RFP Video July 20,2026.pdf

July 2026 revision 1

Police Department

REQUEST FOR PROPOSALS

SMALL ORDER PURCHASE

FOR: VIDEO PRODUCTION AND MEDIA TRAINING

Provide professional video production, public information, and media training services for the

Philadelphia Police Department's recruitment and communications efforts.

Cherelle L. Parker, Mayor

Kevin J. Bethel, Commissioner, Police Department

The City of Philadelphia

RESPONSE DEADLINE:

No later than 5 pm Local Philadelphia Time on September 10, 2026

SUBMISSION REQUIREMENTS:

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

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TABLE OF CONTENTS

1.1 Values

1.2 Contracting with the City of Philadelphia

1.3 Contacting Us

2. SERVICES WE ARE LOOKING FOR

2.1 Overview

2.2 Project Details

Services

Compensation

Project Schedule

3. HOW TO SUBMIT YOUR RESPONSE

3.1 RFP Schedule

3.2 What You Must Include in Your Response

4.1 Overview

4.2 Selection Process

4.3 Award

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1. INTRODUCTION

1.1 Values

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

1.2 Contracting with the City of Philadelphia

The City of Philadelphia (“the City”) has two primary categories of contract opportunities:

Consistent with our values, the City requires that all contractors and subcontractors be in compliance with our laws, regulations, and polices, including:

Please closely review the City’s contract attachments including the standard terms and conditions.

Any contract resulting from this RFP will incorporate and be governed by these documents. You must raise any objections to these standard terms and conditions in your proposal.

Objections are not favored and may be weighed against your proposal and negotiation of proposed objections may extend the contracting time. Additionally, the City need not consider later-raised objections.

IF ELIGIBLE, YOU ARE ENCOURAGED TO:

✓ Apply for Local Business Entity (LBE) certification with City’s Procurement Department.

If you provide your LBE status and/or promise to have a Local Impact, this must be used as a positive factor in evaluation and potential selection. Additionally, some opportunities are exclusively reserved for LBE certified businesses.

Includes consulting, legal or creative services and other service types

Includes supplies and equipment and public works

PROCUREMENT PROFESSIONAL SERVICES

CITY BUSINESS

LICENSES AND

PERMIT

REQUIREMENTS

PAYMENT OF CITY

BUSINESS TAXES

OR OTHER

INDEBTEDNESS

OWED TO THE CITY

CHAPTER 17-1300.

PHILADELPHIA 21ST

CENTURY MINIMUM

WAGE AND BENEFITS

STANDARD

1 2 3 https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/get-certified-as-a-local-business-entity/ https://business.phila.gov/ https://business.phila.gov/ https://business.phila.gov/ https://business.phila.gov/ https://www.phila.gov/services/business-self-employment/business-taxes/ https://www.phila.gov/services/business-self-employment/business-taxes/ https://www.phila.gov/services/business-self-employment/business-taxes/ https://www.phila.gov/services/business-self-employment/business-taxes/ https://www.phila.gov/services/business-self-employment/business-taxes/ https://www.phila.gov/services/business-self-employment/business-taxes/ https://codelibrary.amlegal.com/codes/philadelphia/latest/philadelphia_pa/0-0-0-296070 https://codelibrary.amlegal.com/codes/philadelphia/latest/philadelphia_pa/0-0-0-296070 https://codelibrary.amlegal.com/codes/philadelphia/latest/philadelphia_pa/0-0-0-296070 https://codelibrary.amlegal.com/codes/philadelphia/latest/philadelphia_pa/0-0-0-296070 https://codelibrary.amlegal.com/codes/philadelphia/latest/philadelphia_pa/0-0-0-296070

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1.3 Contacting Us

For technical questions or concerns connected to this RFP, email eContractPhilly@phila.gov or call

(215) 686-4914.

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

• Allow for enough time prior to any application deadline to receive a response to your request. The City will not extend a deadline even if it has not responded to your question or request.

mailto:eContractPhilly@phila.gov

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2. SERVICES WE ARE LOOKING FOR

2.1 Overview

Department

Issuing

The Philadelphia Police Department (PPD) is the nation’s fourth largest police department, with over 5,500 sworn members and over 800 civilian personnel, serving Philadelphia County. Services under any contract resulting from this

RFP will be managed by the Department’s Recruit Background and

Investigations Unit.

Term

The term of the contract is expected to start on or about October 19, 2026 and end on or about October 18, 2027.

The City may, at its sole option, amend the Contract to add up to three (3) additional terms, each not to exceed one year.

Compensation Compensation cannot exceed a total of $99,000.

Local Business

Criteria

Both Local Impact and certified Local Business Entity status can be considered positive factors in evaluation. Local Impact is considered employing City residents or performing work in the City.

Services

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

• Provide comprehensive video production

• Recruitment marketing

• Public information support

• Strategic communications consulting

• Media training services

Demonstrate the experience, technical capability, and creative capacity necessary to support the Department's recruitment goals and long-term communications strategy.

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2.2 Project Details

Services

Overall goals and objectives

• Providing creative, strategic, and technical expertise in video production, digital communications, recruitment marketing, and media training.

• The selected contractor will work collaboratively with the Department to develop high-quality communications products that support recruitment goals, strengthen public engagement, and enhance the Department's overall communications capabilities.

Tasks, milestones, or deliverables

• Recruitment and promotional videos

• Social media video packages

• Photography

• Graphic design products

• Digital marketing materials

• Recruitment campaign assets

• Media training curriculum and materials

• Communications plans

• Final edited video files and raw footage

• Monthly progress reports and project documentation

Organization and personnel requirements

• The Contractor shall provide all personnel, equipment, software, project management, and technical resources necessary to perform the services.

• The Contractor shall assign a dedicated project manager to serve as the primary point of contact for all work performed under the contract.

Technological requirements

• Contractor shall have professional video production, photography, and graphic design equipment and software sufficient to deliver broadcast-quality content

• Shall be able to produce content optimized for television, web, presentations, social media, and digital advertising.

Reporting requirements Monthly progress reports.

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Compensation

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

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

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

Cost proposals typically are:

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

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

Compensation Not to exceed $99,000.00 for a contract resulting from this RFP.

Cost Proposal Type

Fixed price. Applicants must submit the PPD fixed cost for training and confirm agreement to the listed hourly rates established by PPD for each other service required.

Terms of Payment Successful Applicant(s) shall invoice monthly. Payment is upon completion and approval of specified work.

Please note travel costs are reimbursable only if approved by the Department and in accordance with current City policies; commuting costs are not reimbursable. The City has adopted the Federal

Government Maximum Per Diem rate.

Project Schedule

Services will be delivered on an ongoing basis throughout the initial contract term with deliverables and monthly progress reports provided per the project manager’s coordinated schedule with PPD.

https://www.gsa.gov/travel/plan-book/per-diem-rates https://www.gsa.gov/travel/plan-book/per-diem-rates

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3. HOW TO SUBMIT YOUR RESPONSE

3.1 RFP Schedule

RFP Posted September 14, 2026

Applicant Questions Due

By 5:00 PM Philadelphia time on September 21, 2026. All questions must be submitted via email to Melissa Lumpkin at melissa.lumpkin@phila.gov.

Answers Posted on eContract

Philly

By 5:00 PM Philadelphia Local time, September 28, 2026, Proposals Due October 5, 2026 at 5 PM Philadelphia Local Time

Applicant Interviews, Presentations

(City Discretion)

To be determined

Applicant Selection October 12, 2026

Contract Execution October 30, 2026

Commencement of Work November 1, 2026

The above dates are estimates only. Notice of changes in the pre-proposal meeting date, time or location, and due date for Applicant questions will be posted on eContract Philly. Should the

Department change the date for the Application submission, a notice/Addendum will be posted on eContract Philly.

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3.2 What You Must Include in Your Response

1. Introduction

2. Company Profile

3. Company contact information

4. Proposed Scope of Work, addressing all items in Section 2 and describing how the

Applicant will meet project requirements

5. Proposed Schedule

6. Cost Proposal

7. Project Personnel Statement of Applicant’s Qualifications/Relevant Experience

8. References

9. Written Statement of Financial Capacity from independent source and at least one current financial document (audited or unaudited financial statements, bank statements or references, Form 990)

10. Stated exceptions to terms and conditions, if any, and reasons for the request

11. Local Business Certification and justification and/or documentation

12. Provide the following statement: “If awarded this contracting opportunity and this contract opportunity is valued at or over $99,000 or the amount expected to be realized by the Applicant is at or over $99,000, the Applicant will provide all Transparency in

Business disclosures required by Section 17-1402(1)(b)(.4) of the Philadelphia Code prior to contract conformance.”

Applicant Proposed Scope of Work responses should be limited to 10 pages.

3.3 Response Requirements

Online Submission Required by the Application Deadline

You must apply online through eContract Philly to be considered for this contract opportunity. The

City will not accept responses in any other format.

If you are not already registered with eContract Philly, you must first register for an account before you can apply to this opportunity. Note that each legal entity must have a separate account; you may not utilize or repurpose another entity’s account for this application.

A Complete Application is Required

Please give yourself as much time as possible to start and complete your online application. The City will not consider proposals that are submitted late.

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Use the Below Submission Checklist

This is a tool to help you to submit a complete, accurate, responsive, and on time application.

DOES MY RESPONSE MEET THE PROPOSAL REQUIREMENTS?

Did you submit the proposal before the stated deadline in RFP Section 3.1?

Did the proposal explain how Applicant meets the goals and objectives, tasks, milestones, and deliverables, and other requirements described by the Department under “Services” in RFP Section 2.2?

Does your cost proposal meet the requirements under “Compensation” in RFP Section 2.2?

Does your cost proposal meet the requirements under “Project Schedule” in RFP Section

2.2?

Does your proposal meet the overall format and content requirements described in RFP

Section 3.2, including the independent Statement of Financial Capacity” and the page limit?

If applicable, was the Local Business Certification and justification and/or documentation provided in the proposal?

Does your application provide the mandatory statement: “If awarded this contracting opportunity and this contract opportunity is valued at or over $99,000 or the amount expected to be realized by the Applicant is at or over $99,000, the Applicant will provide all Transparency in Business disclosures required by Section 17-1402(1)(b)(.4) of the Philadelphia Code prior to contract conformance.”

Did you review the entire RFP and Contract Attachments, including the Terms and

Conditions?

◼ Did you state any objections to these document Terms and Conditions? You must raise any objections to these standard terms and conditions in your proposal. Objections are not favored and may be weighed against your proposal;

additionally, the City need not consider later-raised objections.

Was the proposal submitted electronically through eContract Philly?

Was the proposal submitted under the correct opportunity number?

Was the application signed by clicking on the “submit” button at the conclusion of the eContract Philly submission process?

Was the individual who signed the application an authorized signatory for the Applicant?

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4. HOW WE SELECT A CONTRACTOR & AWARD

THE CONTRACT

4.1 Overview

After the proposal deadline, a diverse panel will review the submitted, complete and eligible proposals. In some cases, the finalists may be contacted for an interview or other final selection step. Once the department managing the RFP selects an Applicant, the Applicant will be notified and will enter into negotiations with the department.

4.2 Selection Process

Although, cost to the City is a material factor, it is not the sole, or necessarily the determining factor, in proposal evaluation. If the City chooses to make an award of a contract from this RFP, the City may, at its sole discretion, award such contract to a person or entity other than the responsible

Applicant submitting the lowest price when the City determines, in its sole discretion, it is most advantageous to the City and in the City’s best interest to do so.

To select an Applicant for this contract opportunity, the City uses the below standard criteria in its selection process.

1. Superior ability or capacity to meet particular requirements of contract and needs of City

Department and those it serves

2. Eligibility under Code provisions relating to campaign contributions

3. Superior prior experience of Applicant and staff

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

5. Superior skill and reputation, including timeliness and demonstrable results

6. Special benefit to continuing services of incumbent, such as operational difficulties with transition or needs of population being served

7. Benefit of promoting long-term competitive development and allocation of experience to new, local, or small businesses

8. Lower cost

9. Administrative and operational efficiency, requiring less City oversight and administration

10. Anticipated long-term cost effectiveness

11. Meets prequalification requirements

12. Applicant’s certification of its Local Business Entity/Local Impact status

The Department cannot communicate with other Applicants not selected for the opportunity about their proposals until after an agreement is finalized

The Department is not obligated to debrief an unsuccessful Applicant on why we’ve made the decision not to select them for award.

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4.3 Award

The City will post a notice on eContract Philly once the City decides which Applicant will be awarded the contract. There is no waiting period before the contract may be executed.

If selected for award, the Applicant will have to comply with laws, regulations, polices in order to be eligible for award of the contract and to maintain the contract after award.

WHAT ARE MY RESPONSIBILITIES IF I’M AWARDED THE CONTRACT?

Have an active Business Income and Receipts Tax (BIRT)

Account Number.

REGISTER HERE.

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

Obtain a Philadelphia Tax and Regulatory Status and Clearance

OBTAIN A TAX

CLEARANCE

CERTIFICATE HERE

Meet the Campaign Contribution Disclosures Requirements

INFORMATION ON

DISCLOSURE/ELIGIBILITY

IS HERE

{If the awarded contract is valued at or over $99,000} Submit all

Transparency in Business disclosures

TRANSPARENCY IN

BUSINESS REGULATIONS

ARE HERE

Comply with the 21st Century Minimum Wage and Benefits

Ordinance

CURRENT LIVING WAGE

RATE CAN BE FOUND

LOCATED HERE

If applicable, comply with federal Health Insurance Portability and Accountability Act (HIPAA)

SEE TERMS AND

CONDITIONS IN THE

OPPORTUNITY

INFORMATION

https://ework.phila.gov/revenue/ https://www.phila.gov/services/permits-violations-licenses/get-a-license/business-licenses-permits-and-approvals/get-a-commercial-activity-license/ https://www.phila.gov/services/payments-assistance-taxes/get-tax-clearance/ https://philawx.phila.gov/econtract/ https://www.phila.gov/publications/transparency-in-business-regulations/#/