Capital Program Administration

Cherelle L Parker, Mayor
Tracy Borda, Interim Chief Executive Officer, Philadelphia International Airport
The City of Philadelphia
REQUEST FOR PROPOSALS FOR
CAPITAL PROGRAM ADMINISTRATION
WORK SUMMARY:
The successful Applicant shall assist Aviation staff with various administrative and
accounting tasks related to coordinating and tracking capital program activities, such
as: funding, cashflow phasing, grant management, invoice processing, request for
proposal and bid specification development, contracts and contract administration,
and other matters as directed by Aviation.
PROPOSED COMPENSATION:
To not exceed $3,725,000
RFP ISSUE DATE:
May 5, 2026
RESPONSE DEADLINE:
No later than 5 pm Philadelphia Time on June 5, 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 May 12, 2026 at 10 am, Philadelphia Time. It is highly
recommended that all proposers attend.
https://teams.microsoft.com/meet/218869238234923?p=YGGnV1uauHXze3MaJo
OFFICIAL RFP CONTACT:
Courteney Henderson
Procurement Specialist Supervisor
Courteney.Henderson@phl.org
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 ................................................................................................................ 4
1.1 Values.................................................................................................................................... 4
1.2 Contracting with the City of Philadelphia .......................................................................... 4
1.3 Contacting Us ....................................................................................................................... 4
1.4 Feedback about this RFP ..................................................................................................... 5
2. THE OPPORTUNITY.............................................................................................................. 6
2.1 Summary .............................................................................................................................. 6
2.2 Background .......................................................................................................................... 6
DESCRIPTION OF PHILADELPHIA AIRPORT SYSTEM ............................................................. 6
a. Philadelphia International Airport ................................................................................. 6
2.3 RFP Schedule ........................................................................................................................ 8
2.4 Outcome Goals .................................................................................................................... 8
2.5 Award Terms ........................................................................................................................ 9
3. SCOPE OF WORK ............................................................................................................ 10
3.1 Description of Services ..................................................................................................... 10
3.2 Performance Metrics, Contract Management & Payments ........................................... 17
4. HOW TO SUBMIT YOUR RESPONSE ............................................................................ 18
4.1 What You Must Include in Your Proposal ........................................................................ 18
4.2 How To Submit Your Application ...................................................................................... 21
4.3 Proposal Binding ................................................................................................................ 23
5. HOW WE CHOOSE ......................................................................................................... 24
6. GENERAL RULES GOVERNING RFPs/PROPOSALS ...................................................... 25
6.1 Health Insurance Portability and Accountability Act (HIPAA) ......................................... 26
6.2 Special Rules Applicable to Joint Ventures ....................................................................... 26

6.3 Mandatory Political Contribution Disclosures and Penalties ......................................... 26
6.4 Political Contribution Limits for City Contractors ........................................................... 27
6.5 City Employee Conflict Provision ...................................................................................... 27
6.6 Reservation of Rights ......................................................................................................... 27
6.7 Confidentiality and Public Disclosure .............................................................................. 28
APPENDICES ...................................................................................................................... 29
Appendix A - General Provisions ............................................................................................ 29
Appendix B - City of Philadelphia Tax and Regulatory Status and Clearance Statement .. 31
Appendix C - City of Philadelphia Insurance Requirements ................................................. 32

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:
1 2 3
PAYMENT OF CITY CHAPTER 17-1300.
CITY BUSINESS
BUSINESS TAXES PHILADELPHIA 21ST
LICENSES AND
OR OTHER CENTURY MINIMUM
PERMIT
INDEBTEDNESS WAGE AND BENEFITS
REQUIREMENTS
OWED TO THE CITY STANDARD
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
The successful Applicant shall assist Aviation staff with various administrative and
accounting tasks related to coordinating and tracking capital program activities, such as:
funding, cashflow phasing, grant management, invoice processing, request for proposal
and bid specification development, contracts and contract administration, and other
matters as directed by Aviation.
The successful Applicant's performance will be assessed based on the timelines and quality
of the work product delivered to the various Aviation and City officials; effective
implementation of planned strategies; communication with the project team;
communication of the project status; ability to develop and maintain productive working
relationships with Aviation and stakeholders; and ability to comply with budget or cost
estimates.
2.2 Background
Department of Aviation Overview
The City administers the day-to-day operations of the Airport through Aviation, under the direction
of its Chief Executive Officer ("CEO"). The Airport's Chief Financial Officer (CFO), or their designee, will
manage the work performed by the Applicant(s).
DESCRIPTION OF PHILADELPHIA AIRPORT SYSTEM
PHL is classified by the Federal Aviation Administration ("FAA") as a large air traffic hub
(enplaning 1.0% or more of the total passengers enplaned in the U.S.). According to data
reported for calendar year 2023 by Airports Council International - North America, PHL was
ranked the twenty-first busiest airport in the United States, serving 28.1 million passengers;
twenty-seventh busiest in the nation for aircraft operations; and eighteenth busiest in the nation
for cargo tonnage.
The Airport serves residents and visitors from a broad geographic area that includes eleven
counties within four states: Pennsylvania, New Jersey, Delaware, and Maryland. The Airport System
consists of the following:
a. Philadelphia International Airport
PHL has approximately 2,598 acres located partly in the southwestern section of the City and
partly in the eastern section of Delaware County, about 7.2 miles from Center City
Philadelphia. The Airport's runway system consists of parallel Runways 9L-27R and 9R- 27L,
crosswind Runway 17-35, commuter Runway 8-26, and interconnecting taxiways. PHL's
terminal facilities consist of seven terminal units totaling approximately 3.3 million square

feet and include ticketing areas, passenger and baggage screening areas, passenger hold
rooms and other amenities, baggage claim areas, a variety of food, retail and service
establishments, and other support areas.
Outside of the PHL terminal area, PHL also has the following: six active cargo facilities;
various support buildings; training areas; an air traffic control tower; a fixed-base operator;
corporate hangars; a fueling supply facility; two American Airlines aircraft maintenance
hangars; a first-class office complex; a 14-story hotel; seven rental car facilities; a cell-phone
lot; employee parking lots; and five public parking garages.
b. Northeast Philadelphia Airport
PNE is located on approximately 1,118 acres situated within the City limits, ten miles
northeast of Center City Philadelphia. PNE serves as a reliever airport for PHL and provides
for general aviation, air taxi, corporate, and occasional military use. The airport has no
scheduled commercial service. There are presently 85 T-hangars, ten corporate hangars and
six open hangars for general aviation activities.
Problem Statement
Aviation's capital program depends on timely, accurate coordination of administrative and
accounting functions to deliver projects on schedule, within budget, and in compliance with
regulatory and funding requirements. The department's priority is to maintain a transparent,
auditable, and efficiently managed pipeline of capital investments-supported by reliable
funding strategies, precise cashflow phasing, compliant grant management, and disciplined
contract administration. The desired outcome is a fully integrated, end-to-end program
management environment in which financial data, procurement activities, and project
milestones are consistently aligned, enabling Aviation leadership and stakeholders to make
informed, real-time decisions.
The primary end-users of these services include Aviation finance staff, project managers,
procurement teams, executive leadership, and external stakeholders such as grant agencies,
contractors, and auditors. These users require accurate, timely, and standardized information to
manage project delivery, ensure regulatory compliance, and maintain fiscal accountability.
Without consistent, high-quality administrative and accounting support, the program risks cost
overruns, missed funding opportunities, delayed project delivery, and reduced stakeholder
confidence.
Addressing this gap requires consistent and integrated execution across key administrative and
financial functions supporting the capital program. -ensuring Aviation can reliably meet its
capital delivery objectives while maintaining compliance and financial stewardship."

2.3 RFP Schedule
RFP Posted May 5, 2026
A pre-proposal meeting will be held on May 12, 2026 at 10 am Philadelphia
Pre-Proposal
Time. It is highly recommended that all proposers attend.
Meeting
https://teams.microsoft.com/meet/218869238234923?p=YGGnV1uauHXze3MaJo
Applicants must submit questions regarding this opportunity by May 20,
Applicant
2026 at 5pm Philadelphia time. All questions must be submitted via email
Questions Due
to Courteney.Henderson@phl.org.
Answers Posted
on eContract May 27, 2026, 5pm Philadelphia time
Philly
Proposals Due June 5, 2026, 5pm Philadelphia time
Applicant
Interviews, June 15, 2026
Presentations
(City Discretion)
Applicant
June 22, 2026
Selection
Contract
June 30, 2026
Execution
Commencement
August 1, 2026
of Work
The above dates are estimates only. Notice of changes in any pre-proposal meeting 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
The successful Applicant shall assist Aviation staff with various administrative and
accounting tasks related to coordinating and tracking capital program activities, such
as: funding, cashflow phasing, grant management, invoice processing, request for proposal
and bid specification development, contracts and contract administration, and other
matters as directed by Aviation.
Some outcome goals that define what this looks like are:

1. Improved Financial Accuracy and Timeliness of Capital Program Management
Capital program financial data (including funding allocations, cashflow projections, and
expenditures) will achieve accuracy and on-time reporting compliance, with reporting
and reconciliation cycles reduced compared to baseline.
2. Accelerated and More Reliable Procurement and Contract Execution
The average time required to move capital projects from solicitation to executed contract
will be reduced while maintaining compliance with procurement and contract
requirements, as evidenced by audit or review findings.
3. Enhanced Grant Utilization and Compliance Performance
Eligible grant funds will be successfully obligated and expended within required
timelines, with zero major compliance findings and a measurable reduction in delayed,
rejected, or corrected grant submissions and invoices.
2.5 Award Terms
The term of this contract is expected to start on or about August 1,
2026 and end on or July 31, 2027
Term
The City may, at its sole option, amend the contract to add up to
four (4) additional terms, each not to exceed one year.
Contract will state maximum compensation including all expenses
Compensation
not to exceed {$3,725,000}.
Applicants must state hourly rates for all personnel, identified by
job title, who will perform full-time or part-time work under any
Cost Proposal Type
contract resulting from this RFP. Subcontractor hourly rate ranges
by job title must also be stated.
Terms of Payment Monthly invoicing and payments.

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.
Prohibition on Future Contracts
The successful Applicant will not be eligible to compete for any other services for Aviation during the
term of this contract and any extension thereof and the FTE(s) assigned to this contract will have be
required to execute a conflict and confidentiality statement. However, subcontractors with whom
the successful Applicant holds contracts may be eligible to perform other services as a contractor or
subcontractor for Aviation during the term of this contract and any extension thereof with written
approval from Aviation.
Service Requirements
The successful Applicant's performance will be assessed based on the timelines and quality of the
work product delivered to the various Aviation and City officials; effective implementation of
planned strategies; communication with the project team; communication of the project status;
ability to develop and maintain productive working relationships with Aviation and stakeholders;
and ability to comply with budget or cost estimates.
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 Aviation to
achieve the objective.
General Requirements
Aviation 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 3.1, Organization and Personnel
Requirements below) 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 and explain why each
is necessary to achieve the project objectives.