Request for Information (RFI): L&I-OIT Document Processing Automation

V5.3
CITY OF PHILADELPHIA
OFFICE OF LICENSES AND INSPECTIONS
In coordination with
Office of Innovation and Technology
REQUEST FOR INFORMATION
FOR
Document Processing Automation
Tuesday, July 28, 2026
Issue Request for Information Tuesday, July 28, 2026
Tuesday, August 11, 2026 at 12:00
Information Session
PM
Deadline for questions, requests for clarification, Tuesday, August 18, 2026 before
or requests for additional information 5:00 PM (Local Philadelphia Time)
City Responds to Questions Tuesday, August 25, 2026
Tuesday, September 8, 2026 before
Responses to RFI Due
5:00 PM (Local Philadelphia Time)
CHERELLE L. PARKER, Mayor
Bridget Collins-Greenwald, Commissioner, Quality of Life
Ralph DiPietro, Inspections, Safety & Compliance
Melissa A. Scott, CIO, Office of Innovation and Technology

TABLE OF CONTENTS
I. RESPONSE CALENDAR......................................................................................... 1
II. PURPOSE OF REQUEST FOR INFORMATION ................................................... 1
III. RFI CONTACT INFORMATION FOR QUESTIONS, REQUESTS FOR
CLARIFICATION..................................................................................................... 2
IV. ABOUT THE CITY OF PHILADEPHIA AND LICENSES AND INPECTIONS.. 3
V. INFORMATION SESSION ...................................................................................... 3
VI. ANTICIPATED SOLUTION REQUIREMENTS .................................................... 3
VII. SUBMISSION GUIDELINES................................................................................... 5
VIII. USE OF RESPONSES............................................................................................... 7
IX. HOW TO SUBMIT RESPONSES ............................................................................ 7
X. CONFIDENTIALITY AND PUBLIC DISCLOSURE ............................................. 8
XI. RIGHTS AND OPTIONS RESERVED.................................................................... 8
XII. PUBLIC DISCLOSURE............................................................................................ 9

DOCUMENT PROCESSING AUTOMATIONREQUEST FOR
INFORMATION
I. RESPONSE CALENDAR
Issue Request for Information Tuesday, July 28, 2026
Information Session (OPTIONAL) Tuesday, August 11, 2026 at 12:00
PM
Deadline for questions, requests for clarification, Tuesday, August 18, 2026 before
or requests for additional information 5:00 PM (Local Philadelphia Time)
City Responds to Questions Tuesday, August 25, 2026
Tuesday, September 8, 2026 before
Responses to RFI Due
5:00 PM (Local Philadelphia Time)
These dates are estimates only and the City reserves the right, in its sole discretion, to alter this
schedule as it deems necessary or appropriate. Notice of changes will be posted on the City's
website at https://www.phila.gov/rfp/additional opportunities.
II. PURPOSE OF REQUEST FOR INFORMATION
The City of Philadelphia (City) is embarking on a significant initiative to upgrade and modernize
its administrative business processes and related legacy technology systems that currently support
its business operations. As part of this initiative, the City intends to implement a new Document
Processing Automation solution. The City, through its Office of Licenses and Inspections, in
coordination with the Office of Innovation and Technology (OIT), has issued this Request for
Information (RFI) in order to solicit statements of interest, capabilities, and Rough Order of
Magnitude (ROM) cost estimates from all Respondents interested in, and capable of, providing
commercial off-the-shelf (COTS) software as part of the City's solution.
Respondents are asked to provide Office of Licenses and Inspections and OIT with information
regarding their available COTS products and solutions, subject to the following guidelines:
* Identify only COTS products that are modifiable or configurable to meet specific City
requirements, and that focus on interoperability, reliability, usability, availability, capacity
and scalability
* Present the software solution's interoperability and operational requirements in accordance
with the International Organization for Standardization Open Systems Interconnection
(OSI) model
L&I Document Processing Automation Page 1 of 9

* Include an architectural diagram of the solution with a description of the solutions
scalability; responses may include one or more models or solutions
* Describe the configurability of the software to meet the specified requirements and
services.
Responses should include implementation, integration, and/or configuration services. If, the
software can be installed and configured only by the Respondent, that must be clearly stated in the
Response, including the reasons why that is the case.
Respondents may, in the City's discretion, be invited to engage in discussions with the City's
project team and/or demonstrate their products, services and solutions.
No contract will be awarded pursuant to this RFI. Anyone who does not respond to this RFI is not
precluded from responding to any future solicitation issued by the City. The City intends to
procure software for this project as soon as reasonably possible, in accordance with the City's
procurement laws and practices for software purchases, which may include, but are not limited to,
the use of existing City contracts or certified cooperative purchase agreements. Respondents will
not be bound by the ROM cost estimates provided in their responses to this RFI in a future
procurement. The City also reserves the right to not procure any software.
III. RFI CONTACT INFORMATION FOR QUESTIONS, REQUESTS FOR
CLARIFICATION
All questions (see RFI Question Template Exhibit) and requests for clarification concerning this
RFI must be in writing and submitted via email no later than 5:00 pm, Local Philadelphia Time,
on Tuesday, August 18, 2026to:
Ryan Raiker
Office of Innovation and Technology
Ryan.Raiker@phila.gov
Responses to questions and requests for additional information shall be at the sole discretion of
the City. Any additional information and/or responses to questions will be posted only on the
City's website at https://www.phila.gov/rfp/additional opportunities . No additional information
and/or responses to questions will be sent by email. Nothing in this RFI shall create an obligation
on the City to respond to a Respondent submitting a response.
The City may, in its sole discretion, issue addenda to this RFI containing responses to questions,
clarifications of the RFI, revisions to the RFI or any other matters that the City deems appropriate.
Addenda, if any, will be posted on the City's website at https://www.phila.gov/rfp/additional
opportunities. It is the Respondent's responsibility to monitor the Additional Opportunities site
for Addenda and to comply with any new information.

Oral responses made by any City employee or agent of the City in response to questions or requests
for information or clarification related to this RFI are not binding and shall not in any way be
considered as a commitment by the City.
If a Respondent finds any inconsistency or ambiguity in the RFI or an addendum to the RFI issued
by the City, the Respondent is requested to notify the City in writing by the above deadline for
questions and requests for information or clarification.
IV. ABOUT THE CITY OF PHILADEPHIA AND LICENSES AND INSPECTIONS
The City of Philadelphia is the largest city in the Commonwealth of Pennsylvania and the sixth-
most populous city in the United States with over 1.5 million residents. Additionally, due to its
rich historic and cultural heritage, the region is visited by more than 40 million people each year.
Philadelphia is located in the southeastern section of Pennsylvania, and the coterminous
city/county covers 143 square miles. The City is bordered by the following counties: Bucks,
Montgomery and Delaware in Pennsylvania, and Burlington, Camden and Gloucester in New
Jersey.
As an operating department of the City, Licenses and Inspections administers and enforces the
City's building, zoning, property maintenance, and safety codes through permitting, inspections,
licensing, and regulatory compliance activities that protect the health, safety, and welfare of
Philadelphia residents and businesses.OIT provides technology and telecommunication services
to the City, its employees, and the community. There are over 25,000 city employees in
Philadelphia.
V. INFORMATION SESSION
An Informational Session to review the requirements of this RFI will be held virtually via
Microsoft Teams/Zoom on Tuesday, August 11, 2026 at 12:00 PM (Local Philadelphia Time).
Document Processing Automation Information Session | Meeting-Join | Microsoft Teams
Attendance at the Information Session is optional but recommended.
VI. ANTICIPATED SOLUTION REQUIREMENTS
The proposed solution should include the following high-level functionality:
* Ingestion of PDF and image-based documents
* OCR and data extraction from structured and semi-structured forms
* Validation of required fields and completeness
* Conditional logic validation (e.g., explanations required based on responses)
* Numeric and date threshold validation

* Identification of missing, invalid, or non-compliant data
* Support for straight-through processing of compliant submissions
* Human-in-the-loop review and override capabilities
* Automated notifications and status updates
* Audit logging and traceability of decisions
* Reporting and analytics on error trends and volumes
* Integration with eCLIPSE and related systems
* Security, privacy, and encryption controls
* Scalability to handle peak submission periods
* Configurability to support additional document types over time
Respondents should describe how their solution addresses each area, including configurability
and scalability.
1. Multi-Channel Intake & User Experience
Support document intake through multiple channels (e.g., system integration, uploads,
scanning), with accessibility and multi-language considerations.
2. Document Ingestion & Classification
Ability to ingest mixed document packets, classify document types, and route documents
without manual intervention.
3. Data Extraction & Normalization
Extract key data elements from insurance certificates and related documents, with
confidence scoring and continuous improvement mechanisms.
4. Rules Validation & Compliance
Validate extracted data against configurable business rules, thresholds, and coverage
requirements.
5. Entity Resolution & Data Quality
Match extracted entities to authoritative records and manage duplicates, aliases, and data
quality issues.
6. Workflow & Exception Management
Support role-based workflows, queues, exception handling, and human-in-the-loop
review.
7. Notifications & Communications
Generate automated notifications, deficiency notices, and renewal reminders with
configurable delivery methods.
8. Integrations & Data Exchange
Integrate with permitting, licensing, document management, identity, and analytics
platforms using standard interfaces.

9. Security, Privacy & Non-Functional Requirements
Meet municipal security, privacy, availability, accessibility, and scalability requirements.
The City of Philadelphia, Department of Licenses & Inspections (L&I), is issuing this Request for
Information (RFI) to gather information from vendors regarding commercial off-the-shelf (COTS)
solutions capable of automating the intake, extraction, validation, and review of high-volume
documents submitted through the City's eCLIPSE system.
L&I is exploring the use of a single automation solution to support multiple document types,
including but not limited to:
* Building-related certifications reviewed by the Quality of Life (QOL) Unit (e.g., Fire
Alarm, Sprinkler, Standpipe, Smoke Control, Damper, Special Hazard)
* Contractor insurance certificates (Certificates of Insurance / COIs) submitted as part of the
permitting and licensing processes
These documents are currently reviewed manually, resulting in high staff workload, inconsistent
outcomes, delayed feedback to applicants, and limited scalability as submission volumes increase.
Through this RFI, the City seeks information on available automation solutions that are
configurable, secure, and scalable, and that can integrate with eCLIPSE via API, webhook, data
export, or City-approved middleware. Responses will assist the City in understanding available
technologies, architectural approaches, implementation considerations, and Rough Order of
Magnitude (ROM) costs in advance of a potential future solicitation.
VII. SUBMISSION GUIDELINES
The City expects each Respondent to include in their response to this RFI the following items in
the order listed:
Company Overview:
Include company name, physical address, phone number, fax number, and web address, a brief
description of the company, its services, business size (total revenue and number of employees),
and point(s) of contact, including name, address, phone and email address. Note the company's
operations including the number of years the company has been supporting this solution; location
of company's headquarters and all other office locations; and three years of financial data to ensure
company stability.
If applicable, please describe any subcontractors or partners with which you have worked.
Resumes need not be included.
Experience:
Describe your company/organization's relevant experience (and that of partners, when applicable)
with Document Processing Automation. Identify your experience with clients of similar size and
scope to the City of Philadelphia, including client name, engagement title, description of

engagement, the solution implemented and the methodology used, cost, the start and completion
dates of the project, as well as, the name, address and telephone number of a contact person.
Product/Software Solution:
Identify one or more COTS solutions that meet the City's requirements. Responses that describe
solutions which are completely custom software may, in the City's discretion, be rejected without
review.
A major goal of this RFI is to provide Respondent with an opportunity to inform the City and
Licenses and Inspections about their respective software solution's interoperability and operational
requirements in reference to the OSI model. Respondents are encouraged to include in their
response an architectural diagram of the solution with description of the solution's scalability.
Respondents are welcome to provide one or more models or solution sets to meet this requirement
for an integrated interoperable solution set.
Infrastructure/Architecture Model:
Identify the infrastructure/architecture model(s) you provide and support, and whether they are on-
premise, hosted off-premise, or Software-as-a-Service (SaaS) models.
Supplement this request with an interoperable architectural diagram outlining each OSI layer
requirement for enablement, sustainment, reliability, redundancy, and growth. Highlight your
anticipated annual upgrade and patch release schedule.
Key Features:
Identify best of breed features included in the proposed COTS solution(s), including, at a
minimum, the Key Features in Section VI. Anticipated Project Requirements.
Support and Maintenance Model:
Provide the anticipated ongoing software maintenance and support services required to sustain the
solution including frequency of upgrades and patches/bug releases and the estimated timeframes
to complete. Outline the services in your support model including available service level
agreements.
Training Model:
Outline the services in your training model for administrative and end user training including the
training services, methodology, and typical schedule. Include the pricing model for training
services and the methodology and schedule.
Reporting and Key Performance Indicators (KPIs):
Provide the standard and custom reporting included in your solution and the available KPIs.
Include information on data input and export capabilities; security and auditing, and dashboards
and metrics.
Pricing/Licensing Model:

Include a general pricing model and costs for the software based upon the information provided in
this RFI. This pricing should also indicate the licensing model, (i.e. licensing by individual users,
by core, by seat etc.), descriptions of the hosting models available, and estimates of associated
costs. Include cost estimates for ongoing support and maintenance for three years, and when those
support and maintenance costs begin (i.e. at time of purchase, after implementation, etc.). If
applicable, include a list of additional items or services/software needed to operate the system that
are not included and must be provided/purchased by the City.
Respondents will not be bound by any cost estimates included in responses to this RFI.
VIII.USE OF RESPONSES
Responses to this RFI may be used by Licenses and Inspections and OIT to select a software
product for document processing automation. Responses may also be used to assist Licenses and
Inspections and OIT in gathering information for planning purposes, and for purposes of
identifying sufficient resources for an implementation initiative.
The City does not intend to announce any further actions taken pursuant to this RFI. If any such
announcements are made, at the sole discretion of the City, those announcements will be posted
with the original RFI. In some cases, at the City's sole discretion, the City may issue an RFP. The
City will notify Respondents to this RFI once the RFP has been posted on the City's website.
The City will notify you if additional information is required in order to evaluate your response to
this RFI. Absent such follow up from the City, we respectfully request that respondents refrain
from requesting additional information on the status of this RFI. In order to protect the integrity
of the City procurement process, City personnel will not respond to requests for additional
information on the status or outcome of this RFI, other than as described above.
IX. HOW TO SUBMIT RESPONSES
Respondents should submit their responses electronically (hard copies are unacceptable) in MS
Word or Adobe PDF format, as a single document (see note below), to:
Ryan Raiker
Office of Innovation and Technology
Ryan.Raiker@phila.gov
Responses are due Tuesday, September 8, 2026before 5:00 pm, Local Philadelphia Time.
Note: Response document(s) are limited to 15 MB; if necessary, please submit multiple files or
zip/compress the file(s)

X. CONFIDENTIALITY AND PUBLIC DISCLOSURE
Respondents shall treat all information obtained from the City which is not generally available to
the public as confidential and/or proprietary to the City. Respondents shall exercise all reasonable
precautions to prevent any information derived from such sources from being disclosed to any
other person. No other party, including any Respondent, is intended to be granted any rights
hereunder.
XI. RIGHTS AND OPTIONS RESERVED
In addition to the rights reserved elsewhere in this RFI, the City reserves and may, in its sole
discretion, exercise any or more of the following rights and options with respect to this RFI if the
City determines that doing so is in the best interest of the City:
1. Decline to consider any response to this RFI ("response"); cancel the RFI at any time; elect
to proceed or not to proceed with discussions or presentations regarding its subject matter
with any Respondent and with firms that do not respond to the RFI; to reissue the RFI or
to issue a new RFI (with the same, similar or different terms);
2. Select a COTS package from a vendor that does not respond to this RFI, or elect not to
proceed with any procurement;
3. Waive, for any response, any defect, deficiency or failure to comply with the RFI if, in the
City's sole judgment, such defect is not material to the response;
4. Extend the Submission Date/Time and/or to supplement, amend, substitute or otherwise
modify the RFI at any time prior to the Submission Date/Time, by posting notice thereof
on the City web page(s) where the RFI is posted;
5. Require, permit or reject amendments (including, without limitation, submitting
information omitted), modifications, clarifying information, and/or corrections to
responses by some or all Respondents at any time before or after the Submission
Date/Time;
6. Require, request or permit, in discussion with any Respondent, any information relating to
the subject matter of this RFI that the City deems appropriate, whether it was described in
the response to this RFI;
7. Discontinue, at any time determined by the City, discussions with any Respondent or all
Respondents regarding the subject matter of this RFI, and/or initiate discussions with any
other Respondent or with vendors that did not respond to the RFI;