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Request for Information (RFI): Farm Explorer Garden Bed Retrofit & Upgrade

Date Issued: January 23, 2026

PDF of the RFI: https://drive.google.com/file/d/1COdV3BmaedKDTUMWkneZ2diFkKo9Nf3W/view?usp=sharing

Purpose

Greener Partners is seeking information from qualified contractors and organizations regarding the retrofit and upgrade of our Farm Explorer vehicles. Our goal is to gather insights, capabilities, and interest for redesigning, fabricating, and installing safe, engaging, and functional garden bed systems to enhance educational programming for students in the Philadelphia region. 

Following the RFI, Greener Partners will invite selected respondents for a meeting and to view the Farm Explorer. Greener Partners will request a proposal at a later date.

Background

Greener Partners’ mission is to strengthen community health through urban farming, fresh food access, and discovery-based learning. Since 2008, Greener Partners has partnered with schools, healthcare providers, and community-based organizations to improve youth health and well-being through a unique model that blends gardening, hands-on nutrition education, and garden-based learning. Greener Partners envisions a world with healthy and equitable communities, where nourishing fruits and vegetables are accessible to all.

Launched in 2013, the Farm Explorer is a unique mobile farm program that brings hands-on gardening, cooking, and nutrition education to students, many of whom are experiencing fresh, local food for the first time. The centerpiece of each vehicle is an extendable garden bed with crops used for outdoor garden demonstrations and interactive lessons.

Due to wear-and-tear, the garden beds require significant upgrades for safety, accessibility, and engagement. Our goal is to redesign and rebuild the garden beds to ensure safe, engaging, and fully functional learning experiences for participants. By upgrading our current vehicles, our long-term aim is to create a replicable system for future fleet expansion.

For the redesign, Greener Partners is potentially seeking a mobile garden bed system that can be loaded onto and removed from the rear of a truck, similar in concept to a rolling gurney or platform system. The system should be designed for frequent transport, setup, and breakdown, and must function reliably in outdoor educational settings.

The garden bed system will ideally include the following functional characteristics:

  • Vertical adjustability, allowing the garden bed to raise and lower to accommodate different age groups, learning activities, and accessibility needs
  • Tilting capability to support ergonomic access, instructional demonstrations, and maintenance
  • Structural capacity to safely support heavy loads, including fully saturated soil and mature plants
  • Stability and safety features suitable for use around children and educators
  • Heavy-duty wheel and mobility system designed to safely support the full loaded weight of the garden bed and allow for smooth movement on uneven terrain, including grass, gravel, pavement, and schoolyard surfaces. Wheels and casters should be sturdy, lockable, and suitable for outdoor use, with consideration given to stability during instructional activities and while the system is in a raised or tilted position
  • Compatibility with existing Farm Explorer vehicles.

We anticipate that this project will include the following:

  • Task #1: Design – Concept development, engineering, prototyping, and stakeholder feedback
  • Task #2: Materials Procurement – Sourcing components for hydraulic, structural, and operational integrity
  • Task #3: Fabrication – Manufacturing, assembly, and quality testing of the garden bed system
  • Task #4: Installation & Integration – Professional integration into vehicles, ensuring safety and functionality
  • Task #5: Documentation & Warranty – User manuals, maintenance guides, and limited warranty coverage

Objectives of the RFI

  • Identify qualified firms and organizations in the Philadelphia area with relevant experience.
  • Gather information on potential approaches, materials, and solutions for retrofitting or replacing the extendable garden bed system.
  • Understand market capabilities and best practices in custom vehicle modifications for educational and urban agriculture use.
  • Receive indicative costs, timelines, and recommendations for a project budget of up to $7,500 for one or two vehicles. (Greener Partners currently has $7,500 allocated for the complete design, fabrication, and installation of a custom garden bed system for one or two Farm Explorer vehicles, inclusive of materials and contingency. Recommendations are welcome for scope adjustments if budget is a constraint)

Information Requested

Please provide the following information:

  1. Company profile and experience
    1. Relevant expertise in vehicle retrofits, custom fabrication, educational or agricultural installations.
    2. Examples of similar projects (preferably with nonprofits, mobile education, or urban agriculture).
  2. Timeline
    1. Availability to complete the project. (Greener Partners is targeting an implementation of the new system to the Farm Explorer by May 1, 2026. We recognize that this timeline may be ambitious and welcome your feedback). 
  3. References
    1. Past clients or projects relevant to this scope.

Submission Instructions

Deadline for submission: February 20, 2026 at 5:00pm EST

Format: PDF, Word document, or Google Doc
Submit responses to: Amy.Johnson@greenerpartners.org

Questions?

Questions are encouraged! Please reach out to: amy.johnson@greenerpartners.org. We would be happy to chat with you. 

Next Steps

This RFI is for information-gathering purposes only and does not constitute a solicitation for bids or proposals. Based on the responses received, Greener Partners may invite selected respondents to a meeting and a demonstration of the Farm Explorer. A formal request for proposals will be issued at a later date.

Thank you for your interest in supporting Greener Partners to bring the next generation of Farm Explorer experiences to our communities!