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Office of Public Safety

REQUEST FOR PROPOSALS FOR

SMALL ORDER PURCHASE

FOR COMMUNICATIONS SUPPORT

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 14, 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 must raise any objections to these standard terms and conditions in your proposal.

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

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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) supports Department-wide public safety initiatives and multiple divisions and programs. The OPS Communications Office requires flexible access to professional communications services that can support strategic planning, public engagement, media relations, creative production, events, digital communications, and related activities on an as-needed basis.

Term The term of the contract is expected to start on or about November 16, 2026 and end November 16, 2027. The City may, at its sole option, amend the Contract to add up to three (3) additional terms, each not to exceed one year.

Compensation Compensation shall not exceed $80,000 for the initial contract term.

Local Business Criteria

Local Impact and certified Local Business Entity status may be considered as positive factors in evaluation, consistent with City requirements.

Services

Through this RFP, the City is seeking a contractor to perform the following services:

OPS is seeking a qualified communications services provider to support the Communications Office with strategic communications, public engagement, media, creative, digital/web, photography, videography, event/press conference, promotional, survey/focus group, communications tools, and related production and procurement services on an as-needed basis. The selected Applicant should demonstrate the ability to provide both strategic planning and timely hands-on execution, directly or through qualified subcontractors..

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2.2 Project Details

Services

Overall goals and objectives

OPS seeks a flexible communications partner that can supplement the capacity of the OPS Communications Office through strategic guidance, proactive communications planning, public engagement support, and hands-on execution. The contractor should help OPS communicate its services, programs, initiatives, accomplishments, partnerships, and public resources in a deliberate and sustained manner, while also providing responsive support for specific projects, events, campaigns, and communications needs. The OPS Communications Office will coordinate requests for contracted communications services; divisions and programs may provide subject-matter information and identify needs, but contracted communications services will be coordinated through designated OPS Communications personnel.

Tasks, milestones, or deliverables

OPS may request any combination of the services below. Services may be requested individually, concurrently, or as part of a larger assignment.

1. Strategic Communications Frameworks and Plans

• Develop or support communications frameworks, plans, campaigns, calendars, messaging approaches, audience strategies, and proactive communications recommendations.

• Assist OPS in identifying opportunities to communicate services, resources, initiatives, accomplishments, partnerships, and matters of public interest on an ongoing basis.

• Assist OPS in developing communications approaches that appropriately elevate the work, services, accomplishments, and impact of individual OPS divisions and programs. This may include development of division-specific communications plans, campaign concepts, feature stories, promotional materials, digital content, media opportunities, and other strategies designed to increase awareness and understanding of OPS programs.

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2. Public Engagement, Surveys and Focus Groups

• Develop community, employee, stakeholder, program, event, climate/pulse, and topic-specific surveys.

• Assist with survey platform configuration, distribution, collection, analysis, visualization, findings, and recommendations.

• Design and facilitate focus groups involving residents, community organizations, employees, program participants, partners, and other identified stakeholders.

• Support Public Safety Town Halls and other engagement activities through participant recruitment, discussion guides, facilitation, documentation, thematic analysis, and findings.

3. Media Relations and Advertising

• Media advisories, press releases, media lists, pitching, interview coordination, media monitoring, talking points, media briefings, press packets, and proactive media opportunities.

• Advertising and media buying support across television, radio, print, digital, social, streaming, outdoor, and other appropriate media.

• Obtain pricing and prior approval before media purchases; document placements and provide supporting invoices/receipts.

4. Promotional Materials, Creative Services and Swag

• Graphic design and production of flyers, brochures, fact sheets, presentations, social/digital graphics, posters, banners, signage, backdrops, large checks, displays, and other communications materials.

• Sourcing and procurement of promotional items and swag, including pins, buttons, ribbons, shirts, hats, bags, branded giveaways, decorations, and similar items.

• Provide production-ready and digital-ready files as appropriate.

5. Press Conference and Event Communications/Production

• Planning and coordination for press conferences, public announcements, media events, community

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• Facility, tent, table, chair, staging, podium, audio/visual, lighting, and other rental coordination.

• Procurement/coordination of refreshments, beverages, meals, and other approved event hospitality.

• On-site setup, media check-in, production coordination, speaker support, and breakdown as requested.

6. Photography

• On-site event, press conference, program, community, leadership, staff, and headshot photography.

• Edited, high-resolution digital images.

• Prints, enlargements, mounting, framing, and other physical photographic products upon request.

• Rapid-turnaround photography when reasonably practicable.

7. Videography

• Event and press conference recording, interviews, program features, short-form videos, social media content, public service announcements, executive messages, and B-roll.

• Editing, captioning/subtitling, basic motion graphics, audio/lighting, multi-camera coverage, and livestream support when requested and available.

8. Digital and Web Communications Support

• Review of OPS public-facing web content and organization and provide recommendations for clarity, accessibility, navigation, presentation, and usability.

• Web content development, editing, webpage revisions, updates, event/program/resource postings, content audits, and routine maintenance.

• Digital content supporting campaigns, division/program visibility, public education, and engagement.

• Coordinate with appropriate City personnel when City systems, permissions, or publishing processes are required.

9. Stakeholder Kits and Communications

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Infrastructure/Sustainability

• Stakeholder kits, media kits, templates, reusable communications materials, content calendars, asset libraries, communications workflows, standard operating procedures, measurement approaches, and other sustainable communications tools and practices.

• Support documentation of effective methods and recommendations for maintaining communications capacity over time.

10. Communications Tools, Licenses, Supplies and Rapid Procurement

• Facilitate procurement and renewal of communications-related licenses/subscriptions such as Canva, Flickr, stock image services, survey platforms, video/creative tools, and similar services.

• Accounts should remain controlled by OPS where feasible; contractor personnel shall not receive OPS credentials solely for license administration.

• Procure approved communications supplies and materials, including signage, pins, ribbons, decorations, promotional items, printed materials, and event supplies.

• Respond to supply/material requests with 24–48 hours' notice when reasonably practicable, recognizing that custom or specialized items may require longer lead times.

11. Single Point of Coordination

• The contractor shall designate a single point of contact who will serve as the primary contractor contact for the OPS Communications Office.

• The designated contact shall coordinate requests, timelines, deliverables, subcontractors, photographers, videographers, printers, media outlets, rental companies, and other third-party vendors as necessary.

• The contractor remains responsible for coordination, quality, timeliness, communication, and invoicing associated with services provided under the contract.

OPS may request any combination of these services based on Department, division, program, initiative, July 2026 revision 10 event, campaign, public engagement, or other communications needs.

Organization and personnel requirements

The Applicant shall identify a project/account manager and demonstrate access to qualified personnel and/or subcontractors with relevant experience in strategic communications, public engagement, media relations, advertising/media buying, graphic design, photography, videography, web/digital communications, event production, survey/focus group support, and procurement/coordination of third-party services. The contractor shall maintain a single point of coordination for OPS Communications.

If subcontractors are proposed, the Applicant shall identify the services they will provide and remain responsible for their performance.

Technological requirements

Applicants must demonstrate the technology and production capabilities necessary to provide the services described in this RFP, including web/digital communications, survey and engagement tools as needed, photography/video production, graphic design/production, and coordination of digital communications licenses and subscriptions.

Applicants should identify any platforms or specialized tools they routinely use to deliver these services.

Reporting requirements

The contractor shall provide documentation sufficient for OPS to monitor services and expenditures. At a minimum, invoices shall identify the services performed, date(s) of service, applicable rates/units, approved third-party costs, and any applicable markup or administrative fee. The contractor shall provide supporting documentation for media purchases, rentals, supplies, promotional items, licenses/subscriptions, and other pass-through expenses. For ongoing assignments, the contractor shall provide status updates and deliverables according to timelines established with OPS Communications.

Compensation Applicants are required to provide a cost proposal in their response which includes:

• A line-item breakdown of the costs for the specific services and work products proposed.

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• A price that includes all costs, such as administrative or fringe costs, proposed to be charged to the City.

Cost proposals typically are:

• Fixed price, where payment is not based on time or resources expended, or

• Hourly rate, where payment is based on time or resources expended.

Compensation Not to exceed $80,000 for the initial contract term.

Cost Proposal Type

Applicants shall provide an itemized rate schedule for each applicable service category. Pricing may include hourly rates, per-unit/per-deliverable rates, and separately identified third-party/pass-through costs.

Applicants must identify all administrative, procurement, handling, delivery, production, rush, or other fees and markups. OPS may request any combination of the services described in Section 2.

Applicants must provide pricing for each service category proposed.

Terms of Payment

Payment will be based on approved services performed and/or approved goods or third-party services procured. Invoices shall be submitted with sufficient detail and supporting documentation to substantiate charges. No third-party purchase, media buy, rental, license, supply, promotional item, or other reimbursable expense shall be incurred without prior OPS authorization. Where appropriate and authorized by the City, OPS may advance funding for approved goods, services, or third-party expenses that require payment in advance. Travel is reimbursable only when approved and in accordance with applicable City policy

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 contract is expected to begin on or about November 16, 2026, subject to completion of the City's procurement and contracting process, and continue through November 15, 2027. Services will be requested on an as-needed basis. OPS may request planned, recurring, project-specific, or short-https://www.gsa.gov/travel/plan-book/per-diem-rates https://www.gsa.gov/travel/plan-book/per-diem-rates

July 2026 revision 12 notice services during the contract term. The City may, at its sole option, amend the Contract to add up to three (3) additional terms, each not to exceed one year

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3. HOW TO SUBMIT YOUR RESPONSE

3.1 RFP Schedule

RFP Posted September 30, 2026

Applicant Questions Due Wednesday, October 7, 2026, 5:00 pm Local Philadelphia Time Ayanna Garnett@phila.gov

Answers Posted on eContract Philly

October 9, 2026

Proposals Due October 14, 2026, 5pm Local Philadelphia Time

Applicant Selection October 19, 2026

Contract Execution November 1, 2026

Commencement of Work November 16, 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)

10. Stated exceptions to terms and conditions, if any, and reasons for the request https://philawx.phila.gov/econtract/ https://philawx.phila.gov/econtract/

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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.

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

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/