2-RFP Painting Services 2026.docx.pdf

New Foundations Charter School 8001 Torresdale Avenue

Philadelphia, Pennsylvania 19136

(215) 624-8100

Fax (215) 992-5480

Bid Conditions and Specifications For:

New Foundations Charter School – Elementary 8001 Torresdale Ave.

New Foundations Charter School- High School 4850 Rhawn St.

CLASSROOM AND BUILDING PAINTING SERVICES

Overview This is a request for proposal for classroom and building painting services for New Foundations Charter School that will commence on June 29, 2026 and end on August 7,2026. Specific responsibilities and frequency to which duties should be performed are detailed in the RFP.

I. Bid requirements

New Foundations Charter School (the “Charter School”) is a nonprofit corporation operating as a public charter school under the Pennsylvania Charter School Law (the “Law”). The School is seeking proposals or bids for the provision of classroom and building painting services for their facilities located at 8001 Torresdale Avenue, and 4850 Rhawn St. Philadelphia, Pennsylvania. Specifically, the School requires all shared spaces, classrooms and offices to be prepped and painted in accordance with the specifications set forth in this proposal. The School desires to examine proposals from qualified painting companies (the “Contractor”) in order to obtain the highest quality services at the lowest possible costs. In order for the bid to be considered, it must be in compliance with all the needs and requirements of the Charter School contained herein.

Bids for the provision of painting services will be accepted until May 25, 2026 at 2:00pm. The Bid is to be submitted electronically on PennBid at https://pennbid.bonfirehub.com/ . Questions regarding this project shall be submitted electronically via the “Ask a Question” feature in PennBid no later than the date and time indicated. Responses to questions which require an addendum or changes to the Bidding Documents will be 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.

Bids will be opened electronically on May 26th. The School reserves the right to reject any and all proposals submitted for any reason it deems to be in the School’s best interest.

Time is of the essence for an Agreement hereunder. The Contractor shall be expected to provide painting services to the School, as detailed in this Bid Proposal. The facilities to be serviced include administrative offices, multi-purpose rooms, restrooms, gymnasium, cafeteria, library, and classrooms comprising approximately 70,000 square feet located at 8001 Torresdale Avenue, Philadelphia, Pennsylvania. The facilities to be serviced include administrative offices, multi-purpose rooms, restrooms, gymnasium, cafeteria, library, and classrooms comprising approximately 87,000 square feet located at 4850 Rhawn St., Philadelphia, Pennsylvania.

The Charter School requires painting services for the entire facilities. The Contractor must include with their bid proposal a price that includes the cost of all equipment, supplies and personnel necessary for the satisfactory implementation of painting services. All bids must be in compliance with all applicable laws, and must suffice all of the needs and requirements of the Charter School contained herein. In addition, the bid price should include any and all costs related to the provision of painting services.

Bids must be received electronically on PennBid. Modifications, substitutions and amendments may be made to any bid after submission. However, all modifications, substitutions or amendments must be made before the aforementioned proposal submission deadline. Any contractor submitting bids may withdraw alter or otherwise modify its bid from consideration within PennBid at any time prior to the deadline date.

A walk thru meeting for all interested vendors is scheduled on May 7, 2026 at 9:00 a.m. with Ms. Jennifer Dorn at 8001 Torresdale Ave., Philadelphia, PA 19136

The School anticipates making a formal award of a contract for the Cleaning/Janitorial Services at a scheduled meeting of the Board of Trustees on June 9, 2026 at 6:00 pm via Zoom meeting.

II. Scope of Services

A. CONTRACTOR RESPONSIBILITIES

1. The Contractor is to supply all labor, equipment and supervision necessary to complete the Contract under the specifications as detailed herein.

2. The Contractor shall maintain at its own expense liability insurance in an amount adequate to protect against any liability arising from the services to be provided under

RFP – Painting Services the Contract. The Contractor shall also carry at its own expense the statutorily required amounts of unemployment and workers’ compensation insurance and any other Insurance required by the Commonwealth of Pennsylvania. At the School’s request, the Contractor will provide proof of the foregoing types and amounts of insurance in a manner satisfactory to the School.

3. The Contractor will provide documentation of all 3 completed Background Checks (FBI, Child Abuse, and Criminal Background Check) for all Contractor staff in accordance with the Public School Code of 1949, 24 P.S. § 1-111 to New Foundation Charter School.

4. The Contractor shall be responsible for strict adherence to all federal, state and local laws and regulations including, but not limited to, OSHA, the Charter School Law, and all applicable codes of the City of Philadelphia.

5. The Contractor shall provide the Charter School with a list of all supervisory personnel including the telephone numbers where each person may be reached at all times (pager/cellular phone numbers where applicable).

6. The Contractor shall submit a list of at least three (3) references, complete with name, contact individual, location, telephone number and type of facility. The Contractor must receive at least three (3) positive reference checks.

7. If any event results in the unscheduled closing of the Charter School building, no payment(s) shall be made for that period of time when painting services are not required or performed.

8. In addition, the Contractor shall maintain a complete and up-to-date list of all employees who are working at the Charter School. The Contractor shall immediately inform the Charter School of any personnel changes pertaining to those Contractor employees working at the Charter School.

9. At no time shall the Contractor’s personnel:

Leave painting products and/or equipment unattended Leave lights on or doors open in unattended rooms or sections

Allow unauthorized persons into the School Use any Charter School equipment (i.e. TVs, VCRs, computer equipment)

10. The contracted work shall be performed daily within the schedule set forth by the school.

11. The Contractor will inform the Charter School immediately of conditions, which will limit hours or decrease daily work crews, such as illness or injury. In addition, the

Contractor shall notify the Charter School in advance of any condition or situation, which will affect the performance of the work under the Contract.

12. The Contractor shall report, in writing, any damage that occurs in the course of its performance of the Contract.

14. The Contractor shall report immediately any vandalism, evidence of attempts of forced entry, and all other damages to the building discovered or witnessed by Contractor’s personnel when performing their painting duties.

15. The Contractor shall possess five (5) years experience in the painting industry.

The Contractor shall perform all services in a skillful, competent and workmanlike manner. Contractor warrants that all employees shall have sufficient skill and experience to perform the services assigned to them. Contractor further represents that it and its employees have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the services under the Contract, and that such licenses and other approvals shall be maintained throughout the term of the Contract.

16. The Charter School will also consider and encourage the submission of proposals from companies certified by the Minority Business Enterprise Council of the City of Philadelphia.

17. The Charter School and the Contractor agree that the Contractor and any Sub- Contractors are neither employees nor agents of the Charter School for any purposes.

B. Performance Specifications

1. The Contractor will supply and restock as necessary all painting equipment including:

Paint Paint removal tools Buckets Rags Gloves/hand protection Eye Protection All other necessary/required items needed to perform the Contract, except as indicated below.

2. The Charter School will supply, as necessary all:

Trashcans for waste inside the buildings, and dumpsters for large trash removal.

Trashcan liners (installed by contractor at dispensers)

3. The Contractor shall ensure that all hazardous chemicals are affixed with the proper labels in accordance with the Pennsylvania Worker and Community Right to Know Act.

6. The Contractor shall have in place an on-going, effective and documented training program in accordance with Pennsylvania’s Worker and Community Right to Know Act. The training shall include, but shall not be limited to, the following:

Provision of all Material Safety Data Sheets Information on all hazardous chemicals used including the location, properties, chemical and common name, acute and chronic effects, symptoms arising from exposure, potential for flammability, explosivity and reactivity, appropriate emergency treatment, appropriate personal protective equipment and proper conditions for safe use, and emergency procedures for spills, leaks, fires or other accidents.

7. The Contractor will be responsible for strict adherence to all federal, state and municipal codes and regulations including, but not limited to, OSHA and Pennsylvania’s Worker and Community Right to Know Act.

8. Contractor will submit the following for approval and implementation:

Work Plan that includes a detailed description of all painting responsibilities, and schedules of tasks to be performed on a daily and weekly basis or as otherwise specified, to ensure that these tasks are uniformly and effectively completed in accordance with these specifications.

Work Schedule that includes proposed hours of operation and number of employees working during hours of operation. The Contractor shall communicate with the Director of Non-Academic Operations or her designee to coordinate the Work Schedule and Work Plan so that it will not interfere with scheduled school activities.

9. Contractor Supervisor will meet with the Director of Non-Academic Operations or her designee once weekly for the purpose of a walk-through, inspection and evaluation of the general cleanliness of the facility and adherence to the specifications contained in the Contract.

C. Scope of Work

The tasks outlined and the frequencies discussed are not meant in any way to limit the scope of the Contractor’s work, but rather as a guide to express the Charter School’s expectations and establish minimum acceptable standards. It is not the intent of the Charter School to limit, in any way, the responsibility of the Contractor to perform all tasks necessary to deliver a professional product. Areas and tasks that require attention and work including but not limited to walls, doors, door frames, and trim. Some preparation work may include, but is not limited to, removing nails and tacks, scraping, and patching.

Areas that are to be painted are as follows:

8001 Torresdale Location Approximately 40 classrooms Approximately 18 offices 7 bathroom areas Multi-purpose room Conference Room Lecture Hall Learning Commons Nurse’s office Staff lounge

4850 Rhawn Street Approximately 45 classrooms Approximately 20 offices 7 bathroom areas Conference room Cafeteria Nurse’s office Staff lounge

The numbers of spaces are subject to change.

D. Indemnification

The Contractor agrees to protect, defend and indemnify the Charter School, its officers, agents, servants, volunteers, employees and students from any and all liabilities, claims, liens, fines, demands and costs, including legal fees, of whatsoever kind nature, which may result in injury or death to any persons, including the Contractor’s own employees, and for loss or damage to any property, including property owned or in the care, custody or control of the Charter School in connection with or in any way incident to or arising out of the occupancy, use, service, operations, performance or non-performance of work in connection with Request for Proposal resulting in whole, or in part, from negligent acts or omissions of the Contractor, any Sub- Contractor, or any employee, agent or representative of the Contractor or any Sub- Contractor.

E. Payment Subject to earlier termination in accordance with the terms hereof, the term of this Agreement shall commence on June 29 , 2026 and shall terminate on August 6, 2026.

F. Cancellation

(a) Without cause, the Charter School may terminate this Agreement without cause upon no less than (30) days prior written notice to the Contractor.

(b) With cause, Either party shall have the right to terminate this Agreement upon (30) days prior written notice to the other party if such other party or any of its officers, employees, agents, consultants, or customers shall breach or violate any material provision of this Agreement and such breach is not cured within the (30) day notice period. For avoidance of doubt, it shall be considered a breach of this Agreement for any of Cleaning Company’s officers, employees, agents, consultants, contractors or sub-contractors to misrepresent its services, steal property from the Charter School, engage in any activity which would constitute a criminal act while performing this Agreement, and fail to meet its insurance requirements, including Worker’s Compensation Insurance.

Further, either party shall have the right to terminate this Agreement immediately upon written notice in the event of the other party (a) becoming or being declared bankrupt or insolvent, (b) becoming the subject of any proceedings relating to its liquidation, insolvency, or for the appointment of a receiver, (c) making assignment for the benefit of all or substantially all of its creditors, or (d) failing to pay its debts as they become due or otherwise failing to operate in the ordinary course of business.

The Charter School reserves the right to cancel the contract by providing to the Contractor a 30 - day written notice.

G. Insurance

At all times during the term of this Agreement, the Contractor shall maintain at its own expense liability insurance in an amount adequate to protect against any liability arising from the services to be provided by the Contractor under this Agreement. The liability insurance shall be of the type customarily obtained in the Contractor’s field. The Contractor shall also carry the statutorily required amounts of unemployment and workers’ compensation insurance at its own expense.

Bid Conditions and Specifications For:

CLASSROOM AND BUILDING PAINTING SERVICES

I. Bid requirements