1-2025-2026 Music and Art Equipment Specifications.docx (1).pdf

SCHOOL DISTRICT U-46

Bid Specifications for

2025-2026 Music and Art Equipment

Due Date: December 19, 2025

BID SPECIFICATIONS

2025-2026 Art and Music Equipment

PROJECT DESCRIPTION

School District U-46 is soliciting bids for art and music equipment replacement products. The District will coordinate with the awarded vendor(s) to arrange shipping according to the requirements outlined below, ensuring delivery to the district’s warehouse. Once an award has been made, the vendor(s) will work closely with the Procurement department to ensure successful execution of the bid.

TERM OF AGREEMENT: The term of this Agreement shall commence on the date of the U-46 Board’s approval or upon notice of award by the District (whichever shall occur first) and end one (1) year thereafter (“Term”), unless terminated sooner as provided herein. There shall be no automatic renewal of the Agreement.

APPENDIX DETAILS: All appendix documents are located within the Public Documents section of Euna Procurement (formerly known as Bonfire.)

● Appendix A: Specification Sheet with Required Quantities

AWARD OF BID

A contract(s) will be awarded following Illinois Procurement Laws to the lowest responsive, responsible submitter(s). The District has the right to award the contract in whole or in part. The District will contact the submitter that proposed the lowest responsive, responsible bid prior to presenting them to the Board for approval in order to ensure that they are responsible.

BID REQUIREMENTS

The following statements represent the items that are required to be submitted or acknowledged for those wishing to participate in this ITB. The requirements listed below are not negotiable.

The submitter’s package must include a response to each Requirement listed below. Failure to include a response to any REQUIREMENT may result in a disqualification as the submitter may be deemed not responsive.

REQUIREMENT #1: Title Page Provide the name, address of your firm, and the identity of the key personnel of the firm who will be assigned to this project.

REQUIREMENT #2: Acknowledgement of Fulfillment of Specifications Appendix A shows the estimated quantities for the district’s Mariachi Replacement bid. The bidder must acknowledge that they have reviewed Appendix A and can fulfill the quantities as shown.

REQUIREMENT #3: Acknowledgement of Bid Table Bid Table: This table will be located in Requested Information within Euna Procurement.

Appendix A has been provided for your use. The district has provided item specifications and quantities by area.

● All bids should be all inclusive with delivery, freight, packaging and handling in the total cost.

● Taxes shall not include in bids, which school districts are not subject to; namely, Retailers Occupation Tax (both State and Local), Sales Tax of any kind, Service Use Tax, Federal Excise Tax and any other such applicable tax.

● Items included in the bid must meet the make and model specifications as outlined in Appendix A. Replacement or alternate items may not be considered unless specified.

REQUIREMENT #4: Acknowledgement of Delivery and Packaging All product deliveries must adhere to the following guidelines:

● The vendor will deliver directly to the district’s distribution center located at 1474 Sheldon Drive in Elgin, IL 60120.

● The awarded vendor will need to label, package and palletize per item, grade and school.

● Coordination with District Staff: The awarded vendor is required to coordinate with District Staff prior to delivery to ensure a seamless implementation process.

● Responsibility for Products: The bidder assumes full responsibility for all products until delivery is completed. The district will not accept shipments at our warehouse under any circumstances.

● The bidder must confirm that they can meet these requirements as part of their submission.

REQUIREMENT #5: Appendix A Specification Sheet

● Every bid must be included on the Appendix A: Specification Sheet and include item/description, make/model, model number, quantity, unit cost, and link to the product.

● The total cost on the quote must match the total cost entered in Euna Procurement under the Bid Table.

REQUIREMENT #6: Upload Warranty Information

● The vendor shall warrant that the new equipment, material and workmanship is free from any defect for a period of one year from the date of final.

● If an extended manufacturer's warranties are offered, the vendor shall clearly state the start date, the length and detailed information as to exactly what is covered by the extended warranty.

● The vendor will respond without delay when notified of any such defect in equipment, material or workmanship, and shall correct the defect as quickly as possible.

REQUIREMENT #7: References The bidder shall furnish the District with three (3) references and list three (3) projects of similar size and scope. Indicate the company/entity name, address, phone number and contact person.

Bidders must have the personnel, facilities, equipment, financial resources, and time to perform the services required under this contract.

REQUIREMENT #8: Acknowledgement of Litigation The submitter shall provide a statement regarding any past, present, or pending litigation with an Owner.

REQUIREMENT #9: Additional Information You may submit up to three (3) additional pages of supplemental information if you deem it to be useful and applicable to this project. This is not a requirement, but optional.

ADDITIONAL PROPOSAL INFORMATION

● Items included in the bid must meet the make and model specifications as outlined in Appendix A. Replacement or alternate items may not be considered unless specified.

● The District will not consider bids that impose a minimum order quantity or minimum dollar amount on District orders.

● Successful bidder(s) must ensure that all shipments include itemized packing lists with the U-46 PO# on the packing list along with the shipping label.

● Successful bidder(s) must submit separate invoices for each purchase order. Information on each invoice must cover only what is included within that specific purchase order.

● Any damaged, or unlabeled containers/boxes will be rejected and returned at the supplier’s expense. All orders received by the district shall be subject to inspection and acceptance or rejection of the district at time of delivery.

● All deliveries must be made on business days, between the hours of 7:30 a.m. and 3:30 p.m. unless otherwise specified by the School District.

● Deliveries must be made by date specified either in bid documents or purchase order.

Purchase order(s) may be canceled without obligation by the School District if delivery requirements are not met.

● All orders must be acknowledged with an order confirmation within 48 business hours upon receipt of purchase order.

RETURNS

● The vendor must provide free returns for non-custom products if damaged or not per required specification.

● The vendor will expedite a replacement to ensure no time is lost in the schools initial set up.

TITLE AND SHIPPING CHARGES

● All pricing must include free shipping, handling and freight to all district locations.

● All shipments under this contract shall remain the responsibility of the Vendor until delivery and receipt of the items by the School District.

● All shipments must be accompanied by a packing list that includes the following information: item description, catalog number, quantity of each item shipped, work order number, ship to address, and department or individual name for which the order is directed.

AGREEMENT OF TERMINATION

● The School District reserves the right to terminate the contract with thirty (30) day written notice.

INSURANCE REQUIREMENTS

● The selected contractor shall have and keep in effect during the term of this contract:

Commercial General Liability Insurance, Business Automobile Liability Insurance and

Workers Compensation Insurance acceptable and satisfactory to the School District. A copy of insurance certifications shall be submitted to the School District. Please see below for coverage.

○ Work Compensation Employer’s Liability $500,000.00

○ Comprehensive General Liability

Bodily Injury – Each Occurrence $1,000,000.00 Bodily Injury – Aggregate (Completed Operation) $1,000,000.00 Property Damages – Each Occurrence $1,000,000.00 Property Damages – Aggregate $1,000,000.00 Or combined single limit $1,000,000.00

○ Comprehensive Automobile Liability Bodily Injury – Each Person $1,000,000.00 Bodily Injury – Each Occurrence $1,000,000.00 Property Damage – Each Occurrence $1,000,000.00 Or combined single limit $1,000,000.00

○ Umbrella or Excess Liability $10,000,000.00

EVALUATION OF BIDS

● Determination of Responsiveness o The School District will review Bids to determine whether they conform to the requirements of the Bid Documents.

● Mathematical Calculations o The School District reserves the right to make corrections, after receiving the bids, to any clerical error apparent on the face of the bid, including but not limited to obviously incorrect units or misplaced decimal points, or arithmetic errors. In the event that comparison of the Bidder's "Unit Price" and "Total Price" submitted for any line item reveals a calculation error, the Unit Price will prevail.

GENERAL ACKNOWLEDGEMENT TO SPECIFICATION REVIEW

By filling in the information below the submitter acknowledges that they have reviewed and agree to comply with all of the statements within this Bid Specification document. There are no exceptions to complying with these statements.

Company: __________________________________________

Representative (Print & Sign): _________________________________________

Title: _________________________________