review job creation estimates outlined in RFI responses and complete an assessment of estimated job creation based on projected demand for a modular housing factory located in Philadelphia.

· Complete an assessment of other policy roles, tools, and levers that could be utilized to promote the creation and long-term viability of a modular housing factory within the City.

· Provide an independent assessment of the viability of a public-private partnership for a modular housing factory within the City, including discussions of findings, emerging issues, and a recommendation for the City’s ideal role.

· Deliver written report, briefing deck, and oral presentation on or before February 16, 2027.

The Department of Planning and Development anticipates the work for this project will be organized into the following milestones (at a minimum):

· Kickoff meeting with DPD and other stakeholders in early November 2026.

· Conduct stakeholder interviews in mid- to late November.

· Conduct weekly interim project status check-ins with DPD and other stakeholders to review progress, discuss preliminary findings and address any emerging issues.

· Deliver complete first draft report and briefing presentation for review by January 7, 2027.

· Deliver complete second draft report and companion briefing deck, including an executive summary and reflecting edits by City stakeholders, for final review by February 1, 2027.

· Deliver final written report and companion briefing deck approved by DPD on or before February 16th, 2027. The selected respondents should also be prepared to provide an oral presentation by this date.

General Requirements Below are general qualifications the selected respondent must have:

· Experience in providing consulting services related to public-private partnerships, including demonstrated experience in quantifying, pricing, and allocating risk between public and private partners.

· Experience in financial modeling, including developing life-cycle cost modeling and evaluating long-term fiscal impacts.

· Experience in assessing the financial viability of a project, including demand assessment, capital stack, and evaluating applicability of state and federal incentive programs.

· Understanding of the Philadelphia housing market, public land conveyance process, and entitlement process.

· Understanding of off-site construction process, a plus; applicant must not be involved in manufacturing, development, or construction of modular or traditional built housing.

City of Philadelphia Responsibilities DPD will provide the selected respondent with access to RFI responses, notes from informational interviews, and other relevant resources gathered over the course of its due diligence efforts. DPD will organize follow-up interviews with relevant stakeholders as is deemed appropriate. DPD will review the draft report and companion deck and provide comments and questions to the selected respondent.

3.2 Performance Metrics, Contract Management & Payments

Performance Metrics The City of Philadelphia is interested in identifying metrics in order to monitor and improve performance during the life of the contract. The Department of Planning and Development has identified the following metrics and will work with the awarded provider(s) to add to or refine this list during contract negotiations. The final set of performance metrics and frequency of collection will be negotiated by each successful Applicant and the Department of Planning and Development prior to the finalization of an agreement between parties and may be adjusted gradually as needed.

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 or 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 Department of Planning and Development will meet regularly with the selected respondent to track progress, provide feedback, and answer any questions that may arise.

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?

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. Include a list of personnel that will be assigned to this project, as well as a description of similar projects they have worked on.

6. References (Tell us who can vouch for similar work you have completed) Provide at least three references, preferably for projects that are similar to the work sought by this RFP. Include the company/entity, a contact person’s name, the contact person’s title, their address, their email address, and telephone number. The more similar the reference is to the City the better, such as other local government entities.

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

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

· Company Name

· EIN

· Scope of Work

· Percentage of total work allocated to each firm

8. Requested Exceptions to Contract Terms (Tell the City any changes you would like to the contract) In exceptional cases, a successful Applicant might be afforded exceptions to the City’s Contract Terms. State if you would like to request exceptions to the City’s Contract Terms, including those contained in this RFP, including Appendix A and any other documents incorporated by link or reference. Identify the location of the proposed change as well as possible (noting the document, section, heading, and page), the reason for the change request, and proposed alternative language. The City may consider your proposed changes or may disqualify your proposal at its option. However, please be aware that exceptions are not made often and so you should thoroughly explain why the change is necessary and appropriate for the contract. Any proposed exceptions to the City’s Contract Terms are subject to various internal review procedures before they can be accepted. Note: Your proposal is a binding offer to contract and failure to propose exceptions binds you to the City’s terms, if your proposal is accepted.

9. Tax and Regulatory Status and Clearance Statement (Certify that you do not owe the City) Obtain a Tax Clearance Certificate and complete Appendix B attesting to Applicant’s tax and regulatory compliance with the City.

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

11. Statement of Financial Capacity (Demonstrate how stable your business is) Provide documentation demonstrating fiscal solvency and financial capability to perform the work sought by this RFP. You may include any of the following:

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

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

· Balance Sheet,

· Income Statement, or

· Cashflow Statement;

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

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

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

13. Disclosure Requirements (Tell the City about your political contributions) Excess political contributions to City candidates and incumbents can disqualify you from a City contract. Complete the mandatory disclosures required as part of the electronic application process in eContract Philly, including any local political campaign contributions, by selecting “Apply for Contract” from the opportunity information screen (where this RFP was located). Additional information and instructions are located under the “Disclosure/Eligibility” tab on the top of the eContract Philly homepage. Please make sure to review these requirements closely before completing these disclosure forms.

4.2 How To Submit Your Application

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

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

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

Every Entity Applies for Itself Except in the case of Joint Ventures, which follow special rules described below, every entity must apply for itself. If the prospective applicant is not already registered with eContract Philly, you must first register for an account before you can apply to this opportunity. Note that each legal entity must have a separate account; you may not utilize or repurpose another entity’s account for this application. To identify each legal entity, the eContract Philly application system uses an entity’s Taxpayer Identification Number, either a Social Security Number (SSN) or Employer Identification Number (EIN). Make sure the Tax Identification Number associated with your profile matches the Tax Identification Number of the company that is applying. Applications from an affiliated entity or made on another entity’s behalf will cause the City to reject the proposal.

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

Use the Submission Checklist Below This is a tool to help you to submit a complete, accurate, responsive, and on-time application.

DOES MY RESPONSE MEET THE PROPOSAL REQUIREMENTS?

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

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

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

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

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

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

Did you review the entire RFP and contract attachments, including the Contract Terms and Conditions, and request any exceptions? You must propose contract language changes with your proposal or the City’s terms are deemed accepted.

Was the proposal submitted electronically through eContract Philly?

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

Was the proposal submitted to the correct opportunity number?

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

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

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

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 the 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 certification of its Local Business Entity/Local Impact status.

If a contract is awarded from this RFP, a notice will be published on the City’s eContract Philly website identifying the name of the selected Applicant and the basis for award to that Applicant, as well as the names of all other Applicants to this RFP. To access this notice, select the button that says, “Notice of Intent to Contract” and search for your opportunity number.

6. GENERAL RULES GOVERNING RFPs/PROPOSALS

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

6.1 Health Insurance Portability and Accountability Act (HIPAA)

The work to be provided under any contract entered into pursuant to this RFP may be subject to the federal Health Insurance Portability and Accountability Act (HIPAA) or other state or federal laws or regulations governing the privacy and security of health information.

If the contract is with any of the “Covered Units” designated by the City or the chosen provider is otherwise a “Business Associate” under HIPAA, the selected Applicant must comply with the “Terms and Conditions Relating to Protected Health Information” which are posted on eContract Philly under the “About” section and which will be incorporated into the contract by reference.

6.2 Special Rules Applicable to Joint Ventures

Generally, applications submitted through eContract Philly from Applicants that purport to be filing an application on behalf of another individual or business entity will not be considered, even if the other business entity is an affiliate of the Applicant. In the case of multiple business entities that, if awarded a contract, have formed, or intend to form a joint venture to perform the contract, a single business entity may file an application on behalf of all such business entities, so long as: (i) the filing business entity is or will be a member of the joint venture, (ii) the application is made in the name of the existing or proposed joint venture, (iii) documentation is submitted with the application identifying all business entities that will comprise the joint venture, and demonstrating a binding agreement among those business entities to perform the contract as the joint venture identified in the application (for a joint venture that has not yet been formed, documentation signed by each identified business entity evidencing a commitment to form the joint venture if awarded the contract is sufficient), and (iv) the non-filing business entities are eligible for award of a City contract and make the disclosures required by Chapter 17-1400 of the Philadelphia Code (described in greater detail below) within fourteen (14) days after the joint venture receives notice that it has been awarded the contract.

6.3 Mandatory Political Contribution Disclosures and Penalties

Pursuant to Chapter 17-1400 of the Philadelphia Code, Applicants are required to disclose the following as part of their required online application:

· Their direct and indirect campaign contributions to:

· political candidates and incumbents who are nominated for, running for, or serving in a local Philadelphia elected office; and

· political committees/parties that are operating in Philadelphia;[footnoteRef:2] [2: State and federal campaign contributions do not have to be disclosed unless the subject/candidate in the campaign is also running for, or currently serving in a local Philadelphia elected office.]

· any consultants used in responding to the RFP and political contributions those consultants have made as described above; and,

· whether the Applicant or any representative of the Applicant has received from any City employee a request for money or other items of value.

Applicants who make material misstatements or omissions in required disclosures may be prohibited from entering into contracts resulting from this or any other RFP of the City for one to three years and subjected to fines of up to three-times (3x) the amount that a contribution exceeded the political contribution limits, up to $2,000 for each contribution, pursuant to Section 20-1302 of the Philadelphia Code.

For more information, please consult the text of Chapter 17-1400, the “Disclosure/Eligibility” tab on eContract Philly, e-mail econtractphilly@phila.gov, or call 215-686-4914.

6.4 Political Contribution Limits for City Contractors

The current contribution limits are adjusted every four years (starting in 2008) and are posted on the eContract Philly home page. The limits are established by law, apply continuously throughout the life of an awarded contract and for as long as the official who benefits is in office. Applicants are advised that individuals and businesses that make campaign contributions in excess of the amounts set forth in Section 17-1404(1) of the Philadelphia Code are ineligible to enter into a City contract or subcontract at any tier in excess of $10,000 for individuals or $25,000 for businesses. Contributions are attributed according to Section 17-1405 of the Philadelphia Code and Applicants should take this into consideration in electing to apply for this opportunity and in selecting subcontractors, if any.

Applicants certify that their subcontractors are eligible to work on City contracts and will be responsible for any consequence if that later proves untrue. To assist Applicants, the City has provided disclosure forms under the “Disclosure/Eligibility” “Subcontractor Disclosure” tab on eContract Philly for subcontractors to complete and provide to the Applicant at their option. These forms do not need to be submitted to the City.

6.5 City Employee Conflict Provision

City of Philadelphia employees and officials are prohibited from submitting proposals in response to this RFP. No proposal will be considered in which a City employee or official has a direct or indirect interest.

6.6 Reservation of Rights

By submitting a response to this contract opportunity, the Applicant accepts and agrees to the City’s Standard Reservation of Rights, linked and incorporated in this document by reference, and to the terms of this contract opportunity, including all information contained in this RFP and information posted or accessible by link from the eContract Philly “Opportunity List” page, accessible under the “New Contract Opportunities” tab on the eContract Philly homepage.

6.7 Confidentiality and Public Disclosure

Each Applicant shall treat all information obtained from the City as a result of this opportunity or any resultant contract, which information is not generally available to the public, as confidential and/or proprietary to the City in accordance with the terms of any resultant contract. The Applicant shall exercise all reasonable precautions to prevent any information derived from such sources from being disclosed to any other person. The Applicant agrees to indemnify and hold harmless the City, its officials and employees, from and against all liability, demands, claims, suits, losses, damages, causes of action, fines and judgments (including attorney's fees) resulting from any use or disclosure of such confidential and/or proprietary information by the successful Applicant or any person acquiring such information, directly or indirectly, from the successful Applicant.

By submission of a proposal, Applicants acknowledge and agree that the City, as a municipal corporation, is subject to state and local public disclosure laws and, as such, is…