Sustainability Outreach_FY27_RFP_Q&A.pdf

City of Philadelphia

Department of Sanitation

Engineering Division

Municipal Services Building, Suite 730

Memo

SUBJECT: Opportunity # 21260828115348

RFP TITLE: Q&A: Sustainability Initiatives Outreach FY27 RFP

DEPARTMENT: Department of Sanitation

SUBMISSION DATE: September 25, 2026

RFP QUESTIONS & ANSWERS

1. Can the Department provide an approximate anticipated level of effort or relative priority across the major programs and workstreams identified in the scope?

• Refer to section 2.2 Project Background.

2. Should applicants assume the historical funding allocations outlined in the RFP will remain generally representative for FY27?

• Apply the percentages listed in section 2.2 Project Background to the estimated contract value provided on the eContract Philly page for Detailed Information for Opportunity: 21260828115348.

3. How does the Department anticipate assigning and authorizing work under the contract?

Will specific initiatives be issued as individual tasks or work orders, or should the selected contractor anticipate providing ongoing support across the identified workstreams?

• Individual tasks are assigned as needed with projected deadlines.

4. To what extent should applicants account for potential requests from other City departments in their proposed staffing, approach, and pricing? Will such efforts be separately scoped, budgeted, and authorized before work begins, or should applicants account for them within the proposed base scope and budget?

• Other Department work scope will be provided by their project manager along with a project budget.

Delivery, Resources & Measurement

5. Beyond the operational measures identified in the RFP, which communications, engagement, or program outcomes are most important in evaluating success?

• The Department will work with the Contractor on a case-by-case basis to determine the most appropriate measures for success.

6. Can the Department provide historical annual volumes for major activities supported through this contract, including community outreach activities, meetings, workshops, events, canvassing efforts, and stakeholder engagements?

• Major initiatives are listed in the RFP.

7. Can the Department provide an estimate of the number and typical scale of campaigns, major initiatives, or programs that receive paid media support annually?

Historically, individual media campaigns have ranged in scope from $25,000 to $500,000.

• Digital & Social

8. Who currently manages the City/Sanitation’s owned social channels, and is the selected contractor expected to manage channels directly or provide content, strategy, and campaign support to an internal team?

• The Department manages its social channels; the Contractor supports with the development of content and scheduling posts on a monthly basis.

9. Are there existing social media toolkits, content calendars, platform priorities, City-wide policies, or approval workflows that the selected contractor should plan to work within?

• Yes. The Department’s Communications Director will provide guidance.

10. What CMS/platform hosts the City web pages the selected contractor may be asked to support, and what platform is used for email and newsletter distribution?

• The Department’s web pages are managed by OIT personnel. If additional resources are required as links to the City’s site, the Department will utilize recommendations from the Contractor.

Community Outreach

11. Are there existing relationships with community partner organizations that the selected contractor would be expected to support, or should applicants anticipate responsibility for identifying and building new relationships?

• The Department will work with the Contractor concerning the identification of community partners and anticipates that the Department’s relationships can be expanded through the Contractor’s community and media relationships.

12. For door-to-door canvassing and other field outreach, should applicants assume these efforts will be staffed by the selected contractor, third-party subcontractors, or City/volunteer staff coordinated by the contractor?

• Door-to-door work has historically been performed by City personnel; however, as needed, the Contractor’s resources may be required depending on the scope of work associated with an initiative.

13. What language access, accessibility, and geographic-equity requirements should applicants account for across outreach materials, communications, and events?

• Language access will depend on how and where an initiative is targeted. These needs will be determined on a case-by-case basis. Philadelphia has a wide range of diverse and complex communities.

Events

14. Should event-related hard costs—including venues, food, staffing, permits, and participant support—be included within the not-to-exceed amount or managed as approved pass-through expenses?

• These types of direct costs can be billed to the Department as needed.

15. Will the selected consultant receive prior-year event plans, budgets, run-of-show documents, production specifications, vendor information, participant communications, registration data, post-event reports, and other materials for recurring programs and events?

• Yes.

16. For the Block Captain Rally, Philly Spring Clean-up, and other special events, what attendee-management and on-site execution responsibilities should applicants assume will be handled by the selected contractor versus City staff or existing vendors?

• The Department will partner with the Contractor to determine the best fit for these event-related support tasks.

End.