RFP Vendor Questions Opportunity 21260826145944.pdf
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- Solicitation number
- 21260826145944
- Issued by
- Philadelphia County, Philadelphia City, Pennsylvania
About this file
This is a Request for Proposal Vendor Questions document related to the City of Philadelphia Department of Revenue's solicitation for culturally competent creative services to design, produce, and execute a multilingual marketing and advertising campaign promoting the City's Real Estate Tax assistance programs. The campaign will promote four key programs: the Homestead Exemption, Longtime Owner-Occupants Program (LOOP), Senior Citizen Real Estate Tax Freeze, and Low-Income Tax Freeze. The scope of work includes comprehensive creative strategy development, production of advertising materials in digital and print formats, media buys across transit, radio, print, digital, and social media channels, influencer partnership management, and data-informed targeting to reach eligible homeowners citywide. Questions regarding the RFP were due September 8, 2026, with answers posted by September 15, 2026. Proposals were due October 2, 2026, followed by interviews scheduled for October 6-9, 2026. Applicant selection is targeted for November 9, 2026, with contract execution on February 1, 2027, subject to Philadelphia City Council approval. The contract term runs from February 1, 2027 through January 31, 2028, with the City retaining the option to amend the contract to add up to four additional one-year renewal terms.
The contract not-to-exceed value is $450,000, with applicants required to submit fixed-price proposals with detailed line-item cost breakdowns. The selected provider is responsible for all creative production costs and will be reimbursed for media placement costs, with payment made monthly upon completion and City approval. No specific Small Business Enterprise (SBE) or Local Business Enterprise (LBE) participation ranges have been established; however, respondents must demonstrate best and good faith efforts to solicit and include SBEs and LBEs. The City encourages applications from LBE-certified businesses and considers local impact a significant evaluation factor. All submissions must be completed electronically through eContractPhilly and include Appendix C: Tax and Regulatory Status and Clearance Statement and a Statement of Financial Capacity. The contract is subject to Philadelphia's 21st Century Minimum Wage and Benefits Standard, Fair Practices Ordinance, and political contribution disclosure requirements. All work product, materials, and deliverables become the exclusive property of the City.
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Question Answer
Does the $450,000 not to exceed contract amount include reimbursable media placement expenditures, or is the $450,000 intended to cover agency services, creative production and related fees with approved media placement costs reimbursed separately? If media placement costs are included within the $450,000 maximum, does the City have an anticipated range or target allocation for paid media?
It is expected to include some reimbursable media placement expenditures. We have separate funding, in addition to the 450,000, for professional printing services. Printing services will not be included in this contract, as only the design costs and media placements are covered under this contract
Can the City identify the priority languages it currently anticipates for the campaign, and whether all campaign materials are expected to be produced in each priority language or whether language requirements will vary by audience, channel and placement? English and Spanish are the top priorities. The second priority is Chinese/Mandarin. If resources allow it, there five more languages.
Will the City make available historical campaign performance, enrollment data, audience research or other baseline information by program, neighborhood, language or channel that the selected provider can use to establish targeting recommendations and performance benchmarks? If so, can the City identify what data is expected to be available at kickoff? This might not be available, since the Department may not have conducted a campaign of this magnitude before.
Does the City anticipate that the selected provider will build an entirely new campaign platform and creative system, or should the campaign incorporate or evolve existing Department of Revenue branding, creative assets, messaging, photography, video, translations or prior outreach materials?
We possess branding elements and pre-approved messaging, but we expect the chosen vendor to develop a strategic and comprehensive campaign targeting hard-to-reach audiences.
May an Applicant serve as the prime contractor and utilize a qualified subcontractor for media planning, buying, placement management, multicultural audience strategy and related analytics, while the prime retains overall responsibility for creative strategy, production, project management and contract performance?
We are open to select multiple vendors for direct contracting based on the proposals and qualifications, but our goal is to find a single, capable creativ firm that can handle the entire scope.
Is the $450K budget inclusive of all net media spend, influencer/talent fees, printing and third-party costs? Answered above.
Can the City clarify how the $450,000 total contract budget is expected to be allocated between net paid media, agency fees, creative/production, printing, influencer costs, translation and other third-party expenses? Language accessibility (translations) and professional printing are not included in the 450K
Is there a minimum or target level of working media the City expects?
Our primary goal is to boost enrollment in the tax assistance programs. Success will also be measured by receiving applications from most of the eligible group—homeowners living in their Philadelphia homes as their main residence.
Does the City have an anticipated campaign launch date and/or preferred duration for active paid media within the 12-month contract term? November 1 would be ideal, even if we begin with digital or radio media and expand as more creative materials become available.
Are there priority periods, tax deadlines or seasonal moments when the City expects paid media to be most heavily concentrated? Should we assume an always-on campaign, defined flight periods, or recommend the optimal flighting strategy?
Yes! Each program has different deadlines, which affect when promotion is most relevant. However, most taxpayers respond to other factors, such as their property tax bills, due by March 31, or property assessments, released in the summer of 2026.
RFP ANSWERS TO SUBMITTED QUESTIONS
CREATIVE SERIVCES
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