Wills Program RFP 7.23.2026.docx

Cherelle Parker, Mayor Jessie Lawrence, Director, Department of Planning and Development The City of Philadelphia

REQUEST FOR PROPOSALS FOR

WILLS CREATION PROGRAM

WORK SUMMARY:

This program will support participants in city homeownership initiatives by connecting them with legal services to draft wills, establish beneficiaries, mitigate tangled title and ensure proper documentation for property transfer. Residents participating in the Wills Program reduces the risk of future tangled title issues and strengthens long‑term housing stability for families. The Wills Program was included in the 27 programs of the Housing Opportunities Made Easy (H.O.M.E) Initiative legislation.

This program shall serve participants (up to 80% AMI) in city homeownership programs, assisting them in writing wills to avoid future tangled title issues, ensuring proper legal documentation for property transfer and reducing the likelihood of title complications for subsequent generations.

PROPOSED COMPENSATION:

$1,250,000

RFP ISSUE DATE:

July 27, 2026

RESPONSE DEADLINE:

No later than 5 pm ET on September 8, 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 5, 2026, at 1:00pm ET, Philadelphia Time.

OFFICIAL RFP CONTACT:

Matthew Treat Program Manager, Matthew.Treat@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/

TABLE OF CONTENTS

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.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.

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:

CHAPTER 17-1300. PHILADELPHIA 21ST CENTURY MINIMUM WAGE AND BENEFITS STANDARD

PAYMENT OF CITY BUSINESS TAXES OR OTHER INDEBTEDNESS OWED TO THE CITY

CITY BUSINESS LICENSES AND PERMIT REQUIREMENTS

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.

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.

2. THE OPPORTUNITY

2.1 Summary

Philadelphia faces a growing challenge related to tangled titles, which disproportionately affects low‑income homeowners and contributes to housing instability and loss of generational wealth. Many residents lack access to affordable estate planning services, including wills, power of attorney, and related legal documents. This RFP seeks a provider to focus specifically on the Wills Program which includes the following:

· Direct will‑drafting services

· Community workshops and legal education

· One‑on‑one consultations

· Document execution support

· Data collection and reporting

The goal is to increase the number of residents with legally valid Wills and reduce future property disputes.

2.2 Background

Department of Planning and Development Overview The Department of Planning and Development works in collaboration with communities to promote, plan, preserve, and develop successful neighborhoods for all. Reaching these goals requires city agencies to work together with residents, businesses, developers, advocates, funders, and each other.

Project Background Recent efforts have helped 1,000 low-income homeowners obtain wills. This program was in response to the large number of applicants dealing with tangled title issues—given the long, expensive, and complicated process of eradicating tangled titles.

Problem Statement Philadelphia faces a persistent and deeply consequential challenge of low-income families, seniors, and communities of color not having a legally valid will. This gap leaves thousands of individuals and households vulnerable to tangled titles, property loss, intergenerational wealth disruption, and legal disputes that can destabilize entire neighborhoods.

Despite the city’s high rate of homeownership among historically marginalized communities, there is a high number of Philadelphia properties currently affected by tangled titles, often caused by the death of a property owner without a will. Failing to secure ownership may impact on a family’s ability to optimize their property. The result is a cycle of housing insecurity that disproportionately impacts Black and low-income residents, accelerating neighborhood decline.

The root causes of low will creation rates include limited access to affordable legal services, lack of awareness, mistrust of legal systems, language barriers, and the misconception that Wills are only necessary for wealthy individuals. Without targeted intervention, these barriers will continue to erode generational wealth and undermine the city’s broader housing stability and anti-displacement goals.

To address this systemic issue, Philadelphia is expanding a coordinated, city supported Wills Creation Program that provides accessible legal assistance and culturally competent outreach. Establishing such a program will help residents protect their homes, preserve family assets, reduce tangled titles, and strengthen neighborhood stability across the city.

2.3 RFP Schedule

Pre-Proposal Meeting

A pre-proposal meeting will be held on August 5, 2026, at 1:00pm, Philadelphia Time. It is highly recommended that all proposers attend.

HOLD Will Creation Program Pre-Proposal Meeting | Meeting-Join | Microsoft Teams

Applicant Interviews, Presentations (City Discretion) September 21-30, 2026

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.

2.4 Outcome Goals

· Increase the number of Philadelphia residents with legally valid wills.

· Reduce the risk of tangled titles among program participants.

· Increase access to culturally competent legal services.

· Strengthen long‑term housing stability and wealth preservation.

2.5 Award Terms

3. SCOPE OF WORK

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

The selected applicant must deliver:

Program Integration with H.O.M.E. Initiative

· Coordinate intake through our partner organizations, such as Neighborhood Advisory Committees (NACs), housing counseling, CDC, etc.

· Align participant referral pipelines with all H.O.M.E. programs.

· Participate in H.O.M.E. data sharing and reporting protocols.

Direct Legal Services

· Provide will-drafting services to City homeownership program participants earning up to 80% AMI

· Assist clients in designating property beneficiaries and ensuring legally valid documentation

· Conduct intake, eligibility screening, and client triage

· Provide follow-up and assist with document execution services (conflict of interest resolution, language services, notarization, witnessing, filing, etc.)

Outreach & Community Education

· Conduct community outreach in target neighborhoods to raise awareness of the connection between wills, tangled title, and homeownership stability

· Host workshops and clinics through trusted community partners, faith institutions, and NACs

· Develop culturally responsive, plain-language materials on the importance of will creation for homeowners Tangled Title Coordination

· Coordinate or refer clients to the Tangled Title Prevention and Resolution Program for cases where title issues already exist

· Track and report the number of cases referred in both directions (wills preventing future tangled title vs. existing title issues requiring remediation)

· Work with NACs to host quarterly service area briefings (4 workshops annually)

· Outreach and engagement with social media and newsletter

· Individual legal consultations

· Selected applicants must provide an option to meet in person at eligible NACs for residents’ first consultation

· Quarterly reporting on service delivery and outcomes

General Requirements

· Must comply with all legal and ethical standards for legal service delivery, including the Pennsylvania Rules of Professional Conduct.

· Attorneys must be licensed in Pennsylvania.

· Provider must maintain secure data systems and confidentiality.

· Provider must track demographic and service data.

· Provider must ensure all financial information is maintained and tracked in accordance with generally accepted accounting principles.

3.2 Performance Metrics, Contract Management & Payments

Performance Metrics

The City of Philadelphia is interested in identifying metrics to monitor and improve performance during the life of the contract. Division of Housing and Community Development 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 DHDC prior to the finalization of an agreement between parties and may be adjusted over time as needed.

Data, Reporting & Evaluation

· Collect and report client demographic data (e.g. race, ethnicity, gender, age, household size), income levels (percent of Area Median Income), program referral source, and service outcomes

· Track: number of wills executed, number of clients served, NAC participation, geographic distribution across Council Districts Census Tracts, and ZIP codes.

· Provide quarterly progress reports and participate in H.O.M.E. program evaluation

· Number of wills completed

· Number of tangled title referrals

· Document recording fees

· Tracking costs (cost per will, fee tracking, etc.)

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.

The City of Philadelphia will have the ability to actively and consistently audit and work with the provider to monitor implementation of the City of Philadelphia’s Wills Program and support progress toward the performance metrics identified by the Division of Housing and Community Development (DHCD)which may be updated from time to time. This collaborative role is intended to strengthen performance management and contribute to continuous improvement while leaving all operational duties and required reporting with the provider. The City will have the ability to review, discuss, and provide input related to the following performance metrics and data elements, which will be finalized during contract negotiations and may be refined over time:

Tracking of this information should be reported every quarter with information collected for each month within the quarter.

Communication Structure and Deliverables To support contract performance monitoring, the provider will maintain consistent communication with the department and deliver information in defined formats and intervals:

· Quarterly progress reports aligned via email to the program manager with H.O.M.E. program evaluation requirements, containing narrative explanations, key metrics, and documentation of any emerging challenges.

The department will have the ability to flag concerns, request clarification, or identify potential areas for improvement based on the submitted data. When such issues emerge, the department may participate in collaborative discussions with the provider to consider refinements to outreach strategies, workshop delivery, execution workflows, or other program components. Operational decisions and full compliance with contractual requirements remain the responsibility of the provider.

In keeping with the City of Philadelphia’s commitment to improved outcomes, the department may engage with the provider to use performance data to enhance contract management, strengthen service delivery, and track trends. The City reserves the right to request additional data or metrics related to contract performance and to reject work that does not meet established performance standards.

How We Will Pay the Selected Applicant In accordance with any requirements under applicable law, the provider shall submit monthly or quarterly reimbursement invoices for allowable costs incurred during the billing period in accordance with the terms of the Agreement. Invoices must include supporting documentation to justify all expenses and shall be submitted within thirty (30) days following the closing date of the applicable billing period.

Provider will submit appropriate supporting documentation to justify invoice expenditures.

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. [Intentionally Omitted]

7. 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

8. Requested Exceptions to Contract Terms (Tell the City about 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 Appendix C (both of which are attached and incorporated herein) 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.

9. 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.

10. 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.

11. Statement of Financial Capacity (Demonstrate how stable your business is).

Provide documentation demonstrating fiscal solvency and financial capability to perform the work sought by this RFP. You may include any of the following:

· A general, independent statement of the Applicant’s financial condition, prepared by an external auditor or accountant;

· Applicant’s most recent audited or unaudited financial statements, including:

· Balance Sheet,

· Income Statement, or

· Cashflow Statement;

· Most recent IRS Form 990 (for non-profit organizations only); or,

· Any other documentation that demonstrates your financial capacity to meet the requirements of this RFP.

12. 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.

For contracts valued at $1 million or more annually, please also detail in your proposal the local impact if you are awarded the contract by including the following information:

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 demonstrate local impact.

13. 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.

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.)

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 may include, but are not limited to:

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.

If a contract is awarded from this RFP, a notice will be published on the City’s eContract Philly website identifying the name of the selected Applicant and the basis for award to that Applicant, as well as the names of all other Applicants to this RFP. To access this notice, select the button that says, “Notice of Intent to Contract” and search for your opportunity number.

6. GENERAL RULES GOVERNING RFPs/PROPOSALS

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

6.1 Health Insurance Portability and Accountability Act (HIPAA) The work to be provided under any contract entered into pursuant to this RFP may be subject to the federal Health Insurance Portability and Accountability Act (HIPAA) or other state or federal laws or regulations governing the privacy and security of health information.

If the contract is with any of the “Covered Units” designated by the City or the chosen provider is otherwise a “Business Associate” under HIPAA, the selected Applicant must comply with the “Terms and Conditions Relating to Protected Health Information” which are posted on eContract Philly under the “About” section and which will be incorporated into the contract by reference.

6.2 Special Rules Applicable to Joint Ventures

Generally, applications submitted through 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. 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 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.

6.3 Mandatory Political Contribution Disclosures and Penalties Pursuant to Chapter 17-1400 of the Philadelphia Code, Applicants are required to disclose the following as part of their required online application:

· their direct and indirect campaign contributions to:

· political candidates and incumbents who are nominated for, running for, or serving in, a local Philadelphia elected office; and

· political committees/parties that are operating in Philadelphia[footnoteRef:2] [2: State and federal campaign contributions do not have to be disclosed unless the subject/candidate in the campaign is also running for, or currently serving in a local Philadelphia elected office.]

· any consultants used in responding to the RFP and political contributions those consultants have made as described above; and

· whether the Applicant or any representative of the Applicant has received from any City employee a request for money or other items of value.

Applicants who make material misstatements or omissions in required disclosures may be prohibited from entering into contracts resulting from this or any other RFP of the City for one to three years and subjected to fines of up to three-times (3x) the amount that a contribution exceeded the political contribution limits, up to $2,000 for each contribution, pursuant to Section 20-1302 of the Philadelphia Code

For more information, please consult the text of Chapter 17-1400, the “Disclosure/Eligibility” tab on eContract Philly, e-mail econtractphilly@phila.gov, or call 215-686-4914.

6.4 Political Contribution Limits for City Contractors

The current contribution limits are adjusted every four years (starting in 2008) and are posted on the eContract Philly home page. The limits established by law apply continuously throughout the life of an awarded contract and for as long as the official who will benefit is in office. Applicants are advised that individuals and businesses that make campaign contributions in excess of the amounts set forth in Section 17-1404(1) of the Philadelphia Code are ineligible to enter into a City contract or subcontract at any tier in excess of $10,000 for individuals or $25,000 for businesses. Contributions are attributed according to Section 17-1405 of the Philadelphia Code and Applicants should take this into consideration in electing to apply for this opportunity and in selecting subcontractors, if any.

Applicants certify that their subcontractors are eligible to work on City contracts and will be responsible for any consequence if that later proves untrue. To assist Applicants, the City has provided disclosure forms under the “Disclosure/Eligibility” “Subcontractor Disclosure” tab on eContract Philly for subcontractors to complete and provide to the Applicant at their option. These forms do not need to be submitted to the City.

6.5 City Employee Conflict Provision

City of Philadelphia employees and officials are prohibited from submitting proposals in response to this RFP. No proposal will be considered in which a City employee or official has a direct or indirect interest.

6.6 Reservation of Rights

By submitting a response to this contract opportunity, the Applicant accepts and agrees to the City’s Standard Reservation of Rights, linked and incorporated in this document by reference, and to the terms of this contract opportunity, including all information contained in this RFP and information posted or accessible by link from the eContract Philly “Opportunity List” page, accessible under the “New Contract Opportunities” tab on the eContract Philly homepage.

6.7 Confidentiality and Public Disclosure

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. 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.

APPENDICES

Appendix A – General Provisions

THE CITY OF PHILADELPHIA PROFESSIONAL SERVICES CONTRACT GENERAL PROVISIONS FOR HOUSING AND ECONOMIC DEVELOPMENT SERVICES

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

CITY OF PHILADELPHIA TAX AND REGULATORY

STATUS AND CLEARANCE STATEMENT

FOR APPLICANTS

THIS IS A CONFIDENTIAL TAX DOCUMENT NOT FOR PUBLIC DISCLOSURE

This form must be completed and returned with Applicant’s proposal in order for Applicant to be eligible for award of a contract with the City. Failure to return this form will disqualify Applicant’s proposal from further consideration by the contracting department. Please provide the information requested in the table, check the appropriate certification option and sign below:

Applicant Name

Contact Name and Title

Street Address

City, State, Zip Code

Phone Number

Federal Employer Identification Number or Social Security Number:

Philadelphia Business Income and Receipts Tax Account Number (if none, state “none”)

Commercial Activity License Number (if none, state “none”)

____ I certify that the Applicant named above has all required licenses and permits and is current, or has made satisfactory arrangements with the City to become current with respect to the payment of City taxes or other indebtedness owed to the City (including, but not limited to, taxes collected by the City on behalf of the School District of Philadelphia), and is not in violation, or has made satisfactory arrangements to cure any violation, or other regulatory provisions applicable to Applicant contained in the Philadelphia Code.

___ I certify that the Applicant named above does not currently do business or otherwise have an economic presence in Philadelphia. If Applicant is awarded a contract with the City, it promptly will take all steps necessary to bring it into compliance with the City’s tax and other regulatory requirements.

Authorized Signature Date

Print Name and Title

Appendix C – DHCD GUIDELINES FOR LEGAL COUNSEL REPRESENTING THIRD PARTIES image1.png image2.svg image3.png