REQUEST FOR PROPOSALS FOR

ON-CALL TRAFFIC OPERATIONS AND INTELLIGENT

TRANSPORTATION SYSTEMS SERVICES (TOITS)

Cherelle Parker, Mayor

Kristin Del Rossi, Commissioner, Streets Department

The City of Philadelphia

WORK SUMMARY:

This contract will support the design of all project phases for geometric safety improvements, traffic engineering, intelligent transportation systems, and street lighting engineering and upgrades.

RFP ISSUE DATE:

August 10, 2026

RESPONSE DEADLINE:

No later than 5 pm Philadelphia Time on September 29, 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 on August 31, 2026 at 1:00 pm, Philadelphia Time. It is highly recommended that all proposers attend.

Via Teams

Join conversation

OFFICIAL RFP CONTACT:

Gustave Scheerbaum

Director of Transportation Initiatives gustave.scheerbaum@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://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fmeet%2F247819381426550%3Fp%3DkpphnEsIqNRJAEahf6%26anon%3Dtrue&type=meet&deeplinkId=0822e81b-a2c2-444a-9425-e5d5b39ca863&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true 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

Appendix A – General Provisions

Appendix B - City of Philadelphia Tax and Regulatory Status and Clearance Statement .. 31

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 selected Applicant would be responsible for the management and design of all project phases from inception through bid award to the completion and closeout of all construction activity (with the exception of CM/CI which will be performed by others) as well as ensuring consistency, strategy, and fulfillment of commitments/goals.

2.2 Background

Streets Department Overview

The Department of Streets plans, designs, and oversees construction of various transportation infrastructure including City bridges, retaining walls (or other structures), highways, streets, street re-paving packages, streetscapes, street lighting, multi-purpose trails, bicycle facilities, Intelligent

Transportation Systems (ITS), traffic control devices (signalization and signing), and traffic control centers.

Project Background

Traffic Operations and Intelligent Transportation Systems projects are anticipated to include

Geometric Safety Improvements, Traffic Engineering and Intelligent Transportation Systems, and

Street Lighting Engineering and Upgrades.

Problem Statement

Geometric safety improvements require the preliminary and final design for construction of improvements that make streets safer for all users including pedestrians, bicycles, automobiles, mass transit, and freight, including but not limited to traffic signals, streets and roads, sidewalks, bump-outs, traffic calming measures, school zone safety improvements, street lighting, ADA ramps, Intelligent Transportation Systems (ITS), railroad crossings, multi-modal facilities, traffic operations center facilities, multi-purpose trails and bicycle facilities, as well as other miscellaneous highway discipline related work.

The Department of Street’s Traffic Engineering Unit which is responsible for safe and efficient movement of all modes of transportation (able and disabled) through 2,215 miles of streets encompassing 2,950 signalized intersections, 3,000 all-way stops, and 15,000 conventional controlled intersections. Several of Traffic’s important goals include:

• improve road and intersection safety

• reduce total crashes and fatalities

• improve roadway operations

• reduce delay and congestion

• improving the condition and management of traffic and operations infrastructure expand the use of technology and Intelligent Transportation Systems (ITS)

Geometric safety improvements require the preliminary and final design for construction of improvements that make streets safer for all users including pedestrians, bicycles, automobiles, mass transit, and freight, including but not limited to traffic signals, streets and roads, sidewalks, bump-outs, traffic calming measures, school zone safety improvements, street lighting, ADA ramps, Intelligent Transportation Systems (ITS), railroad crossings, multi-modal facilities, traffic operations center facilities, multi-purpose trails and bicycle facilities, as well as other miscellaneous highway discipline related work.

The City of Philadelphia, Department of Street’s Street Lighting Engineering Unit (Street Lighting) is responsible for Philadelphia's 100,000 plus streetlights owned by the city and repaired by a combination of contractors, electrical utility and city workers. Street Lighting is also responsible for an alley lighting system of about 18,000 poles, mostly in residential areas of the City. The lighting infrastructure is a mix of high pressure sodium and LED fixtures and the Department’s goal is to investigate ways to upgrade all facilities to LED technology to achieve energy efficiencies. Other goals for the Department are to implement Smart City initiatives related to metering and other new technologies. Street Lighting is also managing the installation of distributed antenna systems (DAS) on poles thru the City. This program is driven by the telecom industry’s goal to provide 5-G cell networks citywide; the department has a goal to constantly improve the application, design approval, and installation inspection process for this important program. Street Lighting is also responsible for coordinating Streetscape Lighting projects in house, as well as reviewing the design and construction of street lighting corridors upgraded by developers, special services districts, and other neighborhood organizations.

2.3 RFP Schedule

RFP Posted August 10, 2026

Pre-Proposal Meeting

A virtual pre-proposal meeting will be held on August 31, 2026 at 1:00 pm, Philadelphia Time. It is highly recommended that all proposers attend.

Join conversation

Applicant Questions Due

Applicants must submit questions regarding this opportunity by September 10, 2026 at 5:00 Pm Philadelphia time. All questions must be submitted via email to gustave.scheerbaum@phila.gov

Answers Posted on eContract

Philly September 17th, 2026, 5pm Philadelphia time

Proposals Due September 29th, 2026, 5pm Philadelphia time

Applicant Interviews, Presentations

(City Discretion)

December 2nd, 2026, 5pm Philadelphia time

Applicant Selection December 2nd, 2026

Contract Execution March 2nd, 2027

Commencement of Work April 1st, 2027

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.

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2.4 Outcome Goals

The Scope of Work states requirements for the project, including the services and the tangible work products to be delivered, and the tasks the Department has identified as necessary to meet those requirements. The Department reserves the right, however, to modify specific requirements, based on changed circumstances (such as a change in business or technical environments), the proposal selection process, and contract negotiations with the Applicant(s) selected for negotiations, and to do so with or without issuing a revised RFP.

The Department anticipates the work for this project will be organized into the following milestones

(at a minimum), i.e. or groups of tasks, services and/or work products, listed below. For each milestone, the Applicant should propose criteria to determine when the milestone has been satisfactorily completed.

• Conceptual Design – Completion including preliminary reports and deliverables.

• Preliminary Design – Completion of preliminary plans and supporting documents.

• PS&E (Plans, Specifications, and Estimate) – Final submission of bid documents and supporting deliverables

• Closeout – Submission of any remaining documents needed to archive the project design history, finalization of invoicing, and release of retainage.

2.5 Award Terms

It is anticipated that the initial term of the Contract shall commence on April 1, 2027 (the “Initial

Term”) and, unless sooner terminated by the City pursuant to the terms of the Contract, shall expire up to twelve (12) months thereafter, on March 31, 2028. The City may, at its sole option, amend the

Contract to add up to four (4) additional successive one-year terms (“Additional Terms”), provided that the Contract can be extended for additional terms thereafter for the sole purpose of completing work assigned prior to expiration of the Contract. Except as may be stated otherwise in such amendment, the terms and conditions of this Contract shall apply throughout each Additional Term.

Term

The term of this contract is expected to start on or about April 1, 2027 and end on or about March 31, 2028.

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

Compensation Contract will state maximum compensation including all expenses not to exceed $2,500,000.

Cost Proposal Type

All assignments under this contract are to be completed in Work

Orders that are individually agreed upon and executed on a project specific basis. The detailed scope of work and budget amount of each Work Order will be negotiated based on the defined tasks, estimated task hours, current hourly wage rates, current company overheads, current allowable profit, and estimated direct expenses.

Refer to section 3.2 of this document for additional information on cost proposal requirements.

Terms of Payment

The total amount paid under the contract will not exceed the maximum amount and will be invoiced based on the actual task hours, actual hourly wage rates, actual company overheads, actual allowable profit, and actual direct expenses.

Retainage will be withheld in the amount of ten percent (10%) per invoice for all project management and engineering design services. Retainage will be released upon approval and acceptance of the final deliverable product by DOS. Retainage will not be withheld for any construction management or construction inspection services.

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

The Applicant’s proposed scope of work should address each objective specifically and describe in detail how the Applicant will achieve the objective, or how the Applicant will enable the Department to achieve the objective.

This Section 3, Scope of Work states requirements for the project, including the services and the tangible work products to be delivered, and the tasks the Department has identified as necessary to meet those requirements. The Department reserves the right, however, to modify specific requirements, based on changed circumstances (such as a change in business or technical environments), the proposal selection process, and contract negotiations with the Applicant(s) selected for negotiations, and to do so with or without issuing a revised RFP. The Applicant must provide in its proposal a detailed proposed scope of work showing how it will meet the project requirements stated in this Section 3.

3.1 Description of Services

This Section 3.1, Description of Services includes 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.

Service Requirements

Traffic and Street Lighting engineering involves the planning, scheduling, organizing, and controlling of resources to achieve specific objectives within established timelines, budgets, and quality standards. The selected Applicant would be responsible for advancing various projects from inception through bid award to the completion and closeout of all construction activity. This will be accomplished through the management and coordination of all aspects of each project with the

DOS and its design and construction contractors, regulatory and resource agencies, utilities, private stakeholders, residents, the media, and the public. The Applicant chosen must be able to react quickly to short-term deadlines that may arise during the projects. The services required of the

Applicant under this contract will also include but are not limited to the following:

Services

The Department requires at least the services listed below, including the specific tasks and work activities described. Applicant’s proposed scope of work should state in detail how it will carry out each task, including the personnel/job titles (as identified in Section J, Organizational and Personnel

Requirements) responsible for completing the task. For each service specified, the Applicant should propose criteria to determine when the tasks comprising the service are satisfactorily completed.

Applicants may propose additional or revised tasks and activities but should explain why each is necessary to achieve the project objectives.

1. Act as an agent of DOS. All project correspondences except contractual issues are directed to the Project Manager. DOS Provides final decisions and directions for resolution and response.

2. Monitor and document all activities and issues to ensure that the project proceeds on time.

3. Schedule and conduct project meetings including preparation of agendas and minutes.

4. Participate in regularly scheduled project status meetings at which DOS and Project Manager discuss such matters as job progress, procedures, cost, disputes/claims, and scheduling.

Such meetings may be called or scheduled more or less frequently, or on an emergency basis if necessary, as determined by DOS. Keep and distribute minutes of such meetings.

5. Coordinate with City, State, and Federal agencies.

6. Provide all engineering design and construction administrative services, materials and equipment necessary to prepare Contract Drawings, Engineering Estimates, and

Specifications.

7. Perform the detailed engineering design services work using all relevant codes, guidelines, manuals, policies, and practices including Federal Highway Administration (FHWA), Pennsylvania Department of Transportation (PennDOT), and City of Philadelphia standards and specifications.

8. Prepare and present aesthetic renderings and other support materials for architectural and landscape designs to the Philadelphia Art Commission. The employee performing this service shall be an AIA licensed architect.

9. Participate in public relations. Provide information, graphics, and assistance to DOS for maintenance of web pages. Present projects for community input as necessary. The selected

Applicant must attend and participate in certain required public or stakeholder meetings and prepare meeting materials as directed by DOS.

10. Coordinate with federal agencies, state agencies, municipal agencies, municipal authorities, municipal contractors, municipal officials, other environmental agencies, railroads, and utilities to obtain all necessary environmental clearances. Some projects may include expectation to perform 4F Reviews, Section 106 Reviews, National Environmental Policy Act

(NEPA) Compliance Assessments, and conduct Community Participation Outreach and Public

Involvement Meeting activities required under NEPA; under the direction of DOS. The selected Applicant must attend and participate in certain required public or stakeholder meetings and prepare meeting materials as directed by DOS;

11. Coordinate with all railroads and utilities for impact and/or temporary/permanent relocation and obtain all necessary railroad and utility approvals and clearances.

12. Obtain all necessary permits for each project.

13. Upload project into PennDOT’s Engineering and Construction Management System (ECMS);

14. Assist in right-of-way acquisition activities including preparation of real estate appraisals.

The firm performing this service shall be on the list of PennDOT’s Certified Right-of-Way

(ROW) Acquisition Service Contractors and Appraisers.

15. Coordinate and supplement survey activities with DOS Survey Districts.

16. Coordinate and obtain all railroad/utility clearances;

17. Provide consultation during project advertisement, attend pre-bid conferences, and answer bidder inquiries.

18. Perform bid analysis and justification as well as make recommendation of bid award.

19. Monitor all environmental issues including but not limited to noise, vibration, air, and water quality.

20. Coordinate and resolve all traffic and street lighting related issues with DOS.

21. Perform constructability reviews during the design phases.

22. Coordinate shop drawing reviews with the designer.

The selected team may be asked to perform tasks that include, but are not limited to the following:

Geometric Safety Improvement Work

• Analyze historic crash and safety data;

• Develop and manage comprehensive traffic safety programs;

• Perform corridor and intersection safety evaluations and audits;

• Develop assignments, manage and inspect safety improvements;

• Design intersection and corridor safety improvements including the preliminary studies, surveys, production of plans, specifications, estimates and/or work orders;

• Manage and inspect traffic and traffic-related construction work; and,

• Propose and design traffic calming measures.

Traffic Engineering and Intelligent Transportation System Work

• Provide traffic engineering and planning services;

• Perform intersection and cordon corridor counts;

• Conduct traffic impact studies;

• Perform traffic simulation modeling and analysis;

• Develop and implement corridor timing programs and plans;

• Program signal timings (electromechanical/170);

• Plan, design, deploy, inspect, and test ITS devices and systems;

• Assist in developing and expanding capabilities for the City's Traffic Operations Center (TOC);

and,

• Integration of new technologies relating to ITS.

Street Lighting Engineering & Upgrades Work

• Provide highway lighting design, including light level calculations, voltage drops, and planning services;

• Provide engineering analysis and final design using a minimum of 2 ft-candles;

• Perform street lighting surveys and reconnaissance;

• Plan, design, deploy, inspect, and test street lighting devices and systems; and,

• Assist in developing and expanding smart street lighting capabilities for the City.

• Provide development and/or redesign of Decorative Lighting Systems on City infrastructure, including bridges.

• Assist in developing plan for regular upkeep and testing of lighting systems and the technology and components behind the systems, currently maintained by the City. Work assignments may require Specialized Lighting System Expertise for particular projects.

Infrastructure Planning and Programming (assigned as related to above described assignments)

• Develop and implement a pavement marking and signing infrastructure asset management system;

• Program, plan, and manage an infrastructure upgrades;

• Traffic signal and ITS planning and programming; and,

• Streets infrastructure support services.

Tangible Work Products

The Department requires completion and delivery of at least the tangible work products listed below. The proposed scope of work should state in detail how the Applicant will produce each work product, including the personnel/job titles (as identified in Section L, Organizational and Personnel

Requirements), that will be responsible for delivering the work product. For each work product, the

Applicant should propose criteria for satisfactory completion and delivery. Applicants may propose additional or revised tangible work products, but should explain why each is necessary to achieve the project objectives.

1. Provide project reporting on a monthly or regular basis (as determined by DOS) and provide innovative solutions for project reporting to DOS.

2. Prepare project schedules, renderings, and presentation materials.

3. Provide reports, studies, contract drawings, engineering estimates, and specifications.

4. Prepare project costs including, but not limited to cost of design, right-of-way acquisition, and railroad/utility relocations.

5. Prepare grading and surfacing packages which are used as the basis for preparation of the contract plans, specification and estimate package .

6. Prepare construction schedules using PennDOT approved software programs.

Review, and monitor, the contractor’s construction schedule, including Critical Path Method

(CPM) schedules.

7. Document and maintain photo library including pre-construction and post-construction photos.

8. Prepare a set of marked-up drawings indicating the as-built conditions for completed projects.

3.2 Performance Metrics, Contract Management & Payments

Performance Metrics

The City of Philadelphia is interested in identifying metrics in order to monitor and improve performance during the life of the contract. The {department} 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 the {department} 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

Past

Performance

Benchmark

(if known)

Work Product Plans and

Reports, inspections, project deliverables

Prior to

Work and/or prior to each

Lump Sum

Part

Consultant

Project

Manager

Check in and close out meetings

N/A

On Time Milestones and Scope of

Work, accurate critical path schedules

Prior to

Work and/or prior to each

Lump Sum

Part, at least every six months

Consultant

Project

Manager

Check in and close out meetings

N/A

On Budget Work Orders and Invoices

Prior to

Work and/or prior to each

Lump Sum

Part, at least every six months, monthly meetings during preliminary and final design

Consultant

Project

Manager

Check in and close out meetings

N/A

Communications Internal emails and meetings, public meetings, coordination with all relevant parties

Prior to

Work and/or prior to each

Lump Sum

Part, at least every six months

Consultant

Project

Manager

Check in and close out meetings

N/A

Work Product Plans and

Reports, inspections, project deliverables

Prior to

Work and/or prior to each

Lump Sum

Part

Consultant

Project

Manager

Check in and close out meetings

N/A

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

The Department seeks responses from consultant firms with substantial, direct, and relevant experience in all aspects of multi-modal transportation infrastructure projects who are qualified to perform the duties as defined in Section II, Scope of Work. Consultant teams that combine skill sets are encouraged to submit proposals under this solicitation. All proposals must conform to City of

Philadelphia guidelines including the latest policies, as well as all standards, practices, applicable laws, and codes.

This solicitation is open only to individual civil engineering firms and teams with substantial, direct, and relevant experience in all aspects of transportation project planning, design, engineering and construction who are qualified to perform the duties as defined in Section II – Scope of Work, Project

Details. Consultant teams that combine skill sets are encouraged to submit proposals under this invitation. All proposals must conform to Federal Highway Administration (FHWA) and Pennsylvania

Department of Transportation (PennDOT) guidelines including the latest strike-off letters, as well as all standards, practices, applicable laws, and codes. Experience must include projects involving integration of transportation system infrastructure technologies and managing transportation projects in accordance and compliance with FHWA and PennDOT standards, practices, applicable laws, and codes.

At this time, it is anticipated that three (3) Applicant selection will be made from this contract opportunity, but the City reserves the right to modify the award structure if deemed appropriate.

The award to the successful Applicant is expected to encompass Two Million Five Hundred

Thousand Dollars ($2,500,000.00) of engineering planning, design, and construction consultation services over a contract term length of at least one (1) year in a Cost Plus Fixed Fee type contract.

All assignments under this contract are to be completed in Work Orders that are individually agreed upon and executed on a project specific basis. The detailed scope of work and budget amount of each Work Order will be negotiated based on the defined tasks, estimated task hours, current hourly wage rates, current company overheads, current allowable profit, and estimated direct expenses.

The total amount paid under the contract will not exceed the maximum amount and will be invoiced based on the actual task hours, actual hourly wage rates, actual company overheads, actual allowable profit, and actual direct expenses.

For state and federally-funded work: The hourly wage rates, Federal Acquisition Regulation (FAR) audited company overheads, allowable profit, and direct expenses eligible for reimbursement, must be approved in ECMS prior to performing work and will be in accordance with PennDOT Publication

93, except as noted below. The details will be formalized in a Price Proposal during negotiations with the selected Applicant(s), then subsequently become an exhibit to the contract. For PennDOT

Inspector Classifications, the hourly wage rates will be based upon Strike-Off Letter (SOL) 482-19-02.

For non-classified employees, the hourly wage rates will be based upon qualifications and reasonable market salaries. All companies must use the approved ECMS rates that were current at the time the work was performed. All travel and mileage reimbursement will follow City limitations;

lodging will not be compensated. No fee or other mark-up will be permitted on direct expenses.

Retainage be withheld in the amount of ten percent (10%) per invoice for all project management and engineering design services. Retainage will be released upon approval and acceptance of the final deliverable product by DOS. Retainage will not be withheld for any construction management or construction inspection services.

Applicants should not submit price proposals in response to the RFP.

The award to the successful Applicant is expected to encompass up to TWO MILLION FIVE

HUNDRED THOUSAND DOLLARS ($2,500,000.00) of on-call services in a standard method of payment special provisions type contract (Cost Plus Fixed Fee, Lump Sum, or Specific Rate of

Compensation).

All assignments under this contract are to be completed in Work Orders that are individually agreed upon and executed on a project specific basis. The detailed scope of work and budget amount of each Work Order will be negotiated based on the defined tasks, type of compensation [Cost Plus

Fixed Fee, Lump Sum, or Specific Rate of Compensation], estimated task hours, current hourly wage rates, current company overheads, current allowable profit, and estimated direct expenses.

The total amount paid under the contract will not exceed the maximum amount and will be invoiced based on the actual task hours, actual hourly wage rates, actual company overheads, actual allowable profit, and actual direct expenses

Option 1, for Fixed Price Compensation:

The contract for each chosen provider will include a contract maximum 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.

Option 2, for Hourly Rate Compensation:

Applicants must state hourly rates for all personnel, identified by education level, skill set, experience level, and job title, who will perform work under any contract resulting from this RFP.

For each task necessary to perform a service, deliver a tangible work product, or, if included in this

RFP, accomplish a milestone identified in this RFP and/or the Applicant’s proposed scope of work, the Applicant must state an estimate of the number of hours required to complete that task for each hourly rate that applies to each level of personnel identified to perform that task. 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 proposed budget or cost proposal, and a schedule for when the services and materials will be provided.

5. 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.

6. 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

7. 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.

8. 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.

9. 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.

10. 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.

a. Anticipated quality jobs created or sustained in Philadelphia through the contract;

b. Anticipated hiring of Philadelphia residents to perform work under the contract;

c. Will you open offices in Philadelphia if awarded the contract?;

d. Are you planning to form a joint venture or subcontract with any Philadelphia-based entities? If so, please detail those arrangements; and,

e. Any other information you deem relevant to demonstrating local impact.

11. 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.

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

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 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?

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.)

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

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.

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…