RFP Template – IT Consulting Project Health Check Intake No.:

Revised August 2026

CITY OF PHILADELPHIA

Office of Innovation and Technology for the Philadelphia Water Department

REQUEST FOR PROPOSALS

TO PROVIDE

Support and Configuration of IBM’s Maximo Application Suite Asset Management Consulting Services

November 5, 2026

Deadline for Receipt of Proposals: January 29, 2027, 5:00 PM (Local Philadelphia Time)

Pre-Proposal Meeting (Mandatory): November 18, 2026, 12:00 PM (Local Philadelphia Time) Microsoft Teams Meeting Link

Deadline for Questions: December 4, 2026, 5:00 PM (Local Philadelphia Time)

Cherelle L. Parker, Mayor

Melissa A. Scott, Chief Information Officer https://teams.microsoft.com/meet/2555086498193122?p=vpbLcYFLg1V3nuScKJ

City of Philadelphia Request for Proposals for Support and Configuration of IBM’s Maximo Application Suite Asset Management Consulting Services Table of Contents – Page i Rev 8.2026

City of Philadelphia

Water Department

Request for Proposals to Provide

Support and Configuration of IBM’s Maximo Application Suite Asset Management Consulting Services

November 5, 2026

Table of Contents

1 GENERAL INFORMATION

1.1 BACKGROUND

1.2 GENERAL STATEMENT OF PROPOSAL REQUIREMENTS

1.3 PROPOSAL SUBMISSION DATE; ANTICIPATED PROCUREMENT SCHEDULE

1.4 CITY’S PRIMARY CONTACT

1.5 COMPLIANCE WITH CHAPTER 17-1400 OF THE PHILADELPHIA CODE

2 RFP REQUIREMENTS AND CONDITIONS

2.1 FIXED PRICE PROPOSAL REQUIRED

2.2 RESPONSIVENESS

2.3 DISCLAIMER

2.4 PUBLICITY

2.5 APPLICANTS RESTRICTED

2.6 PARTICIPATION OF SMALL AND LOCAL BUSINESS ENTERPRISES

2.7 ACCEPTANCE OF THE TERMS AND CONDITIONS OF THIS RFP

2.8 PROPOSAL SUBMISSION, EVALUATION AND SELECTION

2.8.1 General

2.8.2 Rights and Options Reserved

2.8.3 Contract Negotiation and Award

2.8.4 Proposal Evaluation

2.8.5 Site Inspections

2.8.6 Prime Contractor Responsibility

2.8.7 Confidentiality, Public Disclosure and Ownership

2.9 RESPONSIBILITY FOR PROPOSAL COSTS

2.10 RESERVED

2.11 WITHDRAWAL OR MODIFICATION OF PROPOSALS

3 PROPOSAL REQUIREMENTS

3.1 ADMINISTRATIVE REQUIREMENTS

3.1.1 Mandatory Online Registration and Filing Requirements

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3.1.2 Transparency in Business Demographic Data Disclosures

3.1.3 Pre-Proposal Meeting

3.1.4 Addenda to the RFP; Requests for Information; Inconsistencies

3.1.5 Proposals Binding

3.1.6 Proposal Submission Requirements

3.2 QUALIFICATIONS OF APPLICANTS

3.3 IMPLEMENTATION PLAN, STATEMENT OF WORK, PROJECT SCHEDULE AND MILESTONE

PAYMENT SCHEDULE

3.4 COST PROPOSAL

3.5 CERTIFICATION OF COMPLIANCE WITH EQUAL BENEFITS ORDINANCE

3.6 LOCAL BUSINESS ENTITY OR LOCAL IMPACT CERTIFICATION

3.7 THE PHILADELPHIA TAX AND REGULATORY STATUS AND CLEARANCE STATEMENT

4 CITY-WIDE CONTRACT REQUIREMENTS

4.1 TERM AND RENEWAL

4.2 CERTIFICATE OF NON-INDEBTEDNESS

4.3 INSURANCE

4.4 INDEMNIFICATION

4.5 PROPRIETARY RIGHTS INDEMNIFICATION

4.6 PERFORMANCE STANDARDS

4.7 ACCEPTANCE

4.8 CITY AUDIT

4.9 TERMINATION FOR CONVENIENCE

4.10 TERMINATION FOR DEFAULT

4.11 SALES AND USE TAX EXEMPTION

4.12 UNAVAILABILITY OF FUNDS

4.13 TAX REQUIREMENTS

4.14 ASSIGNMENT

4.15 DOCUMENT PREPARATION FEE

4.16 NONDISCLOSURE OF CITY DATA AND CONTRACTOR DATA

4.16.1 Nondisclosure

4.16.2 City Data

4.16.3 Contractor Data

4.16.4 Exclusions

4.16.5 Remedy for Breach

4.17 ETHICS REQUIREMENTS

4.17.1 Gifts

4.17.2 City Employee Interest in City Contracts

4.17.3 Conflict of Interest

4.18 NON-DISCRIMINATION; FAIR PRACTICES

4.19 THE PHILADELPHIA CODE, SECTION 17-400

4.20 AMERICANS WITH DISABILITIES ACT

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4.21 BUSINESS INTERESTS IN NORTHERN IRELAND

4.22 BUSINESS, CORPORATE AND SLAVERY ERA INSURANCE DISCLOSURE

4.23 LIMITED ENGLISH PROFICIENCY

4.24 HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT

4.25 PHILADELPHIA 21ST CENTURY MINIMUM WAGE AND BENEFITS STANDARD

Appendix A: Detailed Project Requirements Appendix B: Small & Local Business Plan Appendix C: Provisions Required by Chapter 17-1400 of The Philadelphia Code Appendix D: Tax and Regulatory Status and Clearance Statement Form Appendix E: Local Business Entity or Local Impact Certification Appendix F: RESERVED Appendix G: Additional IT Standards

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1 General Information

1.1 Background

The Philadelphia Water Department (PWD) is a City-owned utility which provides services related to drinking water treatment and distribution, wastewater treatment and conveyance, storm water management.

Maximo serves as the Philadelphia Water Department’s (PWD) facility asset management system and is a critical tool for supporting daily operations and maintenance activities. Effective asset management enables the Department to plan, track, and perform maintenance necessary to ensure the reliability and longevity of critical infrastructure assets. In addition to being a standard business practice for utilities, robust asset management is also necessary to support financial reporting, operational performance, regulatory compliance, and long-term capital planning.

PWD has been utilizing Maximo for approximately two decades, and its existing data hierarchy is not optimized for modern uses and applications. With this Request for Proposal, PWD would like to address the data hierarchy issues, integrate with other systems, and become a more mature user to realize the value of Maximo. Scheduler and planner training courses should be delivered by subject matter experts with demonstrated expertise and practical experience with industrial planning and scheduling and inventory management. PWD also requires on-going Maximo support and training.

PWD seeks an experienced vendor who is familiar with Maximo in a public water or wastewater company, including maintenance and inventory management systems, and subject matter experts with demonstrated expertise and practical experience with industrial planning and scheduling and inventory management.

Once the data hierarchy and integration issues have been addressed, this contract will be an “on-call” contract with additional work performed on a task-order basis.

No computer hardware or other equipment, and no network or computer installation services (such as cabling or physical installation of equipment) will be purchased under any contract resulting from this Request for Proposals.

1.2 General Statement of Proposal Requirements

PWD seeks an experienced vendor who is familiar with Maximo in a public water or wastewater setting, including maintenance and inventory management systems. The Maximo support vendor should partner with subject matter experts with demonstrated expertise and practical experience with industrial planning and scheduling and inventory management.

The main tasks associated with this contract include addressing the data hierarchy issues, integration with other systems, and aiding PWD in becoming a more mature Maximo user to realize the full value of Maximo.

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All subsequent work will become property of PWD and be managed by a series of task orders.

The general areas of support will include:

• Perform regular Maximo Maturity Assessments

• Advise on industry best-practices for implementation and optimization of use

• Integration with Gateway/Broker to utilize SCADA data, Workday, Esri ArcGIS, Project

Management Information System (PMIS), Engineering News Record Construction Cost Index (ENRCCI) or similar source, and mobile devices

• Perform data gap analysis and resolutions

• Develop dashboards for implementation

• Implement upgrades and updates to the latest version of Maximo as they become available, including all tasks required to maintain existing functionality, i.e., a turn-key solution. Does not include furnishing of software. City will purchase the software under separate contract.

• Development of new reports, and/or modification of existing reports

• Systems testing

• User and Administrator training

• Continued support of the software including regular auditing to diagnose and solve performance problems.

• Facilitate meetings with the PWD user group, as required

• Develop digital training materials tailored for PWD’s Maximo ongoing upgrades;

conduct training of all users and selected IT personnel.

• System enhancements, such as use of wireless, handheld devices to display and update information from the field.

• Implementation of new feature sets.

• Support for Maximo SQL database, including creating queries and resolving performance problems

• Other related tasks as required

• All tasks to be fully documented

Detailed requirements for the services sought by this RFP are provided in Appendix A, Detailed Project Requirements.

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1.3 Proposal Submission Date; Anticipated Procurement Schedule The date for submitting Proposals pursuant to this RFP (the “Submission Date”) is as provided below. Proposals must be submitted as provided in Section 3.1.5 Proposal Submission Requirements, by the time on the Submission Date indicated below.

Date Activity

November 5, 2026 Issue Request for Proposals

November 18, 2026, at 12:00 PM (Local Philadelphia Time)

Pre-Proposal Meeting (Mandatory) Microsoft Teams Meeting Link

December 4, 2026, by 5:00 PM

Submit questions, requests for clarification, information to Primary Contact, in writing

January 11, 2027, by 5:00 PM

Response to Questions Posted

January 29, 2027, by 5:00 PM

Submit Proposals on eContract Philly

February 26, 2027, by 5:00 PM

Notice of Intent to Contract

May 1, 2027 Project start

These dates are estimates only and the City reserves the right, in its sole discretion, to alter this schedule as it deems necessary or appropriate. Notice of changes in the Pre-Proposal Meeting date/time or location, the due date/time for submission of Applicant questions, and the date/time for Proposal Submission will be posted on the City’s website at https://philawx.phila.gov/econtract/ (“eContract Philly”). The other dates/times listed may be changed without notice to prospective Applicants.

Applicants to this RFP (each an “Applicant” and collectively “Applicants”) must submit their responses and applications electronically on eContract Philly and in accordance with Section 3.1.5, Proposal Submission Requirements. Submissions will not be considered unless the Applicant has proceeded through the eContract Philly system. For more information, please consult the reference materials found on the website, e-mail econtractphilly@phila.gov or call 215-686-4914. Applicants who have failed to file complete applications to the correct opportunity number through the eContract Philly online application process prior to the closing date and time will not be considered for the contract. The City encourages Applicants to start and complete their online applications as early as possible.

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

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1.4 City’s Primary Contact

The name, address, and contact information for the City’s Primary Contact for this RFP are as follows:

Shaina Caldwell, IT Manager Water Department 1101 Market Street, 3rd floor Philadelphia, PA 19107 E-mail address: Shaina.Caldwell@phila.gov

All questions, requests for clarification, and requests for additional information regarding this RFP must be submitted in writing by the deadline set forth in Section 1.3. No oral response by any employee or agent of the City shall be binding on the City, or shall in any way constitute a commitment by the City. If an Applicant finds any inconsistency or ambiguity in the RFP, the Applicant is requested to notify the City by the questions due date set forth in Section 1.3.

1.5 Compliance with Chapter 17-1400 of The Philadelphia Code

Under any contract resulting from this RFP, the successful Applicant shall be required to comply with the terms and conditions set forth in Appendix C, Provisions Required by Chapter 17-1400 of the Philadelphia Code, which shall be incorporated into the contract.

2 RFP Requirements and Conditions

2.1 Fixed Price Proposal Required

Cost proposals must be “fixed price” proposals. The proposed price must include all costs to the City for performance of the work required under this RFP. If an Applicant offers options and/or alternates that are not included in the fixed price for the proposed work, the Applicant must provide for each such option/alternate the following information:

• A detailed description of the option/alternate;

• A full explanation of the rationale for not incorporating the work in the base Proposal;

• Detailed cost information for each option/alternate, in accordance with the cost proposal requirements of the RFP.

The cost proposal must identify, by separate line item, each principal task and activity required to perform the work and each deliverable, together with the cost of each. The City reserves the right, in its sole discretion, to reject without evaluation any Proposal that does not identify each item of the work by line item, and any Proposal (including, but not limited to, proposals to perform the work on a “time and materials” or “cost-plus” basis) that does not provide a fixed price to perform the proposed work.

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2.2 Responsiveness

Proposals must satisfy all requirements set forth in this RFP. Any Proposal that does not adhere strictly to RFP requirements may, in the sole discretion of the City, be rejected, as not responsive to the RFP, without further consideration. Proposals will be evaluated, in part, according to whether the Applicant meets the qualifications described in this RFP and submits a Proposal complying with all RFP requirements. The City reserves the right, in its sole discretion, to determine whether any deviation(s) from or exception(s) to RFP requirements make the Proposal non-responsive or otherwise unacceptable such that the Proposal will be rejected without further consideration.

2.3 Disclaimer

This RFP and the process it describes are proprietary to the City and are for the sole and exclusive benefit of the City. This RFP is not binding on the City. No other party, including any Applicant to this RFP or future Applicant to any RFP that may be issued by the City, is intended to be granted any rights hereunder. Proposals and other materials submitted in response to this RFP, whether written or verbal and including, without limitation, ideas of Proposers elicited in response to the RFP, shall become the sole and absolute property of the City upon submission or communication, and the City shall have title thereto and unrestricted use thereof. The City shall have the right to disclose the Proposals, materials and any ideas to any person or entity including, employees of the City, its consultants and contractors, and authorized agents, as required to carry out this RFP procurement. Any such Proposal, materials, and ideas may be publicly disclosed by the City or any authorized agent of the City, for any reason the City, in its sole discretion, deems appropriate, or pursuant to the Pennsylvania Right To Know Act or other applicable law. The Proposer acknowledges and agrees that the City and its authorized agents shall have the foregoing right of public disclosure notwithstanding any notice or statement by the Proposer (whether made in the Proposal or otherwise) asserting the confidential or proprietary nature of the Proposal or of any materials submitted or ideas elicited in response to the RFP.

2.4 Publicity

All publicity (including, but not limited to, news releases, news conferences, and commercial advertising) relating to this RFP and/or the services or products sought by this RFP and/or any contract awarded pursuant to this RFP shall require the prior written approval of the Chief Information Officer, Melissa A. Scott.

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2.5 Applicants Restricted

No Proposal shall be accepted from, or contract awarded to, any City employee or official, or any firm in which a City employee or official has a direct or indirect financial interest. No Applicant may be the prime contractor or prime Applicant for more than one Proposal submitted pursuant to this RFP. Entities that are legally related to each other or to a common entity may not submit separate Proposals as prime contractors or prime Applicants. Any Proposal may be rejected that, in the City’s sole judgment, does not comply with these conditions. Nothing contained in this RFP is intended to preclude a Proposal by an Applicant that proposes to perform the substantive work proposed through subcontractors.

2.6 Participation of Small and Local Business Enterprises

Under the authority of Executive Order No. 06-25, the City has established a policy relating to the participation of small and local businesses in City contracts. Participation goals are based upon the availability of small and local businesses for the scope of work identified in this RFP, the total dollar value of this RFP, and an assessment of past performance of similar work.

The Small & Local Business Plan (“SLBP”), attached as Appendix B, outlines the City’s requirements for the participation of Small Business Enterprises (“SBE”) and/or Local Business Entities (“LBE”) on this RFP. Participation ranges for SBE and LBE for this RFP are set out in Appendix 1: Participation Range Memo.

Applicant must complete Appendix 2: Solicitation & Participation Form (“S&P Form”) to document all solicitations and commitments made by Applicant. A completed S&P Form must be included in Applicant’s Proposal to the RFP regardless of whether commitments resulted from solicitations.

Demographic data is collected by the City in furtherance of the objectives of Executive Order No.

06-25 and to ensure that City funds are not used, directly or indirectly, to promote, reinforce or perpetuate prohibitive practices in the solicitation, negotiation, or execution of City contracts. The provision of demographic data pursuant to this subsection will not affect Applicant's current or future access to contract opportunities.

For further clarification of OEO’s Small Business Program or for assistance in completing forms, call (215) 683-2071 or email at oeophila@phila.gov.

2.7 Acceptance of the Terms and Conditions of This RFP

All Proposals submitted are subject to the terms and conditions set forth in this RFP. The Applicant, by submitting its Proposal, expressly acknowledges and agrees to all terms, conditions and requirements contained in this RFP.

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2.8 Proposal Submission, Evaluation and Selection

2.8.1 General

The City reserves the right, in its sole discretion, to reject all Proposals and reissue this RFP at any time prior to execution of a final contract; to require, in any RFP for similar products and/or services that may be issued subsequent to this RFP, terms and conditions that are substantially different from the terms and conditions set forth in this RFP; and/or to cancel this RFP with or without issuing another RFP.

2.8.2 Rights and Options Reserved

The City reserves and in its sole discretion may, but shall not be required to, exercise the following rights and options with respect to the Proposal submission, evaluation and selection process under this RFP:

a) To reject any Proposals if, in the City’s sole discretion, the Proposal is incomplete, the Proposal is not responsive to the requirements of this RFP (see “Detailed Project Requirements” in the RFP appendices), the Applicant does not meet the Qualifications set forth in the RFP, or it is otherwise in the City’s best interest to do so;

b) To supplement, amend, substitute or otherwise modify this RFP at any time prior to selection of one or more Applicants for negotiation and to cancel this RFP with or without issuing another RFP;

c) To accept or reject any or all of the items in any Proposal and award the contract(s) in whole or in part if it is deemed in the City’s best interest to do so;

d) To reject the Proposal of any Applicant that, in the City’s sole judgment, has been delinquent or unfaithful in the performance of any contract with the City or with others, is financially or technically incapable or is otherwise not a responsible Applicant;

e) To reject as informal, non-responsive, or otherwise non-compliant with the requirements of this RFP any Proposal which, in the City’s sole judgment, is incomplete, is not in conformity with applicable law, is conditioned in any way that is unacceptable to the City, deviates from this RFP and its requirements, contains erasures, ambiguities, or alterations, or Proposes or requires items of work not called for by this RFP;

f) To waive any informality, defect, non-responsiveness and/or deviation from this RFP and its requirements that is not, in the City’s sole judgment, material to the Proposal;

g) To permit or reject at the City’s sole discretion, amendments (including information inadvertently omitted), modifications, alterations and/or corrections of Proposals by some or all of the Applicants following Proposal submission;

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h) To request that some or all of the Applicants modify Proposals based upon the City’s review and evaluation;

i) To request additional or clarifying information or more detailed information from any Applicant at any time, before or after Proposal submission, including information inadvertently omitted by the Applicant;

j) To inspect and otherwise investigate projects performed by the Applicant, whether or not referenced in the Proposal, with or without the consent of or notice to the Applicant;

k) To conduct such investigations with respect to the financial, technical, and other qualifications of each Applicant as the City, in its sole discretion, deems necessary or appropriate; and

l) To waive and/or amend any of the factors identified in the “Submittal Requirements” section and elsewhere in this RFP as pertaining to the Applicant’s qualifications.

2.8.3 Contract Negotiation and Award

The City reserves and in its sole discretion may, but shall not be required to, exercise the following rights and options with respect to the contract negotiation and award process resulting from this

RFP:

The City reserves the right to enter into post-submission negotiations and discussions with any one or more Applicants regarding price, scope of services, and/or any other term of their Proposals, and such other contractual terms as the City may require, at any time prior to execution of a final contract. The City may, at its sole election, enter into simultaneous, competitive negotiations with multiple Applicants or negotiate with individual Applicants seriatim. Negotiations with Applicants may result in the enlargement or reduction of the scope of services, or changes in other terms that are material to the RFP and the submitted Proposals. In such event, the City shall not be obligated to inform other Applicants of the changes, or to permit them to revise their Proposals in light thereof, unless the City, in its sole discretion, determines that doing so is in the City’s best interest.

In the event negotiations with any Applicant(s) are not satisfactory to the City, the City reserves the right to discontinue such negotiations at any time; to enter into or continue negotiations with other Applicants; to enter into negotiations with firms that did not respond to this RFP and/or to solicit new proposals from firms that did not respond to this RFP, including but not limited to negotiations or proposals for services, if any, that are deleted by the City from the successful Proposal or the contract resulting from it. The City reserves the right not to enter into any contract with any Applicant, with or without re-issue of the RFP, if the City determines that such is in the City’s best interest.

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2.8.4 Proposal Evaluation

Proposals the City determines, in its sole discretion, are responsive to the RFP will be reviewed by a selection committee designated by the City. The City, in its sole discretion, may require any Applicant to make one or more presentations of its Proposal to the selection committee, in City offices, at no cost to the City, addressing its ability to satisfy the requirements of this RFP. The City shall not be required, however, to permit any Applicant to make such a demonstration.

Cost to the City is a material factor, but not the sole or necessarily the determining factor in Proposal evaluation. The City may, in its sole discretion, award a contract resulting from this RFP to a person or entity other than the responsible and qualified Applicant submitting the lowest price.

The contract will be awarded to the Applicant whose Proposal the City determines, in its sole discretion, is the most advantageous to the City and in the City’s best interest.

Proposal evaluation will include evaluation of the Applicant’s qualifications, based on Section 3 of the Proposal and such other information and investigations as the City deems necessary and appropriate; and evaluation of the Applicant’s technical solutions and Cost Proposal. The City, in its sole discretion, may, but shall not be required to, reject without further consideration the Proposal of any Applicant that has not demonstrated, in the City’s sole judgment, that it satisfies the qualifications criteria provided in this RFP. The City reserves the right, in its sole discretion and without notice to Applicants, to modify this evaluation procedure as it may deem to be in the City’s interest.

Evaluation factors to be considered by the City include, but are not limited to, the following (no particular order of importance, weighting, or other priority is assigned to these factors or reflected by their order in the list):

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

a) Project understanding and soundness of proposed project methodology, including but not limited to the detail and accuracy of the proposed scope and statement of work and implementation plan;

2) Eligibility under Code provisions relating to campaign contributions;

3) Superior prior experience of Applicant and staff –

a) References provided by the Applicant, particularly from projects of similar complexity and scope;

b) Demonstrated ability to provide Services and Deliverables comparable to those requested in this RFP;

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

a) The impact of the proposed solution on the operations of the using department, and the demonstrated ability of the solution to enhance operational efficiency and effectiveness;

5) Superior skill and reputation, including timeliness and demonstrable results –

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a) The Applicant’s financial and technical qualifications to perform the work required by the RFP, as presented in its Proposal and determined by any other investigations conducted or information obtained by the City;

b) Commitment and ability to complete the project within the time frame specified in the Proposal;

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 or small businesses, including SBEs and LBEs;

8) Lower cost;

9) Administrative and operational efficiency, requiring less City oversight and administration;

10) Anticipated long-term cost effectiveness;

11) Meets prequalification requirements as set forth in this RFP; and,

12) Applicant’s Local Impact or LBE certification.

2.8.5 Site Inspections

The City may, at its sole option, inspect the Applicant’s work at one or more sites where the Applicant’s or a proposed subcontractor’s products are installed or services have been provided.

If a list of such sites is not required elsewhere in this RFP or included in its Proposal, the Applicant will promptly provide such a list upon written request by the City.

2.8.6 Prime Contractor Responsibility

All subcontractors will be subject to approval by the City. Prior to contract execution, the successful Applicant will be required to furnish the corporate or company name and the names of the officers and principals of all subcontractors. Notwithstanding any such approval by the City, the successful Applicant shall itself be solely responsible for the performance of all work set forth in any contract resulting from the RFP, and for compliance with the price and other terms provided in the contract. The successful Applicant shall cause the appropriate provisions of its Proposal and the contract to be inserted in all subcontracts.

The City’s consent to or approval of any subcontract or subcontractor Proposed by an Applicant shall not create or purport to create any obligation of the City to any such subcontractor, or any form of contractual relationship or relationship of privity between the City and the subcontractor.

Any Applicant who obtains such approval or consent of the City shall be required to insert a clause so providing in all subcontracts.

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2.8.7 Confidentiality, Public Disclosure and Ownership

Each Applicant shall treat all information obtained from the City as a result of this opportunity or any resultant contract, which information is not generally available to the public, as confidential and/or proprietary to the City in accordance with the terms of any resultant contract. The Applicant shall exercise all reasonable precautions to prevent any information derived from such sources from being disclosed to any other person. Applicant shall not use such information in connection with or as a prompt for AI unless adequate security protections are in place governing the Applicant’s use of the AI, such protections to include, at a minimum, an enterprise license agreement for the AI that ensures data confidentiality. The Applicant agrees to indemnify and hold harmless the City, its officials and employees, from and against all liability, demands, claims, suits, losses, damages, causes of action, fines and judgments (including attorney's fees) resulting from any use or disclosure of such confidential and/or proprietary information by the successful Applicant or any person acquiring such information, directly or indirectly, from the successful Applicant.

By submission of a proposal, Applicants acknowledge and agree that the City, as a municipal corporation, is subject to state and local public disclosure laws and, as such, is legally obligated to disclose to the public documents, including proposals, to the extent required thereunder.

Without limiting the foregoing sentence, the City's legal obligations shall not be limited or expanded in any way by an Applicant's assertion of confidentiality and/or proprietary data.

By submission of a proposal, each Applicant certifies that all materials in its proposal are owned or licensed to be used by, or otherwise lawfully used by, the Applicant, including any materials generated by AI.

2.9 Responsibility for Proposal Costs

The Applicant shall be solely and fully responsible for all costs associated with the development, preparation, transmittal, and submission of any Proposal or material submitted in response to this RFP. The City may, in its sole discretion, ask selected Applicants to present their Proposal in person to the City’s representatives at the City’s offices, and the costs of such presentations shall be solely the responsibility of the Applicant. The City assumes no contractual or other obligations as a result of the issuance of this RFP, the preparation or submission of a Proposal by an Applicant, the evaluation of Proposals, the Applicant’s conduct of presentations, or the selection of any Applicant for further negotiations. There may be no claims whatsoever for reimbursement from the City or any of its consultants for such costs. All costs incurred by the Applicant during the selection process and during negotiations will be solely the responsibility of the Applicant.

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2.10 Reserved

2.11 Withdrawal or Modification of Proposals

Applicants may withdraw or modify their Proposals at any time prior to the Proposal Submission Date provided in Section 1.3, Proposal Submission Date; Anticipated Procurement Schedule, by written notice of withdrawal or written submission of the modification, signed in the same manner and by the same persons who signed the Proposal. Such written notice must be addressed to the City Primary Contact as specified in Section 1.4.

3 Proposal Requirements

3.1 Administrative Requirements

Applicants must comply with all administrative requirements for this RFP provided in this Section 3.1

3.1.1 Mandatory Online Registration and Filing Requirements

You must apply online in order to be eligible for award of the non-competitively bid contract opportunity described in this RFP; proposals and any other related documents prepared in response to this RFP will not be considered unless they are filed to the correct contract opportunity established for this RFP (identified by opportunity number), within the prescribed time period, through eContract Philly, which can be accessed on the City’s website at https://philawx.phila.gov/econtract/ by clicking on eContract Philly.1 The posting of this RFP on eContract Philly is also referred to as a Notice of Contracting Opportunity.

The City requires that any Applicant who establishes an account on eContract Philly and utilizes that account for the purpose of responding to a particular contract opportunity is the same individual or business entity that, if awarded the contract, will enter into and perform the resulting contract with the City. Applicants MUST ensure that the company name and Tax Identification Number (TIN) with which they are registered on eContract Philly is the identical name and TIN under which they are submitting their application. Any deviation from this may result in the disqualification of the Applicant at the sole discretion of the City.

If the Applicant wishes to apply for an opportunity using a name or TIN which is different from the registration account, the Applicant must register the new name and TIN with eContract Philly before submitting its application for the opportunity. Except in the case of joint ventures, applications posted on 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.

1 The eContract Philly website is compatible with Internet Explorer, Google Chrome and Apple Safari; but the site is not presently compatible with Mozilla Firefox.

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

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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 comprise, or 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.

Pursuant to Chapter 17-1400 of the Philadelphia Code, Applicants are required to disclose their direct and indirect campaign contributions to political candidates and incumbents who are nominated, running for, or currently serving in, a local Philadelphia elected office and to political committees/parties that are operating in Philadelphia (state and federal campaign contributions are not included unless the subject of the campaign is also running for, or currently serving in a local Philadelphia elected office); any consultants used in responding to the RFP and contributions those consultants have made; and prospective subcontractors. This information, as well as a proposal or any other response document required, is part of the online application. For more information, please consult the text of Chapter 17-1400, consult the reference materials found on the website, e-mail econtractphilly@phila.gov, or call 215-686-4914.

Applicants are advised that under Chapter 17-1400 individuals and businesses that make campaign contributions in excess of the amounts set forth in Section 17-1404(1), as periodically adjusted, are ineligible to enter into a City contract or subcontract at any tier. Applicants should take this into consideration in electing to apply for this opportunity or in selecting subcontractors if awarded a contract to perform the work sought by this RFP.

At their option, Applicants may require that their subcontractors disclose to the Applicants, the subcontractors’ direct and indirect campaign contributions to candidates who are running for, and/or incumbents who are currently serving in local Philadelphia elected office and to political committees/parties that are operating in Philadelphia (federal campaign contributions are not included unless the subject of the campaign is also running for, or currently serving in a local Philadelphia elected office). Disclosure forms may be found on the Disclosure/Eligibility – Subcontractor Disclosure tab on eContract Philly. Applicants are not required to submit these forms to the City.

Applicants who have failed to file complete applications to the correct opportunity – including the online disclosure forms – through the eContract Philly online application process prior to the closing date and time will not be considered for the contract.

mailto:econtractphilly@phila.gov

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You are encouraged to start and complete your online application on eContract Philly as early as possible. Please be aware that internet connection speed depends on a variety of factors including:

configuration of your computer, configuration of your business or home network, the condition of the wiring at your location, network or internet congestion (available bandwidth). Please prepare and plan accordingly to ensure a timely submission. Your proposal and other application documents will not be considered submitted until you sign the application and click on the “submit” button at the conclusion of the eContract Philly process. It is your responsibility to make sure that you have signed and submitted your complete application to the correct contract opportunity established for this RFP.

You can begin uploading (or attaching) your proposal and other application materials at any time.

It is especially prudent for you to start uploading your attachments earlier if you have a large number of attachments (e.g. over five documents) or larger-sized attachments (e.g. above 5 MB).

Please be advised that the eContract Philly website will not accept documents larger than 8 MB.

If you have documents larger than 8 MB, you must separate them into smaller documents in order to successfully upload them to the system. Until you sign and submit your application, your materials are not accessible to any staff with the City of Philadelphia. Once you have signed and submitted your application, your application is accessible only to appropriate contract staff within the City of Philadelphia.

You are advised that any individual who signs and submits an application on eContract Philly must be an authorized signatory of the Applicant, authorized to both bind the Applicant to its proposal and to make the disclosures required to complete the eContract Philly process. Therefore, in conjunction with their electronic signatures provided at the conclusion of the submission of their applications online, signatories will be required to certify that they are the Applicant or are employees or officers of the Applicant duly authorized to execute the application and make disclosures on the Applicant’s behalf; and they represent and covenant that, to the best of their knowledge after appropriate inquiry, all of the information and disclosures provided are true and contain no material misstatement or omissions.

Except as expressly provided otherwise on the eContract Philly, Applicants that obtain the RFP via the eContract Philly shall be bound by all instructions, disclaimers, terms and conditions for viewing, downloading and/or printing the RFP that are posted on the “Terms of Use” page of the site (accessed by clicking on the “Terms of Use” link on the Phila.Gov Home Page). These Terms of Use are incorporated in and made a part of this RFP by reference.

3.1.2 Transparency in Business Demographic Data Disclosures

In accordance with Philadelphia Code Section 17-1402(1)(b)(.4), if the resulting contract is valued at or over $99,000, the Applicant, if awarded, agrees to provide the following information before conformance of the contract:

1) Applicant’s prior years of experience performing on City contracts in any capacity during the five calendar years prior to the date the application must be filed;

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2) “Demographic Data” (race, ethnicity, gender identity, job title, salary range, length of employment, Philadelphia residence, and other categories that may be established by regulation) on all individuals employed by the Applicant and as of the “Report Date” (June 30th immediately preceding the date the application is filed); and

3) Demographic Data on all individuals serving as board members of the Applicant on the Report Date.

Such disclosures shall be made on the online form provided by the City at:

File a contracting disclosure form. The resulting contract will include a representation and covenant by the successful applicant that these disclosures contain no material misstatements or omissions. Under Section 17-1402(1)(f) of the Code, material misstatements or omissions of these disclosures under two or more contracts shall constitute a breach of such representation and covenant, rendering the contract voidable at the City’s option, and shall subject the contractor to liquidated damages to the City in the amount of ten percent (10%) of the total value of the payments to be made to the contractor under the contract.

In addition, Applicant understands that false certification or representation is subject to prosecution under Title 18 Pa.C.S.A. Section 4904.

3.1.3 Pre-Proposal Meeting (Mandatory)

A Pre-Proposal Meeting to review the requirements of this RFP will be held virtually via Microsoft Teams on November 18, 2026, starting at 12:00 PM Local Philadelphia Time, Microsoft Teams Meeting Link.

Attendance at the Pre-Proposal meeting is mandatory and the City reserves the right, in its sole discretion, to reject without evaluation the Proposal of any Applicant that does not attend the meeting. Applicants are expected to be present for the entire meeting, and the City reserves the further right, in its sole discretion, to refuse admission to any prospective Applicant arriving more than thirty (30) minutes after the start of the Meeting, and to reject without evaluation any Proposal subsequently submitted by such an Applicant.

The City believes that attendance at the Pre-Proposal Meeting is essential for successful participation in this RFP procurement and expects every Applicant to attend. The City reserves the right, in its sole discretion, to reject any Proposal submitted by an Applicant that does not attend the Pre-Proposal Meeting, but may, in its sole discretion, consider such a Proposal if it deems consideration to be in the City’s best interest, or determines that the Applicant’s failure to attend was caused by circumstances reasonably beyond the Applicant’s control.

https://www.phila.gov/departments/office-of-the-chief-administrative-officer/transparency-in-business-disclosure-for-prime-contractor/

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3.1.4 Addenda to the RFP; Requests for Information; Inconsistencies The City may, in its sole discretion, issue addenda to this RFP containing responses to questions and requests for information, addressing matters raised at the Pre-Proposal meeting(s), clarifications of the RFP, revisions to the RFP, or any other matters that the City deems appropriate. Addenda will be posted on the eContract Philly. It is the Applicant’s responsibility to monitor the eContract Philly for Addenda and to comply with their terms.

All questions, requests for clarification, and requests for additional information regarding this RFP must be submitted to the City’s Primary Contact not later than the deadline set forth in Section 1.3.

All such questions and requests must be submitted in writing, by email, to the City’s Primary Contact. Responses to such questions and requests shall be at the City’s sole discretion and nothing in this RFP shall create an obligation on the City to respond to the submitting party or at all. In the City’s sole discretion, responses may be posted on eContract Philly without formal notification to prospective Applicants.

No oral response by any employee or agent of the City shall be binding on the City, or shall in any way constitute a commitment by the City.

If an Applicant finds any inconsistency or ambiguity in the RFP or an addendum to the RFP issued by the City, the Applicant is requested to notify the City in writing by the questions due date as set forth in Section 1.3.

3.1.5 Proposals Binding

By submitting its Proposal, the Applicant agrees to be bound by all terms and conditions of its Proposal, including, without limitation, the prices stated therein, for a period of one hundred and eighty (180) days from the Submission Date. An Applicant’s refusal to enter into a contract that reflects such terms and conditions may, in the City’s sole discretion, result in rejection of the Proposal, termination of any negotiations with the Applicant, and/or Applicant’s forfeiture of its Proposal Security, if required by this RFP, as set forth in the “Proposal Security” section of the RFP (included in the RFP if Proposal Security is required).

It shall be the Applicant’s responsibility to review and verify the completeness of its Proposal.

Applicants may withdraw or modify their Proposals at any time prior to the Submission Date by written notice of withdrawal or written submission of the modification, signed in the same manner and by the same person(s) who signed the initial Proposal, to the City’s Primary Contact. The City reserves the right, at its sole discretion, to permit or require modifications to any Proposal after it is submitted, as set forth in the “Reservation of Rights” sections of the RFP.

By submitting a Proposal, Applicant certifies that the contents of its Proposal were thoroughly reviewed by a human subject matter expert for accuracy and completeness, including any material that may have been created using generative artificial intelligence software or services (AI). Each Applicant agrees that, notwithstanding any authorized or unauthorized use of AI by Applicant or its employees or agents, Applicant is responsible for the accuracy and completeness of its proposal.

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