Thank you for your interest in Tree Forward! Please review the instructions below before starting your application. If you have any questions, feel free to contact us at phillytreecoalition@phmc.org. 

Applications are due on August 24, 2026 at 9 AM. Late applications will not be accepted. 

Additional Resources 

• Full RFP Packet
• Application Guide
• Frequently Asked Questions (FAQ)
• Word Document Version of the application

Navigating the Form

• This form has multiple sections, which are organized into tabs across the top. Click on each tab to move between sections.
• You can complete the form sections in any order, but all required fields must be filled out before submitting. If you leave any fields incomplete, an error message will appear—this is just a reminder, and you can still navigate to other sections. Just be sure all fields are complete before submitting the form.
• For the Application Questions section, we recommend drafting your responses in a Word document first, then copying and pasting them into the form. You can download a word document version of the application here. 

Saving Your Progress

You can save your form and return later to complete it:

1. Scroll to the bottom of the form and click “Save”.
2. When prompted, you may skip creating a Jotform account by selecting “Skip Create an Account” at the bottom of the pop-up.
3. Enter your email address and click “Send”, or select “Get Draft Link” to generate a link you can save.
4. Use the emailed link or the draft link to return to your form later.

Email Receipt of Your Form

• After you submit, a copy of your completed form will be sent to the email address you provide in the Contact Information section.

Eligibility

• Per strict funding requirements, projects must take place in a prioritized area wtihin the City of Philadelphia. Before continuing with your application, please make sure your project location is eligible for funding!
• You should use the Tree Forward Eligible Areas layer in the Philadelphia Street Tree Planting Opportunity Map to confirm your project location is eligible. 

         

 

Applications will be evaluated based solely on the information provided in your submission. Please do not assume reviewers are familiar with your organization, staffing, partnerships, existing programs, or prior work. We encourage applicants to be specific and provide clear, conscise descriptions of both the proposed project and the organization’s capacity to carry it out.

1. Project Location 

Where will your project take place? Share the location in any of the following ways: 

• Address(es)
• Neighborhood with street name boundaries (North, South, East, and West boundaries) 
• Cenus tract(s) 

2. Scope of Work (25 points)

Describe your proposed project, outlining all activities, and how the work will be completed. Include the who, what, when, where, why and/or how, and explain the process behind implementation. Incorporate a timeline that details the project from start to finish, including any planning or preparation, key milestones, and anticipated phases of implementation. Please include details on how your project’s impact will be sustained beyond the project period, and whether this is a new initiative or program expansion. This section should align with your responses in the questions below.

Suggested character count: 1,000 – 5,000

3. Project Deliverables (10 points) 

Provide a clear, bulleted list of the deliverables to be completed through this project during the grant period. Include estimated quantities or targets where applicable (e.g., number of trees planted, events hosted, residents engaged, workshops conducted, etc.). 

Suggested character count: concise bulleted list preferred

4. Alignment with Philly Tree Plan Goal(s) (20 points) 

Identify at least one sub-goal from the Philly Tree Plan that your project supports. You may list up to three sub-goals that your project aligns with, but no more than three. Sub-goals are numbered with decimals or letters (e.g., 3.5, 5.1.a). Describe how your project advances this sub-goal. Refer to Section 3.3 in the Tree Forward RFP Packet “Philly Tree Plan Implementation Roadmap” for sub-goals identified as particularly well suited for community-based organizations.  

Suggested character count: 1,000 – 5,000

5. Beneficiaries and Community Engagement (20 points) 

Describe the primary beneficiaries or community your project will benefit or engage, including who they are and how they are connected to the project. Explain how the community has informed the development of the project—through input, feedback, or identified needs—and how they will continue to be involved during planning and implementation. Include how you plan to keep the community informed throughout the project, such as through meetings, updates, or other forms of communication.  

Identify any partner organizations or entities that will be involved in your project or have previously been involved to inform your proposed scope of work. Describe their role, level of involvement, and how their participation will strengthen or benefit the project. 

If your organization is coordinating with other community-based partners in your service area who are also applying to this opportunity, please describe that coordination and partnership. 

Suggested character count: 1,000 – 5,000

6. Organizational Infrastructure (15 points) 

Describe the key staff members, volunteers, or team members who will lead or support the project. Include their relevant experience, roles, and responsibilities. If specific individuals are not yet confirmed, describe the types of roles or expertise you plan to engage and how they will contribute to the success of the project.  

Describe what makes your organization uniquely positioned to carry out this work and clearly explain any operational systems or internal processes that will support implementation (e.g., contractor management, volunteer coordination, financial tracking, project oversight, communications, community relationships, etc.).  

Suggested character count: 1,000 – 5,000

Budget Template Upload

An itemized budget breakdown must be included using the template provided here. 

• Please reference section 3.2 Funding Requirements & Restrictions in the RFP before completing your budget. 
• Budgets must be submitted as fixed-price proposals. The proposed budget should include all costs that will be charged to PHMC for the applicant’s proposed project, as well as any matching funds.  
• Cost categories include, but are not limited to, staff time spent on the project; volunteer services; donated professional services; subcontracts for specific, short-term work; stipends; program supplies; travel expenses (reimbursable only at rates approved by our funder); other costs; and indirect costs.
• TreePhilly will provide container trees for awarded tree planting projects through this RFP at no cost to the grantee. Applicants planning to use TreePhilly trees for tree planting projects should still include the trees in their project budgets at a value of $70 per tree. The total amount should be listed in the "Non-Cash Match" column.
• Staff time must be reported as the number of hours staff will spend on the project, rather than as an FTE percentage. The budget template includes a helper tool to convert FTE allocations into hours and billable rates. 
• Volunteer rates should not exceed the “Value of a Volunteer Hour” for Pennsylvania as published by the Independent Sector Volunteer. 
• Applicants may include indirect costs in their budget. Organizations without a federally negotiated indirect costs rate may use the de minimis rate of up to 15% of Total Direct Costs. Organizations without a federally regotiated rate may apply that rate instead and must upload supporting documentation in the Attachments section. Because this RFP includes multiple funding sources, allowable infirect cost rates may vary and will be finalized during contract negotiations for awarded applicants.

Please upload your budget in Excel format (.xlsx)

Budget Narrative

Provide a brief narrative outlining all project-related costs and how the requested funds will be used.

Applicants should also explain the matching funds included in the submitted budget and how it will support the proposed project activities. 

A concise bulleted list is encouraged. 

Please note, if your project includes stipends, gift cards, or SEPTA passes and is awarded funding, additional documentation and reporting will be required. These requirements will be outlined during the contract processing stage.

Please upload the following attachments. Attachments should be uploaded as PDFs. If you are using a fiscal sponsor, please upload attachments 1-6 for the fiscal sponsor organization.

Please upload all documents in PDF format.

1. 501(c)3 or State Non-profit supporting documentation. We will accept any of the following: 

• A copy of a current tax exemption certificate from the IRS.  
• A letter from your state’s tax department, attorney general, or another state official saying that your group is a nonprofit and that none of your net earnings go to private shareholders or others.   
• A certified copy of your certificate of incorporation. This document must show that your group is a nonprofit.   

2. Pennsylvania Bureau of Corporations and Charitable Organizations Registration Documentation (Optional but highly encouraged. Organizations who are registered with the PABCO will be considered for a funding source associated with this RFP). 

• A copy of your Charitable Organization Registration certificate  
• Most recent Form BCO-10.
• Screenshot or PDF of your organization’s listing from the state’s online charity database showing “active” status. This must include your organization’s name and registration number. 

3. 990 Tax Document or equivalent Tax document for the type of organization (from 2025). We will accept an e-postcard for organizations with annual revenue less than $50,000. 

4. Financial Statement (FY25 or most recent). The financial statement should provide details on your organization’s assets, liability, equity, earnings, and spendings. The type of document depends on the annual revenue shown in your 990 or equivalent tax document: 

• Less than $99,000 in revenue: Financial statement (unaudited or internally prepared) 
• $100,000 or more in revenue: Audited financial statement 

5. Certificate of Insurance: Please submit a Certificate of Insurance (COI). This is required by our legal department to comply with legal and regulatory requirements. A template is linked here. More information on insurance requirements can be found here. PHMC should be listed in the lower left as a certificate holder as follows: 
 
Public Health Management Corporation 
Centre Square East, LM 500 
Market Street 
Philadelphia, PA 19102 

If you do not yet have a COI but plan to obtain one, please note that in the text box below. Please note that a COI will be required if your application is awarded.

6. Completed W-9 Form: Please complete the W-9 form linked here. Submitting this with your proposal will support expedited contract processing if your project is selected. This form requests your organization’s name, address, and taxpayer identification information. The form will be used by PHMC’s Accounts Payable department to generate a vendor profile if your proposal is selected.  

7. Letter of Support: You must upload at least one letter of support from a partner, stakeholder, or community organization that is familiar with your organization and the proposed project. Letters should demonstrate an understanding of the project and support for your organization in implementing it, as well as how the signatory will support, collaborate or benefit from the project if applicable. Letters must be current and specifically prepared for this application cycle (e.g., dated 2026/current year rather than reused from a previous year or application). 

 

8. (Optional) Business Designation: If your company is designated as a Minority Business Enterprise (MBE), Women’s Business Enterprise (WBE), Disabled Business Enterprise (DBE) certification/designation, Veteran-Owned Small Business or Local Business Entity (LBE), please provide evidence of such designation or certification.  
 

Note: Additional materials may be requested from applicants and after final selection of awardees. 

UEI Requirement and Instructions

Please note: If your application is awarded, you will need to provide a Unique Entity Identifier (UEI) in order to contract for this funding. Because a portion of these funds come from a federal source, all subawardees must have a UEI.

If you do not already have a UEI, the process to obtain one through SAM.gov is simple and free. We recommend applying now to help expedite contract processing if you are selected for funding.

How to obtain a UEI:

1. Go to SAM.gov and sign in using your Login.gov account, or create a new user account if needed. (Watch a short video guide)
2. On the homepage, select “Get Started” → “Get Unique Entity ID (UEI)” (or “Get UEI only”), not “Register Entity.”
3. Enter the required information:
   • Legal Business Name
   • Physical Address (including ZIP Code)
4. Confirm that the information is correct and certify that you are authorized to request a UEI.
5. Submit your request. Once processed and validated, your UEI will be assigned.
6. After your UEI is assigned, you can view it anytime in your SAM.gov account.