When is the submission deadline?

Submissions are due October 28, 2026. Questions must be submitted by October 13, 2026.

What is the budget for this RFP?

Settle estimates the budget at $75,000 – $150,000. The issuer has not published an official figure.

It was issued by Philadelphia Gas Works. The work is located in Philadelphia, Pennsylvania, United States.

Who is a good fit for this opportunity?

Records and information management consulting firm. Demonstrated experience assessing retention policies, schedules, inventories, and compliance programs. Expertise in physical and digital records governance. Experience developing AI data governance and retention controls. Capability to provide practical implementation guidance over a one-year engagement.

Data Retention Assessment Service (Due October 28, 2026)

Overview

Cybersecurity & Data Privacy

Philadelphia, Pennsylvania, United StatesPosted: October 6, 2026Deadline: October 28, 2026

Settle Signals

Market intelligence for public sector sales teams

RFP Hunter shows what is open. Settle shows what is forming.

Settle pieces together buyer signals, budgets, contract activity, and the sources your team already monitors. See why an opportunity fits and what to do before the RFP posts.

Learn more about Settle

SUMMARY

A Philadelphia government authority is seeking a vendor to assess its records retention program, including physical and digital records practices and AI-related data retention. The engagement will produce actionable recommendations and implementation guidance for a one-year period.

KEY REQUIREMENTS

Must be authorized to do business in the Commonwealth of Pennsylvania
Must have a valid commercial activity license issued by the City of Philadelphia if defined as a business under The Philadelphia Code
Must hold one or more professional certifications in Information Governance (IGP or CRM) or Privacy & Security (CIPP/US, CIPT, or GISCP)
Must demonstrate experience with records retention programs in regulated industries or utilities
Must attend the mandatory telephone conference
Must provide a detailed pricing model
Must maintain specified insurance coverage including General Liability, Automobile Liability, Excess/Umbrella Liability, Professional Liability Errors & Omissions, and Fidelity/Blanket Crime Insurance
Must submit a searchable PDF proposal via the designated procurement portal
Must comply with electronic invoicing and payment requirements

BUDGET

Estimate

$75,000 – $150,000

CONTRACT DURATION

12 months

TIMELINE

Issue Date of the RFP: October 5th, 2026

Questions and requests for clarification due: October 13th, 2026

Mandatory Telephone Conference: October 20th, 2026

Proposal Submission Due Date: October 28th, 2026

Finalist Presentations: November 16th, 2026

Notification Date: December 7th, 2026

Contract Start Date: January 1st, 2027

QUESTION DEADLINE

October 13, 2026

Issuing Agency

Philadelphia Gas Works

Organization overview and procurement intelligence available on paid plans.

See Issuer Research

DESCRIPTION

The government authority in Philadelphia, Pennsylvania, seeks a vendor to assess its current data retention policies, procedures, retention schedules, record inventories, and physical and digital records practices. The engagement will include a review of the records retention program and compliance with applicable retention requirements.

The assessment must address the use of artificial intelligence in delivering services and materials, including provisions for how data is collected, stored, and processed by AI systems. It must also establish retention rules for AI prompts, outputs, decision logs, and vector database embeddings.

The vendor will develop practical, actionable recommendations and implementation guidance that can be initiated during the one-year engagement. Recommended improvements may address policies, workflows, classification methods, storage practices, and retention operations. A mandatory pre-bid meeting is scheduled for October 20, 2026, and questions must be submitted by October 13, 2026.

Similar RFPs

Frequently asked questions

When is the submission deadline?: Submissions are due October 28, 2026. Questions must be submitted by October 13, 2026.
What is the budget for this RFP?: Settle estimates the budget at $75,000 – $150,000. The issuer has not published an official figure.
Who issued this RFP?: It was issued by Philadelphia Gas Works. The work is located in Philadelphia, Pennsylvania, United States.
Who is a good fit for this opportunity?: Records and information management consulting firm
Demonstrated experience assessing retention policies, schedules, inventories, and compliance programs
Expertise in physical and digital records governance
Experience developing AI data governance and retention controls
Capability to provide practical implementation guidance over a one-year engagement

Analysis generated by Settle AI from the source RFP.

RFP Hunter shows what is open. Settle shows what is forming.

Settle pieces together buyer signals, budgets, contract activity, and the sources your team already monitors. See why an opportunity fits and what to do before the RFP posts.

See how Settle works