The Office of Community Empowerment and Opportunity is seeking a new Customer Relationship Management (CRM)/outreach platform to collect and analyze residential data for our community-based outreach....

The City of Philadelphia's Office of Community Empowerment and Opportunity is requesting proposals for a Customer Relationship Management (CRM) and outreach platform to replace its current NGP VAN system, with proposals due September 14, 2026 at 5:00 p.m. and a questions deadline of August 24, 2026 at 5:00 p.m. A local-vendor preference under Philadelphia Mayoral Executive Order No. 04-12 applies to vendors certifying as Local Business Entities or demonstrating Local Impact commitment; the certification form is included in the RFP package and carries scoring weight in evaluation.

The platform must support door-to-door canvassing, phone banking, texting, email communications, event creation and tracking, client-level data management, comprehensive reporting with custom date ranges, geospatial turf-cutting with mapping capabilities, mobile offline data entry, automated communications, and AI-powered resident engagement features. Vendors must demonstrate a minimum of five years of experience in software design, integration, testing, help desk operations, network infrastructure, installation services, and operations support. The system must comply with the City's IT standards including FIPS 199 categorization, AES-256 encryption, TLS 1.3 minimum, multi-factor authentication, WCAG 2.1 AA web accessibility, RESTful API with JSON payload, Windows Server or approved Linux operating systems, and Microsoft SQL Server, PostgreSQL, or Oracle databases. Vendors must maintain cyber insurance with minimum coverage of $2 million per claim and prohibit data offshoring beyond the United States.

The contract includes a minimum of one year of maintenance and support services commencing upon final system acceptance, with pricing requested for four additional years of support and guaranteed availability for a minimum of five years post-acceptance. The initial contract term does not exceed one year without City Council authorization; the City may add additional terms such that combined term does not exceed five years. The anticipated award date is October 5, 2026, with a project start date of November 5, 2026. Proposals must be fixed-price, submitted in two volumes (Volume 1: applicant qualifications; Volume 2: technical approach and cost), with cost proposals itemizing software, integration, project management, testing, installation, maintenance, hardware if required, training, and all other work separately. An optional pre-proposal meeting is scheduled for August 14, 2026 at 1:00 p.m. via Microsoft Teams. All applicants must comply with Philadelphia Code Chapter 17-1400 regarding campaign contribution disclosures and provide tax and regulatory status clearance statements; those submitting contracts valued at $99,000 or more must provide transparency in business demographic data.