R-AW-26016

Musical Instrument Maintenance, Repairs, Parts, and Services

IMPORTANT NOTICE

THIS IS AN ELECTRONIC PROCUREMENT

SUBMISSIONS WILL ONLY BE ACCEPTED ELECTRONICALLY

VIA THE BONFIRE PORTAL

(https://pwcs.bonfirehub.com/portal)

Prince William County Public Schools (PWCS) uses a procurement portal powered by Bonfire for accepting and evaluating bids. To register, visit https://pwcs.bonfirehub.com. Registration is free. Additional assistance is also available by emailing support@gobonfire.com or via the following link, https://pwcs.bonfirehub.com/portal/support.

Submitting bids via the Bonfire portal is mandatory for solicitations issued by PWCS. PWCS will not accept bids submitted by paper, telephone, facsimile (“FAX”) transmission, or electronic mail (e-mail) in response to solicitations issued by PWCS, unless otherwise stated in the solicitation. PWCS does not accept hyperlinks or external links in solicitation responses; all required documents must be submitted directly within the response as specified in the solicitation instructions.

PWCS strongly encourages bidders to submit bids well in advance of the submission deadline. A submission is not considered successful unless all necessary files have been uploaded and the ‘Submit & Finalize’ step has been completed. Bidders are responsible for the consequences of any failure to plan ahead in the submission of its bid.

Virtual Bid Opening:

https://teams.microsoft.com/meet/21291804847956?p=YoPs9PnTR1S0O3hIdC

All questions pertaining to this solicitation must be submitted through the Bonfire portal by the deadline indicated in the solicitation. If you are unable to submit your question via Bonfire, submit them to the PWCS Buyer, Amie Wensel at wenselal@pwcs.edu and purchasing@pwcs.edu.

NOTE: Prince William County Public Schools (PWCS) conducts all procurement activities in accordance with PWCS purchasing regulations and all federal and state laws as applicable.

Proposals and Bids submitted in response to PWCS’ solicitations must be submitted electronically through Bonfire on or before the date and time stipulated in the solicitation.

https://pwcs.bonfirehub.com/portal https://pwcs.bonfirehub.com/ mailto:support@gobonfire.com https://pwcs.bonfirehub.com/portal/support https://teams.microsoft.com/meet/21291804847956?p=YoPs9PnTR1S0O3hIdC mailto:wenselal@pwcs.edu mailto:purchasing@pwcs.edu

IFB #: R-AW-26016

INVITATION FOR BID

TITLE: Musical Instrument Maintenance, Repairs, Parts, and Services

SBIDS MUST BE SUBMITTED ELECTRONICALLY VIA THE BONFIRE PORTAL: Bids shall be submitted electronically via the Bonfire portal, https://pwcs.bonfirehub.com/portal. PWCS will not accept Bids submitted by paper, telephone, facsimile (“FAX”) transmission, or electronic mail (e-mail). A submission is not considered successful unless all necessary files have been uploaded and the ‘Submit & Finalize’ step has been completed. Bids must be received no later than 11 a.m. E.T. November 16, 2026. Bidders are responsible for ensuring that the PWCS Procurement Department receives their bid submission by the deadline date and time indicated. Bids received after the stated due date and time shall not be considered.

A Pre-Bid Conference will NOT be held for this procurement.

A Public Bid Opening will be held on November 16, 2026, at 11:15 a.m. E.T, via Microsoft Teams. The link for the Public Bid Opening is as follows:

https://teams.microsoft.com/meet/21291804847956?p=YoPs9PnTR1S0O3hIdC

Meeting ID 212 918 048 479 56 Passcode: Mt64Kt9H

Dial in by Phone: +1 804-362-0540, 691222324# United States, Richmond

All questions pertaining to this solicitation must be submitted through the Bonfire Portal no later than 11 a.m. E.T., on October 13, 2026. If you are unable to submit your question via Bonfire, submit them to the PWCS Buyer, Amie Wensel at wenselal@pwcs.edu and purchasing@pwcs.edu. After reviewing any questions/requests submitted, the PWCS Procurement Department may issue an addendum to respond to items it deems necessary.

Changes to this IFB will be made only by written addendum issued by the PWCS Procurement Department. Any Addenda will be posted to the Bonfire Portal at https://pwcs.bonfirehub.com/portal. It is the responsibility of the Bidder to visit the Bonfire Portal or the eVA website for addendum postings.

ISSUE DATE: September 28, 2026 https://pwcs.bonfirehub.com/portal https://teams.microsoft.com/meet/21291804847956?p=YoPs9PnTR1S0O3hIdC tel:+18043620540,,691222324 mailto:wenselal@pwcs.edu mailto:purchasing@pwcs.edu https://pwcs.bonfirehub.com/portal

BIDDER ACKNOWLEDGEMENT:

Addendum No._____ Date: _______ Initial ______

Addendum No._____ Date: _______ Initial ______

Addendum No._____ Date: _______ Initial ______

Addendum No._____ Date: _______ Initial ______

PWCS does not discriminate against faith-based organizations in accordance with the Code of Virginia, Section §2.2-4343.1 or against any Bidder because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

By submitting their bids, Bidders certify that their bids are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other Bidder, supplier, manufacturer or subcontractor in connection with their bid, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

In Compliance with this Invitation For Bid and to all the conditions imposed herein, the undersigned offers and agrees to provide the goods/services at the prices indicated in the goods/services at the prices indicated in the pricing schedule.

Name And Address of Firm:

Date:

By:

Signature

Print/Type

Telephone:

Email

Address:

Title

TABLE OF CONTENTS

TITLE PAGE NO.

PURPOSE

BACKGROUND

PERIOD OF CONTRACT AND RENEWAL

CONTRACT ADMINISTRATOR/TECHNICAL POINT OF CONTACT

SCOPE OF CONTRACT

MINIMUM SPECIFICATIONS/REQUIREMENTS

INVOICING

CATALOG PRICE AND PRICE LIST (FOR PARTS)

MUSICAL INSTRUMENT REPAIR PROCEDURES

EMERGENCY REPAIR

REPORTS

CONTRACTOR FACILITY ACCESS

MATERIAL AND WORKMANSHIP

SPECIAL TERMS AND CONDITIONS

AUDIT

AUTHORITY TO TRANSACT BUSINESS IN THE COMMONWEALTH

AVAILABILITY OF FUNDS

AWARD OF CONTRACT

BID CALCULATION

BID PRICES

BID SOLICITATION RESULTS

CERTIFICATE OF COMPLIANCE

CLEANING OF SITE

COORDINATION OF WORK

CONTRACT ADMINISTRATION

EXTRA CHARGES NOT ALLOWED

INSURANCE

METHOD OF ORDERING

METHOD OF PAYMENT

PRICES AND PRICE ADJUSTMENTS

PACKING SLIPS

SUBCONTRACTS

WARRANTY

PRICING SCHEDULE…………………………………………………………………………… 20

PWCS GENERAL TERMS AND CONDITIONS……………………………………………….43

ATTACHMENTS:

FEDERAL TERMS AND CONDITIONS ....................................................... ATTACHMENT A

CONTRACTOR REFERENCE SHEET ........................................................ ATTACHMENT B

VENDOR INFORMATION FORM ................................................................. ATTACHMENT C

CERTIFICATE OF COMPLIANCE ............................................................... ATTACHMENT D

PWCS SCHOOL ZONE DIRECTORY ................................................................ATTACHMENT E

STATE CORPORATION COMMISSION FORM .............................................. ATTACHMENT F

1. PURPOSE: The Purpose and Intent of this Invitation for Bid is to establish a firm-fixed price requirement contract with one (1) or more qualified source(s) for the procurement of Musical Instrument Maintenance, Repairs, Parts, and Services for musical instruments and equipment owned by Prince William County Public Schools, herein referred to as PWCS, in accordance with the specifications, terms and conditions stated herein.

2. BACKGROUND: Prince William County Public Schools is located 35 miles southwest of Washington, D.C and 85 miles north of Richmond, Virginia. The county encompasses 348 square miles, stretching from the Potomac River to the Bull Run Mountains.

As of September 30, 2025, PWCS had an enrollment of 89,731 students from PK-12, making it the second largest school division in the Commonwealth of Virginia. The school system currently operates 62 elementary schools, 17 middle schools, 13 high schools, three combined schools (two serving grades 1–8 and one serving Kindergarten–8), and three other educational institutions.

3. PERIOD OF CONTRACT AND RENEWAL: The initial term of this contract shall be from the date of award to January 31, 2032, with the option to renew for one (1) additional five-year period, upon mutual written consent of the parties to the contract. Proposed pricing and discounts shall remain firm for the initial 365 days of the contract.

4. CONTRACT ADMINISTRATOR/TECHNICAL POINT OF CONTACT: The following employees of PWCS are identified to use all powers under the contract to enforce its faithful performance:

4.1. CONTRACT ADMINISTRATOR: As the Contract Administrator, the following individual, or her designee, shall serve as the interpreter of the conditions of the contract and shall use all powers under the contract to enforce its faithful performance.

Amie Wensel, Buyer, 703-791-8596, wenselal@pwcs.edu

4.2. TECHNICAL POINT OF CONTACT (TPOC): The following individual or her designee shall work directly with the Contractor in scheduling and coordinating work, answering questions in connection with the scope of work, and providing general direction under the resulting contract:

Dr. Annamarie Bollino, Supervisor of the Arts, Student Learning Department, 703-791-7270

5. SCOPE OF CONTRACT: Contractor shall provide all necessary parts, labor, tools, materials, equipment and resources as may be required to provide Maintenance, Repairs, Parts and Services for the various Musical Instruments owned by Prince William County Public Schools on an “as needed basis” in accordance with the manufacturer’s specifications. The Pricing Schedule is provided for the bidder to indicate their labor (service) rate per hour, per type of each instrument/equipment and percentage discount offered for replacement parts. The following are estimated quantities of musical instruments owned by PWCS, including approximately 4,000 wind and percussion instruments and 5,000 string instruments.

mailto:wenselal@pwcs.edu

6. MINIMUM SPECIFICATIONS/REQUIREMENTS:

6.1. All services shall be performed by authorized service technicians, who are qualified, to work on the specific makes and types of musical instruments to be repaired or serviced and are directly employed and supervised by the Contractor.

6.2. All services shall be performed by authorized service technicians who are qualified to work on the specific makes and types of wind, percussion, and/or string instruments to be repaired or serviced. Service technicians must be directly employed and supervised by the Contractor and shall have a minimum of five (5) years of experience in musical instrument repair.

6.3. Evidence of qualifications, such as education, certificates, and/or company resumes, shall be provided with the bid response. Failure to provide this information may result in the bid being deemed non-responsive. Company resumes shall include, but are not limited to, the following:

6.3.1. A brief biography of each service technician.

6.3.2. Years of experience in musical instrument repair.

6.3.3. Number of years employed by Contractor.

6.3.4. Type(s) of instrument(s) each technician is qualified to repair.

6.4. PWCS reserves the right to reject Contractor’s service personnel who, in PWCS’ judgment, are not adequately qualified to perform the work.

6.5. All services provided under this contract shall be performed in a good workmanlike manner in accordance with the manufacturer’s recommended procedures and industry standards for musical instrument repair services.

6.6. Service employees shall have picture identification with them as well as identification that indicates which company they work for, when entering any PWCS school building and/or department.

6.7. INVOICING: Invoices must be received in a timely fashion.

6.7.1. Contractor shall submit all invoices for payment directly to the PWCS Technical Point of Contact (TPOC).

6.7.2. Invoices shall be prepared for each repair service and provided on one (1) invoice per school/per month.

6.7.3. Each invoice shall contain all of the repair work done for a school within the billing cycle and shall include the following information:

6.7.3.1. PWCS Contract Number

6.7.3.2. School Name

6.7.3.3. Instrument Type(s) and Serial Number(s)

6.7.3.4. Quantity

6.7.3.5. Labor Cost (if any)

6.7.3.6. Parts cost, less discount off manufacturer’s list price

6.7.3.7. Total invoice amount

6.7.4. Summer repair invoices shall be compiled into one invoice per school and submitted only after all summer repairs have been completed. Each summer repair invoice shall include the information outlined above in 6.6.3.1-6.6.3.6.

6.8. A shared electronic spreadsheet provided by the PWCS TPOC, or designee will be used to facilitate the instrument repair process. This spreadsheet will provide record keeping and communication between the Schools, Contractor, and the TPOC.

6.9. Bidder shall provide firm-fixed unit prices and hourly rates only for productive hours spent at the School Site for repairs and at the Contractor’s facility for musical instrument repairs. Prices/rates shall include all direct and indirect costs such as travel, repair, profit, overhead, etc. PWCS shall not pay for travel time.

6.10. Parts shall be provided at the manufacturer’s catalog list price less any percentage discount as indicated in the pricing schedule. PWCS may request copies of invoices for parts at any time during the contract period.

6.11. Contractor must have the capability to provide liftgate capabilities for deliveries/returns to PWCS locations that do not currently have a loading dock. No equipment shall be left on loading docks or outside of a school’s property, inside delivery is required.

6.12. CATALOGS AND PRICE LIST (for parts): Bidder shall provide, at no cost, an electronic copy of the current catalog and price list by supplying a web address that includes the catalog number and date. Failure to submit catalogs and price sheets may result in eliminating the Bidder from further consideration for award on that particular manufacturer.

6.12.1. Catalogs shall include suggested retail price (MSRP) or vendors current retail price sheet.

6.12.2. Price Lists provided shall be the currently published manufacturer’s suggested retail price (MSRP), or the vendor’s current retail price sheet.

Each bidder shall quote the percentage discount from the Price List and should provide a copy with the bid submission.

6.12.3. Failure to provide these items may result in declaring your bid non-responsive.

6.13. MUSICAL INSTRUMENT REPAIR PROCEDURES:

6.13.1. Approval for repairs of instruments owned by PWCS shall only be authorized by the PWCS TPOC.

6.13.2. Instruments needing repair shall be picked up free of charge from the school site(s) by the Contractor within five (5) business days of notification and will be returned free of charge within ten (10) business days after receipt of instrument to the respective school, during regular school hours. Services conducted during the summer will be coordinated through the PWCS TPOC.

6.13.2.1. If maintenance or repair services cannot be completed within ten (10) business days during the school year, the Contractor shall notify the requesting PWCS music teacher and shall provide a comparable loaner instrument at no cost to PWCS. Maintenance and repair requests submitted during the summer months, when school is not in session, shall be completed and all instruments returned to schools no later than the first business day in August.

6.13.2.2. Instrument repairs costing $150.00 or more per instrument require prior written approval from the PWCS TPOC. The Contractor shall prepare and submit a written estimate that includes the technician’s hourly rate, the estimated number of man-hours, and the materials required to perform the repairs. No repairs may begin without written authorization from the PWCS TPOC. If, after receiving the instrument, the Contractor identifies additional repairs or maintenance needs not included in the original request, the Contractor shall promptly notify both the requesting PWCS music teacher and the PWCS TPOC. Written approval is required prior to performing any additional repairs or maintenance. Upon authorization of repairs, instruments shall be returned to the respective school within ten (10) business days, during regular school hours. If the Contractor is unable to meet this return timeframe, they must notify the PWCS TPOC before proceeding with the repair work. If the actual repair work is anticipated to exceed the Contractor’s initial estimate of man-hours or materials, the Contractor shall contact the PWCS TPOC for additional authorization before proceeding with the repair work.

6.13.2.3. PWCS reserves the right to obtain other repair estimates prior to authorizing the Contractor to proceed in order to ensure price reasonableness. If the man-hours cost estimate or any recommended additional repair changes suggested by the Contractor are considered not to be reasonable, the Contractor may be asked to review the estimate and resubmit. If the revised estimate is still considered to be unreasonable, PWCS reserves the right to obtain the repairs from another source, and the Contractor shall be responsible for returning the instrument to the appropriate school within five (5) business days.

All missing and/or broken parts on instruments slated for repair will be noted by the individual school. The Contractor shall notify the PWCS TPOC if they are not in agreement. Damages to equipment caused by Contractor’s negligence shall be repaired or replaced at no cost to PWCS. In the event such damages occur, PWCS reserves the right to approve the method of repair or replacement before any corrective action is taken.

6.13.3. If an instrument in the Contractor’s possession is lost and not located within thirty (30) business days, the instrument shall be deemed permanently lost.

In such cases, the Contractor shall replace the instrument with an equivalent model of equal or greater value at no cost to PWCS.

6.13.4. On Site Instrument Repairs: To avoid damage to the larger instruments, repairs will be conducted onsite; these items may include but are not limited to: Xylophones, Marimbas, Chimes, Timpani, and Vibraphones.

6.13.5. Dent Work and Other Repairs: In the event an instrument requires dent work, and/or any other repairs not identified in the Pricing Schedule to restore the instrument to playable condition, the Contractor shall prepare and submit a written estimate that includes the technician’s hourly rate and the estimated number of hours required to complete the repairs. These repairs shall be performed only with written authorization from the PWCS TPOC. The PWCS contract number shall be referenced on every estimate.

6.13.6. Bow Rehair: Only high school bows are eligible for rehair services, subject to approval by the TPOC. All bows submitted for rehair shall receive a prompt assessment. If the technician determines that the estimated rehair cost is not economical, the Contractor shall recommend replacement instead of rehair and shall not charge any labor cost for the assessment. All costs associated with bow rehair services shall be included in the Pricing Schedule.

6.13.7. Bow Replacement: The Contractor shall indicate in the Pricing Schedule a firm-fixed percentage discount off the current catalog list price for bow replacement.

6.13.8. Case Replacement: The Contractor shall indicate in the Pricing Schedule a firm-fixed percentage discount off the current catalog list price for cases.

6.13.9. If PWCS determines that the cost for repairs exceeds the value of the instrument, PWCS will inform the Contractor that the instrument is not to be repaired. The Contractor shall furnish the PWCS TPOC written documentation that the instrument is uneconomical to be repaired and the unrepaired musical instrument shall be returned to PWCS.

6.13.10. EMERGENCY REPAIR: The Contractor shall provide emergency repair services when deemed necessary by the requesting PWCS music teacher and approved by the PWCS TPOC. In such cases, the requesting teacher shall notify both the Contractor and the TPOC by email to document the emergency request. The Contractor shall make every reasonable effort to complete emergency repairs within seventy-two (72) hours or, if repairs cannot be completed within that time frame, shall provide a comparable loaner instrument at no additional cost to PWCS.

6.14. REPORTS: The Contractor shall provide quarterly reports to the PWCS TPOC detailing all instruments that have been repaired, completed, or are currently pending in the repair shop. Each report shall include the individual repair cost for each instrument listed. In addition to the quarterly reports, PWCS reserves the right to request the same information from the Contractor at any time during the contract period.

6.15. CONTRACTOR FACILITY ACCESS: PWCS, including the TPOC or their authorized designee, reserves the right to conduct site visits at the Contractor’s facilities during normal business hours. Such visits may include, but are not limited to, inspection of repair areas, review of work in progress, verification of technician qualifications, confirmation of parts inventory, and assessment of the Contractor’s ability to meet contract requirements. The Contractor shall provide full access and reasonable cooperation during any site visit.

6.16. MATERIAL AND WORKMANSHIP:

6.16.1. All parts furnished under this contract shall be new and genuine manufacturer’s recommended parts. Use of manufacturer rebuilt parts and components may be authorized by PWCS on a specific case-by-case basis provided these parts and components carry the same warranty as the new part or component. Use of used parts is strictly prohibited, except where dictated by the age of the instrument and previously authorized by PWCS.

Invoices for all parts supplied shall be made available upon request by

PWCS.

6.16.2. The Contractor shall maintain a sufficient quantity of repair parts on hand or have ready access to these parts in order to prevent unnecessary down time of instruments and provide services in accordance with specified time frames.

6.16.3. PWCS music teachers will use the shared electronic spreadsheet (see Section 6.7) to notify the Contractor when instruments require pick-up for repair or maintenance. All instruments will be properly tagged by the school.

The Contractor shall be fully responsible for all pickup and delivery of items to and from designated PWCS school locations. All costs associated with pickup and delivery must be included as part of the Contractor’s all-inclusive pricing in the Pricing Schedule. No additional fees of any kind related to pickup, delivery, or transportation shall be billed to PWCS.

7. SPECIAL TERMS AND CONDITIONS:

7.1. AUDIT: The Contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by PWCS, whichever is sooner. PWCS, its authorized agents shall have full access to and the right to examine any of said material during said period.

7.2. AUTHORITY TO TRANSACT BUSINESS IN THE COMMONWEALTH: Any

Bidder registered or organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or a registered limited liability partnership shall be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity as described in the Code of Virginia § 2.2-4311.2. The proper legal name of the firm or entity, form of the firm (i.e. corporation, limited partnership, etc) and the identification number issued to the Bidder by the State Corporation Commission must be written in the space provided on the State Corporation Form (Attachment A). Any Bidder not required to be authorized to transact business in the Commonwealth of Virginia shall include in its bid a statement/documentation from their legal counsel describing why the Bidder is not required to be registered. Failure of a prospective and/or successful Bidder to provide such documentation shall be grounds for rejection of their bid. For further information, refer to the Commonwealth of Virginia State Corporation Commission Web site at: www.scc.virginia.gov. Any falsification or misrepresentation contained in the statement submitted by the Bidder pursuant to the Code of Virginia § 2.2-4311.2., Code of Virginia, Title 13.1 or Title 50 may be cause for debarment by PWCS.

7.3. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that PWCS shall be bound hereunder only to the extent of the funds available, or which may hereafter become available for the purpose of this contract.

7.4. AWARD OF CONTRACT: The award(s) will be made to the lowest responsive and responsible Bidder(s) per Group and/or per Zone, satisfying all requirements and qualifications based on the bid evaluation criteria (See Bid Calculation, Section 7.5).

7.4.1. PWCS reserves the right to make a separate award for each group or for each school zone (as identified in the Pricing Schedule), or for all items and/or zones combined. PWCS may make an award in whole or in part, whichever is deemed to be in its best interest.

7.4.2. PWCS reserves the right to reject any or all bids, in whole or in part, to waive any informality and to delete items prior to making the award(s), whenever it is deemed in the sole opinion of PWCS to be in its best interest.

http://leg1.state.va.us/cgi-bin/legp504.exe?000%2Bcod%2B2.2-4311.2 http://www.scc.virginia.gov/ http://leg1.state.va.us/cgi-bin/legp504.exe?000%2Bcod%2B2.2-4311.2

7.4.3. Upon award, the Contractor shall provide, at no cost to PWCS, the most current Manufacturer’s Price List(s) and any updated versions as they are published. If the Contractor maintains its own price list or electronic catalog instead of, or in addition to, a Manufacturer’s Price List, the Contractor shall provide either (a) a complete price list or (b) a link to the Contractor’s full electronic/online catalog containing all items offered under this contract. All catalogs or price lists shall clearly identify the Contractor’s name. If a price list includes more than one column of pricing, the Contractor shall clearly indicate the column that represents the gross prices applicable to PWCS, and those prices must align with the bidder’s original bid discount(s). The Contractor shall provide URLs for any online catalogs used to support contract pricing.

7.4.4. The resulting contract(s) will be issued on an as-needed basis. PWCS is not obligated to request or purchase any minimum quantity of instrument repairs or parts.

7.5. BID CALCULATION: Evaluation of the bid will be based on the following calculation:

7.5.1. The sum of three (3) hours of labor at the bidder’s rate plus the net replacement part cost as defined below.

7.5.2. The net replacement cost is equal to the total part cost less the bidder’s percentage discount. For the sole purpose of this evaluation, $50.00 will be used as an example part amount for all calculations.

7.5.3. The total calculation amount will be calculated as:

• (Labor rate × 3 hours)

• plus the cost of parts after discount

• plus the total lump sum amount for musical equipment repairs per group of items indicated in the Pricing Schedule.

This same calculation will be applied separately to the Central, East, and West Zones as identified in Attachment B. PWCS may make award(s) by individual zone based on the lowest evaluated bid for that zone.

7.6. BID PRICES:

7.6.1. Bid prices for Pricing Schedule – Group A. Wind, Group B. Percussion and Group C. Strings, shall be in the form of a firm-fixed unit price for Musical Instrument Repair Services and a firm-fixed hourly rate for dent work and other services that may be required but not indicated in the pricing schedules during the contract period. However, “across the board” price decreases are subject to implementation at any time and shall be immediately conveyed to PWCS. Bid prices and rates shall include all direct and indirect costs such as travel, insurance, profit and overhead, etc. Bidder shall also indicate a firm-fixed percentage discount off the manufacturer’s current list price for repair parts and case replacement. PWCS will only pay for actual work performed.

7.6.2. Bidder shall provide a single unit price for the line items indicated in the Pricing Schedule. Price ranges are not acceptable.

7.6.3. Bidder must bid each line item per group but does not have to bid each Group (Wind, Percussion or String) or each Zone (East, West, Central).

7.7. BID SOLICITATION RESULTS: For information regarding the results of the Invitation for Bid and subsequent award will be posted on the PWCS Bonfire Portal at https://pwcs.bonfirehub.com/portal.

7.8. CERTIFICATE OF COMPLIANCE: As a condition of any Contract awarded and prior to Notice of Award, the Bidder/Contractor must certify, by executing Attachment D, that neither the Contractor, any employee of the Contractor, nor any other person who will provide services under the Contract and will have direct contact with students on school property during regular school hours or school-sponsored activities, have been convicted of a felony or any offense involving the sexual molestation or physical or sexual abuse or rape of a child. Bidder further acknowledges that such certification shall be binding on the Bidder/Contractor throughout the term of any Contract, including renewals or extensions, thereof, and agrees to provide immediate notice to PWCS of any event which might render such certification untrue, including the arrest indictment, or investigation of any individual providing such services.

Bidder/Contractor acknowledges that, pursuant to the Code of Virginia §22.1-296.1 (A), any person making a materially false statement on this certification, shall be guilty of a Class 1 misdemeanor, and upon conviction, the fact of such conviction shall be grounds for revocation of the contract or purchase order.

7.9. CLEANING OF SITE: The Contractor shall at all times, keep the premises free from accumulation of waste materials or rubbish caused by the work performed. Upon completion of the work, waste materials, rubbish, tools, equipment, machinery and surplus materials shall be removed from and about the job, and the Contractor shall clean all building surfaces and leave the work area “broom clean”.

7.10. COORDINATION OF WORK: The Contractor shall plan and coordinate the work with the TPOC and/or his/her designee.

7.11. CONTRACT ADMINISTRATION: The bidder shall provide a sufficient number of Customer Service employees who are knowledgeable and responsive to Authorized User needs and who can effectively service the Contract. Bidder shall provide a dedicated Contract Administrator to support the updating and management of the Contract on a timely basis. Contractor must notify PWCS within five Business Days https://pwcs.bonfirehub.com/portal http://leg1.state.va.us/cgi-bin/legp504.exe?000%2Bcod%2B22.1-296.1 if it’s Contract Administrator, Emergency Contact, or Customer Service employees change, and provide an interim contact person until the position is filled. Changes shall be submitted electronically via e-mail to the PWCS Contract Administrator.

7.12. EXTRA CHARGES NOT ALLOWED: The bid prices/discounts shall be for the complete delivery ready for PWCS use and shall include all applicable freight charges; extra charges will not be allowed for shipment to multiple locations.

7.13. INSURANCE: The Contractor shall provide to the Prince William County Public Schools (PWCS) Supervisor of Procurement a Certificate of Insurance indicating the coverage below prior to the start of any work under the contract and agrees to maintain such insurance until the completion of the contract. The minimum insurance coverage shall be:

7.13.1. Workers Compensation - Virginia Statutory Workers Compensation coverage including Virginia benefits and employers’ liability with limits of $100,000/$100,000/$500,000;

7.13.2. Commercial General Liability - $1,000,000 per occurrence limit with $2,000,000 general aggregate covering all premises and operations and including Personal Injury, Completed Operations, Contractual Liability and, where applicable to the project (as determined by PWCS), Products and Independent Contractors. The general aggregate limit shall apply to this project.

7.13.3. Automobile Liability - $1,000,000 combined single limit.

7.13.4. Umbrella/Excess Liability - $1,000,000 liability coverage over the primary limits for Comprehensive General Liability, Comprehensive Automobile Liability, and the Employer’s Liability. Excess liability insurance will be written on occurrence basis.

7.13.5. Prince William County Public Schools (Attn: Supervisor of Procurement, P.O. Box 389, Manassas, VA 20108) shall be named as additional insured on the CONTRACTOR's commercial general liability insurance policies and any excess liability or umbrella excess policies (if applicable). A thirty (30) day notice of cancellation or non-renewal in writing shall be furnished by the Contractor's insurance carrier(s) or insurance agent(s) to PWCS’ Supervisor of Procurement.

7.13.6. Coverage Provisions:

7.13.6.1. All deductibles shall appear on the certificate(s).

7.13.6.2. The Bidder’s insurance shall be primary over any applicable insurance or self-insurance maintained by PWCS.

7.13.6.3. Shall provide thirty (30) days written notice to PWCS before any cancellation, suspension, or void of coverage in whole or part, where such provision is reasonable.

7.13.6.4. All coverages for subcontractors of the Bidder shall be subject to all of the requirements stated herein.

7.13.6.5. Failure to comply with any reporting provisions of the policy(s) shall not affect coverage provided PWCS, its officers/officers, agents, employees, and volunteers.

7.13.6.6. The insurer shall agree to waive all rights of subrogation against PWCS, its officers/officials, agents, employees or volunteers for any act, omission, or condition of premises which the parties may be held liable by any reason.

7.13.6.7. The Bidder shall furnish to PWCS Certificates of Insurance including endorsements affecting coverage. The certificates are to be signed by a person authorized by the insurance company(s) to bind coverage on its behalf.

7.13.6.8. All coverages designed herein shall be as broad as the Insurance Services Office (ISO) forms filed for use with the Commonwealth of Virginia.

7.14. METHOD OF ORDERING:

7.14.1. Prince William County Schools (PWCS) may use three (3) different methods of placing orders from the final contract: Delivery Orders (DO’s), Purchase Orders (PC’s and PD’s), and approved PWCS procurement cards (encouraged).

7.14.2. Procurement Card Orders and payments may be made by the use of a Prince William County Schools “Procurement” and/or “Single Use” Card.

The Procurement and/or Single Use Card is currently a Master Card.

Contractors are encouraged to accept this method of order and payment.

7.14.3. Contractors willing to accept PWCS procurement cards should check the box on the Pricing Schedule for acceptance.

7.15. METHOD OF PAYMENT: The Contractor shall be paid on the basis of invoices submitted, to be paid net thirty (30) days from receipt and approval by an authorized PWCS official, upon satisfactory completion of services, delivery and/or installation. Payment shall be made after satisfactory performance of the contract in accordance with all of the provisions thereof and upon receipt of a properly completed invoice. The School Board reserves the right to withhold any or all payments or portions thereof for contractor’s failure to perform in accordance with the provisions of the contract or any modifications thereto.

7.16. PRICES AND PRICE ADJUSTMENTS:

7.16.1. PWCS will only pay for actual services performed per line item.

7.16.2. The Contractor agrees that for firm-fixed price/hourly rate contracts, prices/rates shall remain firm for 365 days from award of contract. If the price is increased after 365 days, the firm-fixed unit price(s) may be increased upon the written request of the Contractor to the Procurement Department. Upon receipt of the Contractor’s request, PWCS shall make determination to approve or adjust the requested price/rate increase based upon its investigations and the information provided by the Contractor.

7.16.3. Price increase requests can be made annually after the initial 365 days of the contract and are due to PWCS 30 days prior to the effective date. Price increases shall not exceed the percentage increase/decrease in the Consumer Price Index, Table 1 (https://www.bls.gov/news.release/cpi.t01.htm), Urban Consumers (CPI-U), U. S. City Average, Services Less Energy Services Unadjusted, for the most recently published twelve months as published by the U. S. Department of Labor, Bureau of Labor Statistics. The base price to which any adjustments will be made shall be the prices in effect during the contract period prior to the proposed contract period. Documentation for pricing increases above the CPI-U cap must be provided as follows:

7.16.4. For items offered under a percentage-discount pricing model, the manufacturer shall provide letterhead documentation substantiating any proposed modification to the discount offered.

7.16.5. For services, the Contractor must provide documentation of the circumstances causing the increased costs, including substantial proof supporting the claims made, to warrant any price increases.

7.16.6. The request for a change to the firm-fixed unit price(s) or hourly rate(s) shall include as a minimum, 1) the cause for adjustment; 2) proposed effective date; and, 3) the amount of the change requested adjustment (i.e.

appropriate Bureau of Labor Statistics Index, change in manufacturer’s price, etc.). Circumstances outlined above must be fully documented.

7.16.7. The request must be received at least 30 days prior to the effective date and shall become effective only upon the approval of the Supervisor of Procurement. The increased contract unit price/hourly rate shall not apply to services received by the Contractor prior to the effective date of the approved increased contract unit price/hourly rate. Orders placed via PWCS Purchase Order (PD/DO), shall be considered to have been received by the Contractor after the fifth (5th) calendar day following the date of issuance.

The Supervisor of Procurement may cancel, without liability to either party, any portion of the contract affected by the requested increase(s) and any materials, supplies or services undelivered or completed at the time of cancellation.

7.16.8. After reviewing the documentation provided, the Supervisor of Procurement, may accept the increased costs or refuse them if they are considered to be excessive.

7.16.9. PWCS reserves the right to obtain prices from all awarded vendors for the same items/services from the other vendors and, if the prices are considered to be fair and reasonable, award the items/services to the contractor(s) with the lowest price that meets the contract requirements.

7.16.10. Alternatively, at its own discretion, PWCS may revise the contract requirements and issue a new solicitation.

7.16.11. At the time of the contract renewal or requested price increase, if costs to Prince William County Public Schools (PWCS) are restricted by the current percentage increase/decrease of the CPI-U for the latest twelve months, any unusual circumstances that could not have been foreseen by Contractor occur, and those circumstances significantly affect the Contractor’s cost in providing the required items or services, the Contractor may request adjustments to the costs to PWCS beyond the current CPI-U cap to reflect the circumstances. The circumstances must be beyond the control of the Contractor and fully documented. The request shall become effective only upon approval by the Supervisor of Procurement. The increased contract unit price shall not apply to orders received by the Contractor prior to the effective date of the approved increased contract unit price. Orders placed via PWCS Purchase Order (PD/DO), shall be considered to have been received by the Contractor after the fifth (5th) calendar day following the date of issuance. The Supervisor of Procurement may cancel, without liability to either party, any portion of the contract affected by the requested increase and any materials, supplies or services undelivered at the time of such cancellation.

7.16.12. Price decreases shall be made in accordance with Attachment G, General Terms and Conditions, paragraph 38, Price Reduction.

7.17. PACKING SLIPS: A legible packing slip and/or Purchase Order copy must accompany each shipment. The carton containing packing slip must be so marked.

7.18. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of the Procurement Department. In the event that the Contractor desires to subcontract some part of the work specified herein, the Contractor shall furnish the Procurement Department the names, qualifications and experience of their proposed subcontractors. The Contractor shall, however, remain fully liable and responsible for the work to be done by its subcontractor(s) and shall assure compliance with all requirements of the contract.

7.19. WARRANTY: Except as otherwise specified, all materials, equipment, parts, and workmanship associated with instrument repairs as well as new instruments, bows, cases, and any other newly supplied items—shall be fully guaranteed against defects in materials and workmanship for a period of one (1) year, from the date of delivery or for the duration of the manufacturer’s warranty, whichever is longer.

Should any defect be identified by PWCS, the PWCS TPOC will notify the Contractor of such defect or nonconformance, indicating either that the Contractor shall replace or correct the issue, or that PWCS does not require replacement or correction and will instead negotiate an equitable adjustment to the contract price.

Any required correction or replacement shall be performed at no cost to PWCS and shall remain subject to all provisions of this warranty clause as if initially delivered. If the Contractor fails or refuses to correct or replace the deficiency, the office issuing the purchase order may arrange for the materials to be corrected or replaced with similar items and charge the Contractor for all associated costs, or may obtain an equitable adjustment to the contract price.

Pricing Schedule R-AW-26016 Musical Instruments Maintenance, Repairs, Parts, and Services

Complete all lines per group. All unit prices shall include all labor, travel, overhead, profit, and any other costs, unless otherwise specified. PWCS will only pay for actual work performed.

Zone-Based Pricing

PWCS is divided into three school zones for the purpose of this IFB (Attachment E): Central Zone, East Zone, and West Zone. Bidders may submit pricing for one, two, or all three zones.

Pricing must be complete for all items within any zone bid.

Bidders shall indicate the zone(s) for which pricing is being submitted:

☐ Central Zone

☐ East Zone

☐ West Zone

PWCS may make awards by individual zone based on the calculation criteria set forth in Section 7.5.

Bid Calculation: Evaluation of the bid will be based on the following calculation:

• The sum of three (3) hours of labor at the bidder’s rate plus the net replacement part cost as defined below.

• The net replacement cost is equal to the total part cost less the bidder’s percentage discount. For the sole purpose of this evaluation, $50.00 will be used as an example part amount for all calculations.

• The total calculation amount will be calculated as:

o (Labor rate × 3 hours) o plus the cost of parts after discount o plus the total lump sum amount for musical equipment repairs per group of items indicated in the Pricing Schedule.

This same calculation will be applied separately to the Central, East, and West Zones as identified in Attachment E. PWCS may make award(s) by individual zone based on the lowest evaluated bid for that zone.

Bid Prices:

• Bid prices for Pricing Schedule – Group A. Wind, Group B. Percussion and Group C. Strings, shall be in the form of a firm-fixed unit price for Musical Instrument Repair Services and a firm-fixed hourly rate for dent work and other services that may be required but not indicated in the pricing schedules during the contract period. However, “across the board” price decreases are subject to implementation at any time and shall be immediately conveyed to PWCS. Bid prices and rates shall include all direct and indirect costs such as travel, insurance, profit and overhead, etc. Bidder shall also indicate a firm-fixed percentage discount off the manufacturer’s current list price for repair parts and case replacement. PWCS will only pay for actual work performed.

• Bidder shall provide a single unit price for the line items indicated in the Pricing Schedule. Price ranges are not acceptable.

• Bidder must bid each line item per group but does not have to bid each Group (Wind, Percussion or String) or each Zone (East, West, Central).

Submit the following items in your bid package:

Bid Submittals:

Signed IFB Cover Page (Page 2-3) Federal Terms and Conditions (Attachment A) Contractor Reference Sheet (Attachment B) Vendor Information Form (Attachment C) Certificate of Compliance (Attachment D) State Corporation Commission Form (Attachment F) Fully Completed Pricing Schedule Evidence of Qualifications, See Section 6.2 Current Catalog, See Section 6.11

Note: All required bid documents listed above must be uploaded directly into Bonfire. Hyperlinks or references to external websites or cloud storage locations will not be accepted in lieu of the required documents.

PRICING SCHEDULE – GROUP A – WIND INSTRUMENTS

Item # Instrument Job Description Job Detail Unit Price 1 Piccolo General Adjustment/

Playing Condition Cleaning/sanitizing, replacing pads/corks as needed with quality materials, lubrication, leak check, regulation, and play test

Complete Pad Replacement (to include all pads)

Complete disassembly of instrument. Fully clean body, bore and keys. Replace all pads, felts, and corks.

Reassemble level and seat pads, regulate key system, play test instrument.

Single Pad Replacement

Install new pad, replace key cork, if needed $

Key soldering solder broken key back together $

Single Spring Replacement

Install new springs $

Full Spring Replacement

Install all new springs $

Key Adjustment/ Complete Regulation

Adjust all keys to proper working function. Replace key corks and felts, as needed

2 Flute (Closed Hole)

General Adjustment/ Playing Condition

Cleaning/sanitizing, replacing pads/corks as needed with quality materials, lubrication, leak check, regulation, and play test

Complete Pad Replacement (to include all pads)

Complete disassembly of instrument. Fully clean body, bore and keys. Replace all pads, felts, and corks.

Reassemble level and seat pads, regulate key system, play test instrument.

Single Pad Replacement

Install new pad, replace key cork, if needed $

Key soldering solder broken key back together $

Single Spring Replacement

Install new springs $

Full Spring Replacement

Install all new springs $

Key Adjustment/ Complete Regulation

Adjust all keys to proper working function. Replace key corks and felts, as needed

3 Flute (Open Hole)

General Adjustment/ Playing Condition

Cleaning/sanitizing, replacing pads/corks as needed with quality materials, lubrication, leak check, regulation, and play test

Complete Pad Replacement (to include all pads)

Complete disassembly of instrument. Fully clean body, bore and keys. Replace all pads, felts, and corks.

Reassemble level and seat pads, regulate key system, play test instrument.

Single Pad Replacement

Install new pad, replace key cork, if needed $

Key soldering solder broken key back together $

Single Spring Replacement

Install new springs $

Full Spring Replacement

Install all new springs $

Key Adjustment/ Complete Regulation

Adjust all keys to proper working function. Replace key corks and felts, as needed

4 Oboe (Modified)

General Adjustment/ Playing Condition

Cleaning/sanitizing, replacing pads/corks as needed with quality materials, lubrication, leak check, regulation, and play test

Complete Pad Replacement (to include all pads)

Complete disassembly of instrument. Fully clean body, bore and keys. Replace all pads, felts, and corks.

Reassemble level and seat pads, regulate key system, play test instrument.

Single Pad Replacement

Install new pad, replace key cork, if needed $

Key soldering solder broken key back together $

Single Spring Replacement

Install new springs $

Full Spring Replacement

Install all new springs $

Key Adjustment/ Complete Regulation

Adjust all keys to proper working function. Replace key corks and felts, as needed

5 Oboe (Full)/ English Horn

General Adjustment/ Playing Condition

Cleaning/sanitizing, replacing pads/corks as needed with quality materials, lubrication, leak check, regulation, and play test

Complete Pad Replacement (to include all pads)

Complete disassembly of instrument. Fully clean body, bore and keys. Replace all pads, felts, and corks.

Reassemble level and seat pads, regulate key system, play test instrument.

Single Pad Replacement

Install new pad, replace key cork, if needed $

Key soldering solder broken key back together $

Single Spring Replacement

Install new springs $

Full Spring Replacement

Install all new springs $

Key Adjustment/ Complete Regulation

Adjust all keys to proper working $ function. Replace key corks and felts, as needed

6 Bassoon General Adjustment/ Playing Condition

Cleaning/sanitizing, replacing pads/corks as needed with quality materials, lubrication, leak check, regulation, and…