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Office of Public Safety

REQUEST FOR PROPOSALS FOR

SMALL ORDER PURCHASE

FOR LAW ENFORCEMENT SUBJECT MATTER EXPERT

CONSULTING SERVICES

Cherelle Parker, Mayor Adam Geer, Chief Public Safety Director, Office of Public Safety The City of Philadelphia

RESPONSE DEADLINE:

No later than 5 pm Local Philadelphia Time on October 7, 2026

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/

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TABLE OF CONTENTS

1.1 Values

1.2 Contracting with the City of Philadelphia

1.3 Contacting Us

2. SERVICES WE ARE LOOKING FOR

2.1 Overview

2.2 Project Details

Services

Compensation

Project Schedule

3. HOW TO SUBMIT YOUR RESPONSE

3.1 RFP Schedule

3.2 What You Must Include in Your Response

4.1 Overview

4.2 Selection Process

4.3 Award

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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

The City of Philadelphia (“the City”) has two primary categories of contract opportunities:

Consistent with our values, the City requires that all contractors and subcontractors be in compliance with our laws, regulations, and polices, including:

Please closely review the City’s contract attachments including the standard terms and conditions.

Any contract resulting from this RFP will incorporate and be governed by these documents. You

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 as a positive factor in evaluation and potential selection. Additionally, some opportunities are exclusively reserved for LBE certified businesses.

Includes consulting, legal or creative services and other service types

Includes supplies and equipment and public works

PROCUREMENT PROFESSIONAL SERVICES

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

July 2026 revision 4 must raise any objections to these standard terms and conditions in your proposal.

Objections are not favored and may be weighed against your proposal and negotiation of proposed objections may extend the contracting time. Additionally, the City need not consider later-raised objections.

1.3 Contacting Us

For technical questions or concerns connected to this RFP, email eContractPhilly@phila.gov or call

(215) 686-4914.

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

• Allow for enough time 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.

mailto:eContractPhilly@phila.gov

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2. SERVICES WE ARE LOOKING FOR

2.1 Overview

Department Issuing

The Office of Public Safety (OPS), City of Philadelphia, is issuing this RFP. The selected consultant will work with OPS and designated partners, including the Philadelphia Police Department (PPD) and Philadelphia Sheriff’s Office, in support of the project.

Term

The resulting contract is expected to commence upon contract execution, currently anticipated to be October 15, 2026, and continue through October 14, 2027, subject to contract execution, grant requirements, and applicable City procurement requirements. No option years are contemplated for this engagement.

Compensation Compensation shall be based on approved hourly rates and actual approved hours worked, and shall not exceed $60,000 in total over the contract term.

Local Business Criteria

Both Local Impact and certified Local Business Entity status can be considered positive factors in evaluation. Local Impact is considered employing City residents or performing work in the City.

Services

The City seeks a qualified former sworn law enforcement professional, or firm proposing qualified personnel, to provide law enforcement subject matter expertise and advisory support for the digitization of the Domestic Violence Incident Report process and the update and implementation of the PPD– Sheriff’s Office operational MOU concerning protective-order service and firearm relinquishment coordination.

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2.2 Project Details

Services The project is intended to strengthen Philadelphia’s implementation of Act 79 procedures through two connected efforts:

Digitizing the Domestic Violence Incident Report form so incident information can be captured as structured data and routed more reliably to the District Attorney’s Office, PPD’s Victim Assistance Officer, and designated community-based victim service providers.

Updating the existing operational Memorandum of Understanding between PPD and the Philadelphia Sheriff’s Office to clarify shared procedures for protective-order service, firearm relinquishment, proof of service, documentation, timelines, information-sharing, and exception handling.

The selected consultant will serve in an advisory capacity and will not make final policy, legal, operational, or agency decisions on behalf of the City, PPD, the Sheriff’s Office, or any other partner.

Overall goals and objectives

• Provide credible, practical former sworn law enforcement perspective to support the Business Analyst’s documentation of the current and future Domestic Violence Incident Report workflow.

• Help identify operational requirements and decision points that should be reflected in workflow documentation, business requirements, routing considerations, operating procedures, job aids, training materials, and implementation materials.

• Support productive operational discussions between PPD and the Sheriff’s Office regarding protective-order service, firearm relinquishment coordination, proof of service, documentation, timelines, information-sharing, and exception handling.

• Identify potential operational gaps, conflicts, or implementation concerns and provide actionable recommendations for consideration by the participating agencies.

Tasks, milestones, or deliverables The selected consultant shall provide advisory support in the following areas:

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Advisory Support to the Business Analyst. Provide dedicated advisory support as the Business Analyst documents the current and future Domestic Violence Incident Report workflow. This includes helping ensure that PPD’s operational input is accurately understood, captured, and reflected in workflow documentation, business requirements, routing considerations, and related implementation materials.

PPD–Sheriff’s Office Operational Alignment. Support operational discussions related to the updated PPD– Sheriff’s Office MOU and help identify and work through decisions concerning roles, handoffs, timelines, proof-of-service documentation, firearm relinquishment coordination, information-sharing needs, and exception handling.

Implementation and Operational Review. Review draft workflows, operating procedures, job aids, training materials, MOU-related materials, and implementation documents and provide advisory feedback regarding whether they reflect realistic law enforcement operations and interagency coordination needs.

Meeting and Issue Resolution Support. Participate, as requested, in project meetings, Business Analyst work sessions, PPD–Sheriff’s Office operational discussions, implementation check-ins, pilot review discussions, and issue-resolution meetings.

PPD and the Sheriff’s Office will remain responsible for working through MOU content and finalizing agency decisions.

Expected Deliverables

• Advisory input to the Business Analyst on the current and future Domestic Violence Incident Report workflow.

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• Operational feedback on workflow documentation, business requirements, routing considerations, and implementation materials developed by the Business Analyst.

• A summary of operational considerations for PPD– Sheriff’s Office coordination related to protective-order service and firearm relinquishment.

• Recommendations regarding roles, handoffs, timelines, proof-of-service documentation, firearm relinquishment coordination, information-sharing needs, and exception handling for consideration by PPD and the Sheriff’s Office.

• Advisory feedback on draft operating procedures, job aids, training materials, MOU-related materials, and implementation documents.

• Participation in project meetings, work sessions, operational discussions, and implementation check-ins, as requested.

Organization and personnel requirements

The proposed lead SME must demonstrate the minimum qualifications below. If an Applicant is a firm, the proposal must identify the specific individual(s) who will perform the services and include qualifications for each proposed key person.

• Prior sworn law enforcement experience.

• Prior supervisory or command-level law enforcement experience.

• Experience participating in interagency procedure development, MOU discussions, or SOP development.

• Experience with law enforcement operations, supervision, investigations, domestic violence response, protective-order service, firearm-related procedures, or interagency coordination.

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• Ability to support cross-agency discussions and clarify operational decision points.

• Ability to work collaboratively with law enforcement, technology, victim services, prosecution, court-related, and government partners.

• Strong facilitation and communication skills.

• Ability to participate in meetings, review materials, and provide timely feedback.

Technological requirements

No specialized technology platform is required. The consultant must be able to review and comment on electronic workflow documentation, business requirements, draft procedures, and related materials using commonly available office productivity and virtual meeting tools.

Reporting requirements

The consultant shall provide brief written summaries or other documentation of key recommendations and unresolved operational issues when requested by OPS. The consultant shall also provide information reasonably required by OPS to support grant reporting, monitoring, invoicing, and project documentation.

Compensation

Applicants are required to provide a cost proposal that clearly identifies the proposed labor category or role, hourly rate, estimated hours, and extended amount. Applicants should propose the level of effort they reasonably anticipate will be necessary to complete the services described in this RFP.

The City anticipates that the work may be completed for less than the $60,000 contract ceiling and will evaluate the reasonableness and cost-effectiveness of the proposed level of effort.

Applicants may identify a federal contract, schedule, labor category, or other rate basis used to develop the proposed rate. However, because this engagement is grant-funded through the Pennsylvania Commission on Crime and Delinquency (PCCD), compensation for an individual consultant shall not exceed the applicable PCCD allowable rate of $81.25 per hour ($650 per eight-hour day), unless prior written approval has been obtained from PCCD. Proposed rates must be inclusive of all labor, overhead, administrative, fringe, and profit costs charged to the City.

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Compensation is not-to-exceed $60,000 for the resulting contract. The $60,000 amount represents the maximum potential compensation and is not an anticipated or guaranteed expenditure. The City will pay only for services actually performed, authorized, documented, and accepted, subject to the approved hourly rate, applicable PCCD requirements, and the contract ceiling. The City does not guarantee any minimum number of hours or minimum amount of compensation.

For PCCD budgeting purposes, the proposed consultant rate should be stated on an hourly and/or eight-hour daily basis. The $81.25 hourly / $650 daily amount is the maximum allowable rate for an individual consultant unless prior written PCCD approval applies.

Travel costs are reimbursable only if approved by the Department and in accordance with current City policies; commuting costs are not reimbursable. The City has adopted the Federal Government Maximum Per Diem rate. Any approved reimbursable travel expenses will be included within the $60,000 contract ceiling.

The cost proposal shall use the following structure:

Compensation Not to exceed $60,000 for a contract resulting from this RFP.

Cost Proposal Type

Hourly rate. Vendor should state its hourly rates.

The cost proposal shall use the following structure:

Labor Category / Role

Rate Basis or Federal Contract Labor Category (if applicable)

Proposed Hourly Rate

Estimated Hours

Estimated Extended Cost

Law Enforcement

SME

Identify federal contract/schedule or other rate basis, if applicable

$_____ (not to exceed $81.25/hour unless

PCCD-

approved)

Other proposed personnel (if any)

Identify labor category/rate basis, if applicable

TOTAL

ESTIMATED

COST

Terms of Payment Invoices may be submitted monthly and shall identify the date and nature of services performed, the applicable labor category, hourly rate (or approved daily rate), hours or days worked, and amount billed.

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Invoices must include sufficient detail and supporting documentation to substantiate charges. Payment will be made for approved services performed in accordance with the contract and subject to the availability of grant funds and applicable City requirements.

Please note travel costs are reimbursable only if approved by the Department and in accordance with current City policies; commuting costs are not reimbursable. The City has adopted the Federal Government Maximum Per Diem rate.

Project Schedule

The resulting contract is expected to commence upon contract execution, currently anticipated to be October 5, 2026. Applicants shall provide a proposed work plan identifying anticipated milestones, meeting participation, advisory activities, draft review points, and final deliverables for the contract period.

https://www.gsa.gov/travel/plan-book/per-diem-rates https://www.gsa.gov/travel/plan-book/per-diem-rates

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3. HOW TO SUBMIT YOUR RESPONSE

3.1 RFP Schedule

RFP Posted September 23, 2026

Applicant Questions Due September 28, 2026, 5:00 pm Local Philadelphia Time, Ayanna.Garnett@phila.gov

Answers Posted on eContract Philly

September 30, 2026

Proposals Due October 7, 2026, 5pm Local Philadelphia Time

Applicant Selection October 9, 2026

Contract Execution October 13, 2026

Commencement of Work October 15, 2026

The above dates are estimates only. Notice of changes in the pre-proposal meeting date, time or location, and due date for Applicant questions will be posted on eContract Philly. Should the Department change the date for the Application submission, a notice/Addendum will be posted on eContract Philly.

3.2 What You Must Include in Your Response

1. Introduction

2. Company Profile

3. Company contact information

4. Proposed Scope of Work, addressing all items in Section 2 and describing how the Applicant will meet project requirements

5. Proposed Schedule

6. Cost Proposal

7. Project Personnel Statement of Applicant’s Qualifications/Relevant Experience

8. References

9. Written Statement of Financial Capacity from independent source and at least one current financial document (audited or unaudited financial statements, bank statements or references, Form 990) https://philawx.phila.gov/econtract/ https://philawx.phila.gov/econtract/

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10. Stated exceptions to terms and conditions, if any, and reasons for the request

11. Local Business Certification and justification and/or documentation

12. Provide the following statement: “If awarded this contracting opportunity and this contract opportunity is valued at or over $99,000 or the amount expected to be realized by the Applicant is at or over $99,000, the Applicant will provide all Transparency in Business disclosures required by Section 17-1402(1)(b)(.4) of the Philadelphia Code prior to contract conformance.”

Applicant Proposed Scope of Work responses should be limited to 5 pages.

3.3 Response Requirements

Online Submission Required by the Application Deadline You must apply online through eContract Philly to be considered for this contract opportunity. The City will not accept responses in any other format.

If you are 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.

A Complete Application is Required Please give yourself as much time as possible to start and complete your online application. The City will not consider proposals that are submitted late.

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Use the Below Submission Checklist 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 in RFP Section 3.1?

Did the proposal explain how Applicant meets the goals and objectives, tasks, milestones, and deliverables, and other requirements described by the Department under “Services” in RFP Section 2.2?

Does your cost proposal meet the requirements under “Compensation” in RFP Section 2.2?

Does your cost proposal meet the requirements under “Project Schedule” in RFP Section 2.2?

Does your proposal meet the overall format and content requirements described in RFP Section 3.2, including the independent Statement of Financial Capacity” and the page limit?

If applicable, was the Local Business Certification and justification and/or documentation provided in the proposal?

Does your application provide the mandatory statement: “If awarded this contracting opportunity and this contract opportunity is valued at or over $99,000 or the amount expected to be realized by the Applicant is at or over $99,000, the Applicant will provide all Transparency in Business disclosures required by Section 17-1402(1)(b)(.4) of the Philadelphia Code prior to contract conformance.”

Did you review the entire RFP and Contract Attachments, including the Terms and Conditions?

Did you state any objections to these document Terms and Conditions? You must raise any objections to these standard terms and conditions in your proposal. Objections are not favored and may be weighed against your proposal;

additionally, the City need not consider later-raised objections.

Was the proposal submitted electronically through eContract Philly?

Was the proposal submitted under the correct opportunity number?

Was the application signed by clicking on the “submit” button at the conclusion of the eContract Philly submission process?

Was the individual who signed the application an authorized signatory for the Applicant?

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4. HOW WE SELECT A CONTRACTOR & AWARD

THE CONTRACT

4.1 Overview

After the proposal deadline, a diverse panel will review the submitted, complete and eligible proposals. In some cases, the finalists may be contacted for an interview or other final selection step. Once the department managing the RFP selects an Applicant, the Applicant will be notified and will enter into negotiations with the department.

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4.2 Selection Process

Although, cost to the City is a material factor, it is not the sole, or necessarily the determining factor, in proposal evaluation. If the City chooses to make an award of a contract from this RFP, the City may, at its sole discretion, award such contract to a person or entity other than the responsible Applicant submitting the lowest price when the City determines, in its sole discretion, it is most advantageous to the City and in the City’s best interest to do so.

To select an Applicant for this contract opportunity, the City uses the below standard criteria in its selection process.

1. Superior ability or capacity to meet particular requirements of contract and needs of City Department and those it serves

2. Eligibility under Code provisions relating to campaign contributions

3. Superior prior experience of Applicant and staff

4. Superior quality, efficiency and fitness of proposed solution for City Department

5. Superior skill and reputation, including timeliness and demonstrable results

6. Special benefit to continuing services of incumbent, such as operational difficulties with transition or needs of population being served

7. Benefit of promoting long-term competitive development and allocation of experience to new, local, or small businesses

8. Lower cost

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

10. Anticipated long-term cost effectiveness

11. Meets prequalification requirements

12. Applicant’s certification of its Local Business Entity/Local Impact status

The Department cannot communicate with other Applicants not selected for the opportunity about their proposals until after an agreement is finalized

The Department is not obligated to debrief an unsuccessful Applicant on why we’ve made the decision not to select them for award.

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4.3 Award

The City will post a notice on eContract Philly once the City decides which Applicant will be awarded the contract. There is no waiting period before the contract may be executed.

If selected for award, the Applicant will have to comply with laws, regulations, polices in order to be eligible for award of the contract and to maintain the contract after award.

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

Have an active Business Income and Receipts Tax (BIRT) Account Number.

REGISTER HERE.

Have an active Commercial Activity License (CAL) Number REGISTER HERE

Obtain a Philadelphia Tax and Regulatory Status and Clearance

OBTAIN A TAX

CLEARANCE

CERTIFICATE HERE

Meet the Campaign Contribution Disclosures Requirements

INFORMATION ON

DISCLOSURE/ELIGIBILITY

IS HERE

{If the awarded contract is valued at or over $99,000} Submit all Transparency in Business disclosures

TRANSPARENCY IN

BUSINESS REGULATIONS

ARE HERE

Comply with the 21st Century Minimum Wage and Benefits Ordinance

CURRENT LIVING WAGE

RATE CAN BE FOUND

LOCATED HERE

If applicable, comply with federal Health Insurance Portability and Accountability Act (HIPAA)

SEE TERMS AND

CONDITIONS IN THE

OPPORTUNITY

INFORMATION

This engagement is funded through the Pennsylvania Commission on Crime and Delinquency (PCCD) FY 2024 Byrne State Crisis Intervention Program Funding Plan. The availability of funds, scope of work, payment, and period of performance are subject to the requirements of the grant award, City procurement requirements, and any applicable federal, state, or local funding conditions.

https://philawx.phila.gov/econtract/ https://ework.phila.gov/revenue/ https://www.phila.gov/services/permits-violations-licenses/get-a-license/business-licenses-permits-and-approvals/get-a-commercial-activity-license/ https://www.phila.gov/services/payments-assistance-taxes/get-tax-clearance/ https://philawx.phila.gov/econtract/ https://www.phila.gov/publications/transparency-in-business-regulations/#/ https://philawx.phila.gov/econtract/