1-ECPHL IFB - Furniture (EXTERNAL COPY) - PennBid.pdf

INVITATION FOR BIDS (IFB)

School Furniture Procurement Sealed Bid – Federally Funded

Issued By:

Early College Charter School of Philadelphia 1420 Pine Street Philadelphia PA 19102

Issue Date: March 16, 2026 Bid Due Date: April 6, 2026 at 2:00 PM (Eastern Time)

1. INTRODUCTION & PURPOSE

Early College Charter School of Philadelphia (ECPHL) is a new educational model for the city’s public school students and their families. An open-enrollment, early college program for middle and high school students, ECPHL works in tandem with college, credentialing and industry partners to offer students from across the city the opportunity to earn their high school diploma plus college credits up to an associate’s degree and/or career certifications – all at no cost to families.

The ECPHL model is the first of its kind in Philadelphia and Pennsylvania. It was designed according to evidence-based research that shows students who attend early college model schools have significantly higher rates of high school graduation, college enrollment, college degree attainment, and higher lifetime earning potential. Located in Center City (1420 Pine Street) near the Broad Street corridor, ECPHL will welcome its first students in fall 2026 for its founding 6th and 9th grade classes. In subsequent years, ECPHL will serve more than 784 students in grades 6-12.

ECPHL is soliciting sealed bids from qualified vendors for the purchase and delivery of classroom and common-area furniture. This procurement is funded in whole or in part with federal funds and will be conducted in accordance with the procurement standards of the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.

The School anticipates awarding a firm fixed-price contract to the lowest responsive and responsible bidder.

2. SCOPE OF WORK

The successful bidder shall furnish, deliver, assemble and install new school furniture, including but not limited to:

Classroom & Admin Furniture

● Student desks

● Student chairs

● Teacher desks (Classroom)

● Teacher/Admin chairs

Common Area Furniture

● Cafeteria tables

● Cafeteria Chairs

● Reception Area Desk

● Soft seating

● Administrative office desks and seating

All items must be:

● New (no refurbished equipment)

● Commercial-grade and school-rated

● Compliant with applicable safety standards

● Delivered FOB destination to 1420 Pine Street, Philadelphia PA 19102

Design Intent & Requirements

The furniture package displayed in Attachment A has been carefully designed to meet the school’s educational programming needs, space constraints, traffic flow requirements, durability standards, ADA compliance, warranty coverage and visual consistency. The selected products reflect significant coordination between instructional requirements, architectural layouts, safety considerations and long-term maintenance considerations. Bidders are strongly encouraged to base their proposals on the specified items in Attachment A.

Any proposed changes to these specs must be clearly identified at the time of bid and shall be subject to review and approval.

Bidders are responsible for thoroughly reviewing all specifications prior to submission to ensure complete understanding of the scope and design intent.

A detailed spec and quantity sheet is attached as Attachment A.

3. CONTRACT TYPE

This will be a firm fixed-price contract.

All costs including delivery, inside placement, installation (if required), and freight must be included in the bid price.

4. ADVERTISING PERIOD

This IFB is publicly advertised for 21 calendar days beginning March 16, 2026. Proposal documents can be obtained at no cost on PennBid at https://pennbid.bonfirehub.com/.

5. BID SUBMISSION INSTRUCTIONS

Sealed bids must be submitted electronically via PennBid at https://pennbid.bonfirehub.com/:

● Bids must be received no later than:

April 6, 2026 at 2:00 PM ET

Late bids will not be accepted.

6. BID OPENING

Bids will be publicly opened at:

April 6, 2026

2:15 PM ET

Early College Charter School of Philadelphia 1420 Pine Street Philadelphia, PA 19102 https://pennbid.bonfirehub.com/ https://pennbid.bonfirehub.com/

7. AWARD CRITERIA

Award shall be made to the lowest responsive and responsible bidder whose bid conforms to all material terms and conditions of this IFB and attachments.

To be considered responsive, the bidder must:

● Submit all required forms

● Meet product specifications

● Acknowledge all addenda

● Provide required certifications

To be considered responsible, the bidder must:

● Demonstrate financial stability

● Provide at least three (3) references

● Not be suspended or debarred from federal contracting

8. REQUIRED FEDERAL PROVISIONS

Because this procurement uses federal funds, the following apply:

A. Debarment and Suspension

Bidders must certify they are not debarred or suspended from federal contracting pursuant to 2 CFR Part 180.

B. Equal Employment Opportunity

The contractor must comply with all applicable federal non-discrimination laws.

C. Byrd Anti-Lobbying Amendment (if applicable threshold met)

D. Domestic Preference

To the greatest extent practicable, goods should be produced in the United States consistent with 2 CFR 200.322.

E. Contract Provisions

The contract will include applicable provisions required under 2 CFR 200.327 and Appendix II.

Required certification forms are attached as Attachment B.

9. PRICE REQUIREMENTS

Bidder must:

● Complete the pricing sheet (Attachment A)

● Provide total lump-sum price

● Provide itemized unit pricing

● Include estimated delivery timeline

Prices must remain firm for 90 days.

10. DELIVERY REQUIREMENTS

Delivery and installation is required no later than:

July 31, 2026

Coordinate delivery so as not to interfere with school operations.

11. QUESTIONS

All questions must be submitted in writing electronically via the “Ask a Question” feature in PennBid no later than March 25, 2026 at 4:00 PM ET.

Responses will be issued via written addendum, issued via a Public Notice and posted on PennBid. Bidders who have registered with and downloaded documents for this project from PennBid will be notified by email when a change or addenda has been posted.

12. RESERVATION OF RIGHTS

The School reserves the right to:

● Reject any or all bids

● Waive informalities

● Cancel this solicitation

● Award in whole or in part

13. PROCUREMENT COMPLIANCE

This procurement is conducted in accordance with:

● The Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards

● Applicable Pennsylvania law

● The School’s adopted procurement policy

All procurement records will be retained in accordance with federal record retention requirements.

ATTACHMENTS

● Attachment A – Furniture Specifications & Pricing Sheet

● Attachment B – Federal Certifications

● Attachment C – Non-Collusion Affidavit

● Attachment D – Proposal Form

ATTACHMENTS