Letter of Intent (LOI)

Purpose of the Letter of Intent

The Letter of Intent (LOI) is the first formal step for prospective vendors who wish to compete for the North Philadelphia Behavioral Health Outpatient Services contract. It demonstrates a qualified organizations genuine interest and readiness to submit a complete proposal in response to the RFP issued by the Philadelphia Department of Public Health.

Submitting an LOI allows the agency to:

• Confirm eligibility and capability to meet the scope of work.
• Provide a brief overview of the proposed approach.
• Identify any potential conflicts of interest or disqualifying factors early.
• Help the procuring agency plan the evaluation schedule and allocate resources for the full proposal review.

Key Components of the LOI

An effective LOI should be concise (no more than three pages) and include the following sections:

1. Cover Letter A formal introduction, stating the intent to submit a full proposal and referencing the RFP number.
2. Company Overview Legal name, structure, headquarters location, years in business, and relevant licenses.
3. Experience & Capacity Summarize past projects that align with behavioral health outpatient services, including contract values, client populations, and outcomes.
4. Proposed Service Model Highlevel description of how the organization will deliver the required services (e.g., integrated care, telehealth, community outreach).
5. Key Personnel Names, titles, and brief qualifications of the lead team members who would be assigned to the contract.
6. Compliance Statements Confirmation of compliance with applicable federal, state, and local regulations, including HIPAA, Medicaid, and Philadelphias health equity initiatives.
7. Financial Capability Evidence of sufficient financial resources to perform the contract, such as audited statements or bonding capacity.
8. Potential Conflicts of Interest Disclosure of any relationships with current or former city employees, contractors, or vendors that could create a conflict.
9. Contact Information Primary point of contact for correspondence, including phone, email, and mailing address.

Submission Requirements & Deadlines

All LOIs must be submitted electronically via the City of Philadelphias procurement portal. The portal will accept PDF or Word documents only.

• Deadline: 5:00PM EST, September 30, 2026
• File naming convention: LOI_YourCompany_RFP2026.pdf
• Required fields in the portal: Vendor ID, Contact Email, and Confirmation of Receipt.

Late submissions will be automatically disqualified. The city will send an acknowledgment receipt within 24hours of successful upload.

Evaluation Process for LOIs

After the submission deadline, the procurement team will conduct a preliminary review based on the following criteria:

• Eligibility and certification (e.g., Small Business, MinorityOwned Business)
• Relevance of prior experience to the behavioral health outpatient setting
• Demonstrated financial stability
• Clarity of the proposed service delivery model
• Absence of undisclosed conflicts of interest

Vendors whose LOIs receive a Pass will be invited to submit a full, detailed proposal. Those receiving a Fail may request a debriefing to understand the decision.

Common Pitfalls to Avoid

• Exceeding the page limit: Oversized LOIs are often rejected outright.
• Omitting required disclosures: Failure to disclose a potential conflict results in automatic disqualification.
• Vague experience statements: Specific metrics (e.g., number of clients served, reduction in hospital readmissions) strengthen credibility.
• Missing signatures: The cover letter must be signed by an authorized representative.
• Incorrect file format or naming: The portal will reject files that do not meet the prescribed standards.

Sample Timeline

Resources & Contact Information

Prospective vendors are encouraged to review the following documents before preparing their LOI:

• Full RFP Document (PDF)
• RFP Frequently Asked Questions
• Philadelphia Behavioral Health Strategic Plan

For questions related to the LOI process, contact:

Procurement Office Behavioral Health Services
Email: behavioralhealth-rfp@phila.gov
Phone: (215) 5550123