RFP for Assistance and Payment Plan Outreach

The Department of Revenue (Revenue) is seeking quotes for proposals for outreach and engagement services to encourage enrollment in assistance and payment plan programs administered by the Department.

Nearly 80% of Philadelphia homeowners are enrolled in Real Estate Tax relief programs that lower their bills, including the Homestead Exemption, Longtime Owner Occupant Program (LOOP), Ten Year Tax Abatement, and the Senior Citizen Tax Freeze receiving more than $100 million in discounts annually. Despite this, more than 1 in 5 homeowners are missing out. Additionally, more than a third of homeowners who are behind on their Real Estate Tax bills have not yet enrolled in any programs.

Revenue and partners from inside and outside government have used many tactics to encourage enrollment, including mailings, social media, community events, auto-enrollment, and earned and paid media.

To build upon these efforts, Revenue would like to test the effectiveness of person-to-person outreach using street teams doing both door-to-door visits of residential properties to provide information verbally and/or leave printed materials and through teams stationed at community locations such as grocery stores, city facilities, county assistance offices, and transportation hubs.

Revenue has identified areas in the greatest need of additional outreach, using current enrollment rates, tax delinquency, change in property assessment, and poverty level. For this engagement, please use the map to target vulnerable and/or very vulnerable areas. Revenue seeks a vendor to conduct door-to-door outreach in one area, and outreach at community locations in the other. It is our expectation that the combined efforts will engage at least 15,000 residents.

The selected vendor will need to track the number of in-person interactions conducted in each area; the Department of Revenue will track the number of applications received from each area to assess the relative effectiveness and efficiency of these approach two. The specific areas for each treatment will be mutually agreed upon at the kick-off meeting.

Department of Revenue staff will provide training in a train-the-trainer format on the following programs:

  • Owner Occupied Payment Agreement (OOPA)
  • Homestead Exemption
  • Senior Citizen Tax Freeze

Revenue has collateral materials describing the three target programs that may be used or adapted for use by the street teams. We think that designing and producing door hangers may be effective but would like input from the vendor on the most effective collateral. It is our expectation that materials will need to be translated in Spanish and potentially other languages.

Quotes should include:

  • Proposals about how the work may be completed, including staffing levels, development (if needed), translation, and printing of materials, training and oversight.
  • Expected number of resident engagements.

Revenue will give preference to firms who can also provide multi-lingual outreach. Successful respondents must be able to meet the following deadlines (all times are Philadelphia local times):

  • May 21, 2018 – Notice of City’s request for services distributed
  • May 25, 2018 @ 5pm  – All questions must be submitted to Marisa.Waxman@phila.gov
  • May 29, 2018 @ 5pm – Answers to questions will be provided
  • June 4, 2018 @ 5pm – Proposals due electronically to Marisa.Waxman@phila.gov
  • June 6, 2018 – Interviews
  • June 8, 2018 – Successful company notified
  • June 11, 2018 – Project Kick-Off
  • June 30, 2018 – Outreach Complete

Proposals are due by 5pm on June 4, 2018, and must be provided electronically to Marisa Waxman, First Deputy Revenue Commissioner, at Marisa.Waxman@phila.gov. All questions must be submitted via email to Marisa Waxman on May 25, 2018 by 5pm. Responses will be provided to questions via email by May 29, 2018 by 5pm.

As contract completion will not occur before the kick-off date on June 11, 2018, the City intends to issue a notice to proceed. The timeline for this project is non-negotiable, as the available funds must be spent by June 30, 2018.

Proposals must include:

Background Information

  • Name, address, email, and telephone number of firm;
  • Description of Provider (corporation, sole proprietorship, partnership, consortium) and year formed;
  • State if the firm is qualified to do business in the Commonwealth of Pennsylvania and the City of Philadelphia. Include all that apply: federal tax identification number, City of Philadelphia tax identification number, City of Philadelphia business license number.
  • Name, title and business address of persons to whom communications respecting this activity should be directed, if different from above.
  • Note, all vendors with the City of Philadelphia must be compliant with all applicable taxes.

Organizational Description and Experience

  • Provide a general statement describing the firm, size, number of employees, MWDBE certification (if applicable), hours of operation and primary business areas.
  • Provide a description of the firm’s experience performing similar projects. Include dates, locations and scale of these services. Provide contacts for 3 recent (within the last 3 years) clients for whom the firm has performed similar work.

Proposed Staffing & Schedule

  • Describe the staffing plan for this project, and hiring plan if necessary. Please provide training and experience qualifications for each individual.
  • Indicate the proposed timeline for completing the project for anticipated project tasks, including final completion, and any key dependencies.

Project Understanding & Statement of Qualifications 

  • All applicants must demonstrate their knowledge and understanding of the project.
  • All applicants must explain why they are qualified to perform the work required.

Cost Proposal

Total cost must not exceed $32,000.

Other

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