Q&A.pdf

This is a Questions and Answers document pertaining to Contract Opportunity #21260504113813 issued by the City of Philadelphia Parks & Recreation Department for a fiscal intermediary vendor to manage the Recreation Advisory Council (RAC) Fund across approximately 128 recreation centers citywide. The fiscal intermediary will provide comprehensive financial management and administrative support for RAC programs, including payment processing, financial recordkeeping, compliance monitoring, and technical assistance to RAC volunteers. The vendor will manage payments to consultants, fee teachers, camp staff, vendors, and service providers on a biweekly basis, with payment volumes varying seasonally and concentrating during spring and summer months. Key reporting requirements include weekly payment reports, outstanding check reports with reconciliation, and active vendor reports. Questions regarding the opportunity were due July 13, 2026 at 5:00 PM, with answers posted July 17 at 5:00 PM. Proposals are due July 28, 2026 at 5:00 PM Philadelphia time, with anticipated selection on August 3, 2026, and contract execution by August 31, 2026. The initial contract term runs September 1, 2026 through August 31, 2027, with the City holding the option to amend the contract for up to four additional one-year renewal terms.

The contract ceiling is $750,000 total, with monthly payment based on invoices detailing services and associated costs. Vendors must submit fixed-price proposals with detailed line-item cost breakdowns covering employee compensation, administrative costs, training, and project management. The City strongly encourages Local Business Entity (LBE) certification and will consider local impact as a significant evaluation factor, though cost is not the sole determining factor in award selection. Required insurance coverage includes General Liability ($1 million per occurrence), Professional Liability ($2 million), Cyber Liability ($1 million), Workers' Compensation at statutory limits, and a Fidelity/Crime bond of at least $1 million. Vendors must comply with the City's 21st Century Minimum Wage and Benefits Standard and obtain required business licenses and permits. The pass-through dollar amounts are based on activity needs and will vary year to year, with the fiscal intermediary reporting primarily to Philadelphia Parks & Recreation staff and managing budgets internally with Program staff and Advisory Council volunteers.