RFP_ Financial Counseling_Rev.pdf

Cherelle L. Parker, Mayor Orlando Rendon, Executive Director

Office of Community Empowerment and Opportunity The City of Philadelphia

REQUEST FOR PROPOSALS FOR

FINANCIAL COUNSELING

WORK SUMMARY:

The Office of Community Empowerment and Opportunity is seeking a qualified non-profit organization to increase or build out 1:1 services for comprehensive financial counseling.

Desired services will be modeled after national models of Financial Empowerment Centers.

PROPOSED COMPENSATION:

The total award made under this RFP is not to exceed $260,000.

RFP ISSUE DATE:

June 15, 2026

RESPONSE DEADLINE:

No later than 5 pm Philadelphia Time on August 7, 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 virtually on June 29, 2026, at 11:00 am Philadelphia Time.

It is highly recommended that all proposers attend.

OFFICIAL RFP CONTACT:

Sara Lepori, Director of Economic Mobility, Sara.Lepori@phila.gov

SUBMISSION REQUIREMENTS:

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

https://philawx.phila.gov/econtract/

TABLE OF CONTENTS

1. INTRODUCTION

1.1 Values

1.2 Contracting with the City of Philadelphia

1.3 Contacting Us

1.4 Feedback about this RFP

2. THE OPPORTUNITY

2.1 Summary

2.2 Background

2.3 RFP Schedule

2.4 Outcome Goals

2.5 Award Terms

3. SCOPE OF WORK

3.1 Description of Services

3.2 Performance Metrics, Contract Management & Payments

4. HOW TO SUBMIT YOUR RESPONSE

4.1 What You Must Include in Your Proposal

4.2 How To Submit Your Application

4.3 Proposal Binding

5. HOW WE CHOOSE

6. GENERAL RULES GOVERNING RFPs/PROPOSALS

6.1 Health Insurance Portability and Accountability Act (HIPAA)

6.2 Special Rules Applicable to Joint Ventures

6.3 Mandatory Political Contribution Disclosures and Penalties

6.4 Political Contribution Limits for City Contractors

6.5 City Employee Conflict Provision

6.6 Reservation of Rights

6.7 Confidentiality and Public Disclosure

APPENDICES

1. INTRODUCTION

1.1 Values

The City of Philadelphia is committed to ensuring all businesses have access to contracting opportunities with the City and seeks to promote the economic development of small and local businesses.

1.2 Contracting with the City of Philadelphia

Consistent with our values, the City requires that all contractors and subcontractors comply with all applicable laws, regulations, and policies, including:

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.

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.

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://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fvendor-payments.phila.gov%2Flogin&data=05%7C01%7CMihir.Mulloth%40phila.gov%7Cd3a519484f624cce6fc708db9fe39835%7C2046864f68ea497daf34a6629a6cd700%7C0%7C0%7C638279572083787221%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=EktpSPaS%2B8p3KxRyI13X2Icwkl9aYLDJ0KfEzw1NsTI%3D&reserved=0 https://business.phila.gov/ https://business.phila.gov/ https://business.phila.gov/ https://business.phila.gov/ https://www.phila.gov/services/business-self-employment/business-taxes/ https://www.phila.gov/services/business-self-employment/business-taxes/ https://www.phila.gov/services/business-self-employment/business-taxes/ https://www.phila.gov/services/business-self-employment/business-taxes/ https://www.phila.gov/services/business-self-employment/business-taxes/ https://www.phila.gov/services/business-self-employment/business-taxes/ https://codelibrary.amlegal.com/codes/philadelphia/latest/philadelphia_pa/0-0-0-296070 https://codelibrary.amlegal.com/codes/philadelphia/latest/philadelphia_pa/0-0-0-296070 https://codelibrary.amlegal.com/codes/philadelphia/latest/philadelphia_pa/0-0-0-296070 https://codelibrary.amlegal.com/codes/philadelphia/latest/philadelphia_pa/0-0-0-296070 https://codelibrary.amlegal.com/codes/philadelphia/latest/philadelphia_pa/0-0-0-296070

1.3 Contacting Us

For technical assistance with the eContract Philly website, email eContractPhilly@phila.gov or call

(215) 686-4914.

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

• Allow for two (2) business days prior to any application deadline to receive a response to your request. The City will not extend a deadline even if it has not responded to your question or request.

• All other questions regarding the RFP, including substantive questions, must be submitted in accordance with Section 2.3. Applicants are otherwise prohibited from contacting City representatives concerning this RFP or related matters.

1.4 Feedback about this RFP

The City recently updated the design of the RFP we use for Professional Services and would like feedback from vendors. If you have feedback you would like to share, please complete this voluntary survey. Thank you.

mailto:eContractPhilly@phila.gov https://phila.formstack.com/forms/updated_rfp_feedback_survey https://phila.formstack.com/forms/updated_rfp_feedback_survey

2. THE OPPORTUNITY

2.1 Summary

The Office of Community Empowerment and Opportunity (CEO) is seeking a qualified non-profit organization to increase or build out 1:1 services for comprehensive financial counseling. Individuals who are in financial trouble, whether overburdened with consumer debt or working to meet financial goals often need individualized assistance, not just education. Direct one-on-one support is integral to navigating financial challenges or knowing how to apply generalized information to an individual’s unique circumstances. Through this RFP we are seeking responses from qualified organizations that have experience in financial counseling and coaching. For these counseling services we are seeking applicants who are willing to model financial counseling services after Cities for Financial Empowerment’s (CFE) Financial Empowerment Centers (FEC).

Financial Counseling provides customized one-on-one counseling based on the clients’ individual situations and is responsive to the client’s goals and abilities. Financial Counseling represents a mix of direct service goal setting and light case management provided by highly trained professionals to advise people on their financial and personal goals in the areas of banking, savings, debt, credit, and legacy planning. Individuals in financial trouble need individualized help, not just education.

Counseling is integrated and connected to local social services, including housing and foreclosure prevention, workforce development, prisoner reentry, benefits access, domestic violence services, and through partnerships, referrals and networks, in a way that acknowledges financial counseling is one component in supporting financial security.

2.2 Background

Office of Community Empowerment and Opportunity Overview The Office of Community Empowerment and Opportunity is the City of Philadelphia’s Community Action Agency and anti-poverty organization. CEO provides leadership on issues of economic justice by advancing equity and inclusive growth to ensure that all Philadelphians share in the city’s prosperous future. CEO does this by advocating for and investing in solutions that improve mobility out of poverty across multiple levels (including programmatic, procedural and systemic). CEO works in multiple priority areas including employment services, benefits access, housing security, income support, place based/community focused initiatives, advocacy and stakeholder engagement, and community health.

Project Background Financial counselors are professionally trained and nationally certified to provide one-on-one free financial counseling to help consumers with low incomes manage their finances, pay down debt, increase savings, establish and build credit, access safe and affordable mainstream banking products, prepare for legacy planning and protect assets. Counseling should be integrated or well connected to local social services so that clients can be referred to supportive services that assist them in financial wellness. These services include but are not limited to benefits access, housing and foreclosure prevention, workforce development, prisoner reentry, and domestic violence services.

Through partnerships, referrals and networks, referrals should occur in a way that acknowledges financial counseling is one component in supporting financial security.

Problem Statement Working towards financial sustainability is a complex task by itself and navigating additional supportive services and resources is additionally opaque. Financial instability creates higher stress levels and decreases social emotional health. Professional services to increase financial stability and education in financial management will help individuals feel confident in talking about money with partners and children, working toward financial goals, tackling complex financial problems, and navigating systems and programing to support long term financial health. Financial counseling as a professional service can assist individuals and families with tools and strategies to increase credit scores, pay down and decrease debts, create and work toward financial goals, problem solve around financial crises, develop new financial tools, and connect to additional financial resources to support critical needs and long-term goals.

2.3 RFP Schedule

RFP Posted Monday, June 15, 2026

Pre-Proposal Meeting

A pre-proposal meeting will be held on Monday, June 29, 2026, at 11:00 am, Philadelphia Time. It is highly recommended that all proposers attend.

Link: Teams Meeting Meeting ID: 256 642 496 864 40 Passcode: Hc3hS3DV

Applicant Questions Due

Applicants must submit questions regarding this opportunity by Monday, July 13 at 5:00 Philadelphia time.

All questions must be submitted via email to ceo.contracts@phila.gov

Answers Posted on eContract Philly

Friday, July 17, 2026, at 5pm Philadelphia time

Proposals Due Friday, August 7, 2026, 5pm Philadelphia time

Applicant Interviews, Presentations (City Discretion)

August 24 - 25, 2026

Applicant Selection September 1, 2026

Contract Execution October 1, 2026

Commencement of Work October 1, 2026

The above dates are estimates only. Notice of changes in any pre-proposal meeting or site visit date, time or location, due date for Applicant questions, or proposal due date will be posted as a notice/Addendum with the original RFP on eContract Philly and will become a part of the RFP.

https://teams.microsoft.com/meet/25664249686440?p=sYIZMHKczTzCjuC1N6

2.4 Outcome Goals

CEO’s objectives for this project include:

• To help clients understand their current financial situation, including income, expenses, debts and financial habits,

• To work with clients on specific client led goals and provide guidance and additional resources and connections to assist and empower them in improving financial health and confidence in decision making.

• To assist with tools, connections and additional recourses to reduce household debt and increase savings and to progress towards financial goals.

• To connect clients with other services and resources to meet additional needs.

2.5 Award Terms

Term

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

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

Compensation Contract will state maximum compensation including all expenses not to exceed $260,000.

Cost Proposal Type Proposal should be a fixed price model in accordance with the cost proposal requirements outlined in Section 3.2.

Terms of Payment

Contract funds will be distributed on a cost reimbursement basis subject to the Department’s acceptance and approval of all services, deliverables, performance standards, and reporting requirements. Invoices must be submitted monthly and should include an itemized breakdown of services provided.

Applicants are advised that the contract resulting from this RFP will require the approval of Philadelphia City Council prior to execution. By submitting a proposal in response to this RFP, Applicants acknowledge their understanding and agree that any proposed contract with the selected Applicant will be (i) submitted to City Council in the form of a proposed ordinance; (ii) subject to the customary process of public notice and hearing for the enactment of legislation by City Council; and

(iii) may not result in a final, executed contract unless the proposed contract, and all terms and conditions contained therein, receives a majority vote in favor of the contract.

3. SCOPE OF WORK

3.1 Description of Services

This Section 3.1, Description of Services include 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.

Financial Counseling The FEC model offers customized one-on-one counseling based on the clients’ individual situations and is responsive to the client’s goals and abilities. FEC counseling represents a mix of direct service goal setting and light case management provided by highly trained professionals to advise people on their financial and personal goals in the areas of banking, savings, debt, and credit, and legacy planning.

A financial counseling session is a confidential, private meeting between a counselor and individual (or household) lasting a minimum of 30 minutes. Sessions can be either in person or remote (i.e.

phone, video) given they meet the 30-minute requirement.

The initial counseling session consists of a comprehensive financial health assessment, where counselors conduct triage to determine the full nature of the client’s financial situation, support the client in setting goals, and establish a specific client-led action plan to manage their finances, pay down debt, increase savings, establish and build credit, and access safe and affordable mainstream banking products and prepare for legacy planning and protect assets. Retention, or returning for more than one session, is critical; clients are more likely to achieve outcomes if they participate in multiple counseling sessions. Throughout the process, counselors advise clients, and track progress towards outcomes aimed at enhancing financial stability.

Scope of Work for Financial Counseling

1. Identify, screen, complete intake, and provide financial counseling services in-person or telephonically.

2. Complete a comprehensive housing and financial health assessment for each client which shall include:

a. Assessment of financial status, including evaluation of debt, income, and credit record.

b. Assessment of housing status, including evaluation of housing resources available to and utilized by the participants.

c. Action plan regarding financial priorities, which may include debt negotiation, credit repair, or budgeting education.

d. Referrals to appropriate providers for services.

e. Informing clients of safe and affordable banking vehicles, when appropriate, and

f. Opening of safe and affordable personal banking option for unbanked participants as appropriate.

g. Complete an action plan that indicates the issues that the client will be working on with her or his counselor which may include housing, credit, debt, banking, and savings.

3. Deliver an average of two (2) free financial counseling sessions to each client.

4. Achieve and report on outcomes such as total funds saved, debt reduced, credit score changes.

5. Identify and submit to CEO at least two (2) client success stories that provide narrative support on program success during the contract period. Client stories should include: client’s name, demographics, case summary and media release.

Service Requirements A successful proposal will clearly demonstrate how the Applicant will meet all of the standards, expectations, and desired outcomes found in the RFP and its exhibits. The proposed scope of work should clearly identify how Applicant is proposing to deliver services and at what cost, including the job titles and key personnel responsible for delivering the proposed work. If the Applicant proposes to use subcontractor(s) to perform any services described in this RFP, proposals must specify how services will be delivered through each subcontractor(s).

The selected Applicant must comply with the following service requirements:

• Participation in bi-weekly program meetings with CEO. As needed, national experts may join meetings to assist in planning, development and training.

• Provide dedicated staff person(s) with sufficient training prior to commencement of services.

• Dedicated staff person(s) prepared to commence service delivery on or shortly after contract start date.

o Each full-time staff person should provide a minimum of fifty (50) individual financial counseling sessions per month.

• Regular advertisement and outreach activities to provide information on service provided.

• Referring clients, as needed, to additional services. Referrals must be tracked and reported.

Reporting Requirements:

The selected Applicant will be required to track data on client-level information, service delivery, and outcome achievement. Reporting metrics will be established by CEO. The selected applicant will be required to submit monthly programmatic reporting.

The selected Applicant will track and report data including, but not limited to, the following:

1. Client Characteristics – Unduplicated client-level demographics, psychographic, and household characteristics of the clients served.

2. Intake Process - The main data points included in the intake and eligibility verification process. i.e., enrollment date, location, and referral source.

3. Client Services – An Activities or Service report that details how the client interacts with the provider. From this report CEO should be able to count, assess, and document all services delivered.

4. Client Outcomes – Client progress toward achieving outcomes and outputs while enrolled or interacting with the provider. From this data, CEO should be able to count, assess, and document performance indicators including, but not limited to the number of clients who:

o Opened a bank account.

o Established credit.

o Increased their credit.

o Reduced their debt.

o Increased their savings.

General Requirements Applicants must be a non-profit organization already engaged in providing financial coaching or financial counseling in some capacity.

Eligible Applicants must provide virtual financial counseling sessions as an option for clients.

Applicants must include in their proposal the technology that they have in place to provide private financial counseling to clients.

If Applicants are proposing in-person services in addition to virtual options, they must have a physical site(s) located in Philadelphia with sufficient private space to provide financial counseling services.

City of Philadelphia Responsibilities The City of Philadelphia’s Office of Community Empowerment and Opportunity will provide coordination between the selected Applicant and any partner organizations that may further support the goals and objectives of this RFP. CEO will meet with the selected Applicant on a bi-weekly cadence throughout the contract period.

3.2 Performance Metrics, Contract Management & Payments

Performance Metrics The City of Philadelphia is interested in identifying metrics to monitor and improve performance during the life of the contract. CEO 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 CEO prior to the finalization of an agreement between parties and may be adjusted over time as needed.

Performance Metric Data Source

Data Collection Frequency

Data Collection

Responsibility

Data Review

Cadence Unduplicated number of clients served Reporting Monthly Contracted

Organization Monthly

Tracking of client outcomes Reporting Monthly Contracted Organization

Monthly

Outreach Activities Reporting Monthly Contracted Organization

Monthly

Client Success Stories Reporting Monthly Contracted Organization

Monthly

Contract Performance Monitoring As part of the City of Philadelphia’s commitment to improved outcomes, the City seeks to actively and regularly monitor service delivery to enhance contract management, improve results, and adjust service delivery based on learning what works. Reliable and relevant data is necessary to drive service improvements, ensure compliance, inform trends to be monitored, and evaluate results and performance. As such, the City reserves the right to request/collect other key data and metrics from providers related to the performance of the contract and to reject any item of work that does not meet the performance standards described in the contract.

How We Will Pay the Selected Applicant Contract funds will be distributed on a cost reimbursement basis subject to CEO’s acceptance and approval of all services, deliverables, performance standards, and reporting requirements. This means your organization must have the financial capacity to pay all program costs up front. CEO will require an invoice, proof of expenses, and required documentation to process a reimbursement.

CEO will only reimburse the provider for actual expenses incurred during the effective dates of the contract.

The contract for each chosen provider will include a maximum contract 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 schedule for when the services and materials will be provided.

5. Budget Justification Responses must include a detailed cost proposal with a line-item breakdown of the costs for specific services and activities proposed. Please use the Cost Proposal Template excel document attached as Appendix F.

Provide a separate budget narrative that describe the purpose of each cost, explain how all costs were estimated, and justify the need for all costs in meeting contract requirements. In the narrative, be sure to clearly communicate the calculation for credentialing, supportive services, general operations, equipment, technology, administrative, indirect and any other costs necessary to perform the services described in this RFP. A strong budget narrative will minimize or eliminate the need for clarifications from evaluators reading the proposal. If the proposal includes leveraged resources of your organization or another organization, use the budget narrative to describe the actual or estimated value of the leveraged resources. If applicable, also attach a letter of support from any organization providing leveraged resources in support of the proposal.

6. Nonprofit Status Documentation Provide documentation and/or materials demonstrating proof of current nonprofit status with your application. Applicants must provide a copy of their organization’s:

1. A copy of a currently valid IRS tax exemption certificate;

2. A certified copy of the organization’s certificate of incorporation or similar document that clearly establishes nonprofit status.

7. 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.

8. References (Tell us who can vouch for similar work you have completed).

Applicants may 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.

9. 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

10. 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.

11. 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.

12. 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.

13. 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:

o Balance Sheet, o Income Statement, or o Cashflow Statement;

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

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

14. 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.

15. 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 https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/get-certified-as-a-local-business-entity/ https://philawx.phila.gov/ECONTRACT/default.aspx 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?

https://philawx.phila.gov/econtract/ https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fvendor-payments.phila.gov%2Flogin&data=05%7C01%7CMihir.Mulloth%40phila.gov%7Cd3a519484f624cce6fc708db9fe39835%7C2046864f68ea497daf34a6629a6cd700%7C0%7C0%7C638279572083787221%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=EktpSPaS%2B8p3KxRyI13X2Icwkl9aYLDJ0KfEzw1NsTI%3D&reserved=0

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.

https://philawx.phila.gov/ECONTRACT/Inc/sample_app.pdf

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 contract and needs of City

Department and those it serves

a. Administrative, financial, and technical capacity to develop and launch a new program in a timely fashion

2. Eligibility under Code provisions relating to campaign contributions

3. Superior prior experience of Applicant and staff

a. Prior experience in financial counseling.

b. Prior experience working with a diverse population of financially vulnerable

Philadelphians.

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

a. Cost-effectiveness, proposed savings

b. Expressed willingness to comply with City and/or department standard contract terms

(e.g., indemnification, insurance, nondiscrimination)

11. Meets prequalification requirements

a. Applicants must be Nonprofit organizations with current 501(c)(3) status or a fiscal sponsor with this designation that have a history of serving low-income individuals and families are eligible to apply for funds.

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?

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

REGISTER HERE.

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

Obtain a Philadelphia Tax and Regulatory Status Clearance and return Appendix B and stay current with all City and School District taxes and fees or payment plans.

OBTAIN A TAX

CLEARANCE

CERTIFICATE HERE

Continuously disclose your political contributions and stay under the contribution limits that allow you to be awarded a contract.

SEE THE

“DISCLOSURE/

ELIGIBILITY” TAB ON

ECONTRACT PHILLY

HERE FOR MORE

INFORMATION

Submit all Contracting Disclosures requirements. Provide demographic information about your workforce and your work for the City in the past five years (This is only required once an organization is awarded a contract with the City of Philadelphia).

CONTRACTING

DISCLOSURE AND

FILING INSTRUCTIONS

ARE HERE

Pay a Contract Preparation Fee

SEE AND PAY THE FEE

HERE

Contracts resulting from this RFP are “Service Contracts” and awarded Applicants, along with their subcontractors at any level, are “Service Contractors” who must comply with the 21st Century Minimum Wage and Benefits Standard found in Philadelphia Code Sec. 17-1300.

THE CURRENT LIVING

WAGE RATE AND

BENEFITS

REQUIREMENTS AND

APPLICABILITY CAN

BE LOCATED HERE

If the awarded contract is valued at or over $250,000, you must extend Equal Benefits to life partners of employees that are extended to spouses of its employees, under 17-1900 of the Philadelphia Code.

INFORMATION

REGARDING EQUAL

BENEIFITS IS

LOCATED HERE

https://tax-services.phila.gov/_/ 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/services/business-self-employment/bidding-on-a-city-contract/file-transparency-in-business-act-disclosure-forms/ https://www.phila.gov/services/payments-assistance-taxes/pay-the-fee-for-a-professional-services-contract-online/ https://codelibrary.amlegal.com/codes/philadelphia/latest/philadelphia_pa/0-0-0-296110 https://codelibrary.amlegal.com/codes/philadelphia/latest/philadelphia_pa/0-0-0-296544

Register for electronic payments

INSTRUCTIONS FOR

REGISTRATION CAN

BE FOUND HERE

Comply with federal Health Insurance Portability and Accountability Act (HIPAA) if applicable.

SEE HIPAA SECTION

BELOW

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.

https://vendor-payments.phila.gov/login https://www.phila.gov/privacypolicy/ https://codelibrary.amlegal.com/codes/philadelphia/latest/philadelphia_pa/0-0-0-296144

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:

o political candidates and incumbents who are nominated for, running for, or serving in, a local Philadelphia elected office; and o political committees/parties that are operating in Philadelphia1

• 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 benefiting 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.

1 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.

https://codelibrary.amlegal.com/codes/philadelphia/latest/philadelphia_pa/0-0-0-296144 https://codelibrary.amlegal.com/codes/philadelphia/latest/philadelphia_pa/0-0-0-301528…