REǪUEST FOR PROPOSAL:

JAZZ RESIDENCY PROGRAM SERVICES

RFP: LEAD/OPS -JAZZ/RFP001/2026-27

Contract Term: One (1) year with option to renew up to two (2) additional one-year terms

Proposals Due: June 16, 2026, at 3:00 PM CDT

Proposals are to be submitted through LEAD’s online Bonfire Portal at:

https://leadpublicschools.bonfirehub.com/opportunities

Primary RFP Contacts:

Paye Horton

RFP: LEAD/OPS -JAZZ/RFP001/2026-27

Contents

1. Project overview 5

I. Purpose of Procurement 5

II. Background 5

III. RFP Contact 5

IV. Contract Term 5

V. Instructions to Supplier 6

1. Definitions 6

2. Schedule of Events 6

3. Submission of Proposal 7

I. Proposal to be Submitted on Time 7

II. Withdrawal of Proposals 8

4. Evaluation and Award 9

I. Stage 1- Administrative & Mandatory Requirements Review 9

III. Stage III- Price Evaluation (30 Points) 10

I. Time period for Negotiation 12

II. Failure to Enter into Agreement 12

III. Notification of Negotiation Status 12

5. GENERAL CONDITIONS 12

I. Scope of Work 12

II. Standard of Performance 12

III. Compliance with Laws and Codes 12

IV. Permits and Inspections 13

V. Safety Requirements 13

VI. Work in Occupied Facilities 13

VII. Protection of Property 13

VIII. Cleaning and Site Condition 13

IX. Subcontractors 13

X. Scheduling and Coordination 13

XI. Site Verification 13

XII. Materials and Substitutions 13

XIII. Warranty 13

XIV. Insurance 14

XV. Indemnification 14

XVI. Ownership of Work Product 14

XVII. Assignment 14

XVIII. Funding Availability 14

XIX. Confidentiality 14

XX. Conflict of Interest 14

XXII. Force Majeure 14

XXIII. Dispute Resolution 15

XXIV. Governing Law 15

6. SPECIAL TERMS AND CONDITIONS 15

I. Right to Reject Proposals 15

II. No Obligation to Award 15

III. Contract Award 15

IV. Right to Negotiate 15

V. Quantities Not Guaranteed 16

VI. Product Equivalency 16

VII. New Equipment Requirement 16

VIII. Delivery and Installation Requirements 16

IX. Background Checks 16

X. Site Verification 16

XI. Compliance with Laws 17

XII. Warranty Requirements 17

XIII. Ownership of Materials 17

XIV. Indemnification 17

XV. Non-Appropriation of Funds 17

XVI. Termination for Convenience 17

XXV. Termination for Cause 17

XXVI. Assignment 18

XXVIII. Conflict of Interest 18

XXIX. Tennessee Governing Law 18

7. Communication after Issuance of RFP 18

I. Bidder to Review RFP 18

II. All New Information to Bidder by way of Addendum 18

III. Verify, Clarify, and Supplement 19

IV. Notification of other Bidders 19

8. Conflict of Interest and Prohibited Conduct 19

I. Conflict of interest 19

II. Disqualification for Conflict of Interest 20

III. Disqualification of Prohibited Conduct 20

IV. Prohibited Bidder Communications 20

V. No Lobbying 20

VI. Illegal or Unethical Conduct 20

9. Past Performance or Past Conduct 20

10. Procurement Process Non-Binding 21

I. No Contract and No Claims 21

I. No Contract until Execution of Written Agreement 21

11. Cancellation 21

1. Project overview

I. Purpose of Procurement

LEAD Public Schools (“LEAD”) is seeking proposals from qualified organizations to provide a comprehensive jazz residency program for middle school students at two (2) campuses:

LEAD Cameron College Prep Middle School

LEAD Neely’s Bend Middle School

The selected provider will implement a turnkey jazz education program designed to expand access to instrumental music instruction for students who would otherwise not have such opportunities.

II. Background

LEAD Public Schools is committed to providing high-quality, equitable educational opportunities, including expanded access to arts and music education.

This RFP seeks to partner with a qualified provider to establish sustainable jazz band programs that develop student musicianship, discipline, creativity, and performance experience within a structured school-based residency model.

The project’s requirements are more fully described in Exhibit A, Scope of Services (SOS)

III. RFP Contact

For the purposes of the procurement, the “RFP Contact” will be:

Name: Paye Horton Title: Procurement Specialist Email: procurement@leadpublischools.org

Bidders and their representatives are not permitted to contact any employees and or officers of LEAD Public Schools, other than the RFP Contact, concerning matters regarding this RFP. Failure to adhere to this rule may result in the disqualification of the bidder and the rejection of the bidder’s proposal.

IV. Contract Term

This agreement shall be Firm Fixed Price only. The contract may be amended in writing by mutual consent of the parties.

mailto:procurement@leadpublischools.org

V. Instructions to Supplier

By submitting a response to the RFP, the supplier acknowledges that the supplier.

a) Has read the information and instructions.

b) Agrees to comply with the information and instructions contained herein.

1. Definitions

This RFP includes the following key terms:

Service Provider- A person, partnership, company or corporation which offers services as described herein in exchange for payment. Synonymous with contractor, respondent, proposer, bidders, seller, etc. herein.

Firm Fixed Price – a price which is not subject to any adjustment and included the entire base scope of services as presented in this RFP. Also referenced throughout as “FFP”

Issuing Officer- A Procurement Professional designated in the procurement solicitation to Supplier’s only point of contact with the

Department following the publication of a procurement solicitation until such time as the results of the procurement solicitation are announced.

2. Schedule of Events

The following table outlines this solicitation’s schedule of events, which will be strictly adhered to unless dictated otherwise by LEAD and at its sole discretion. Failure to observe all events within the timeline could result in disqualification of a Service Provider’s response.

Event Date (All times CDT/CST)

RFP Release Date/Question Period Opens June 16, 2026

Question Period Closes

June 30, 2026, at 3:00 P.M.

Question Responses Sent to All Bidders July 8, 2026, at 3:00 P.M.

Proposals Due July 16, 2026, by 3:00 P.M.

3. Submission of Proposal

Proposal and Documentations must be submitted through the online Bonfire Portal at: https://leadpublicschools.bonfirehub.com/opportunities

I. Proposal to be Submitted on Time

Proposals that a Bonfire account is required. Visit the link for more details and to register as a vendor. Bidders should contact Bonfire at support@goBonfire.com for technical questions leading to submissions.

Your submission must be uploaded, submitted, and finalized prior to the Closing Time of July 16, 2026 @ 3 PM CST. We strongly recommend that you give yourself sufficient time and at least one (1) day before Closing Time to begin the upload process and finalize your submission.

PROPOSAL REQUIREMENTS

Proposal Format

Respondents must organize their submission in the exact order outlined below. Proposals that do not follow this format may be considered non-responsive.

Section 1: Cover Letter

Signed by an authorized representative Statement of interest and commitment to the project Confirmation of ability to meet all requirements

Section 2: Company Overview

Legal company name, address, and contact information Organizational history and mission Description of relevant experience in music education or residency programs

Section 3: Program Approach Description of instructional model Curriculum overview and teaching methodology Approach to student engagement and retention Description of performance preparation and enrichment activities

Section 4: Staffing Plan Identification of lead instructor(s) Qualifications, certifications, and relevant experience Staffing structure including assistants and support personnel Plan for staff continuity and replacement coverage

Section 5: Instruments, Materials, and Equipment mailto:support@goBonfire.com

List of instruments provided Maintenance and replacement plan Curriculum and instructional materials overview Ownership and asset management approach

Section 6: Implementation Plan

Start-up and onboarding timeline Weekly instructional schedule alignment Program launch strategy Risk mitigation plan for staffing or operational disruptions

Section 7: Past Performance

Minimum of two (2) relevant references Description of similar programs delivered Evidence of outcomes (student engagement, retention, or expansion)

Section 8: Cost Proposal Completed Exhibit B – Schedule of Cost Proposal Clearly stated Year 1, Year 2, Year 3 pricing Escalation rate

Section 9: Required Forms and Compliance

W-9 Form Conflict of interest disclosure

Submittal Format: the following documents must be uploaded as prescribed in

Bonfire:

Exhibit C, Suspension and Debarment Certification

Exhibit D, Non-Collusive Affidavit

Exhibit E, Authorization to Release Information

Exhibit F, Insurance Requirements

Signed Addenda acknowledgement

Any additional forms required by the RFP

Insurance Certificate(s). If award is made, the Firm shall provide an updated certificate which shall meet all requirements listed in this RFP including LEAD Public Schools being named as an additional insured.

II. Withdrawal of Proposals

At any time throughout the RFP process until the execution of a written agreement for provision of the Deliverables, a bidder may withdraw a submitted proposal. To withdraw a proposal, a notice of withdrawal must be sent to the RFP Contact and must be signed by an authorized representative of the proponent. LEAD Public Schools is under no obligation to return withdrawn proposals.

4. Evaluation and Award

LEAD will use a multi-stage, transparent, and criteria-based selection process to evaluate proposals and identify the vendor that provides the best overall value to LEAD Public Schools. The process includes the following steps:

I. Stage 1- Administrative & Mandatory Requirements Review

All proposals will first undergo an administrative review to determine responsiveness to the RFP requirements.

Proposals must meet the following minimum requirements:

Submitted through Bonfire by the stated deadline Signed by an authorized representative Inclusion of all required sections outlined in the Submission

Requirements Submission of completed Cost Proposal (Exhibit B) Confirmation of compliance with required terms and conditions Submission of required forms (e.g., W-9, insurance documentation, conflict of interest disclosure)

Outcome:

Proposals that fail to meet minimum requirements will be deemed non-responsive and will not advance to Stage 2.

II. Stage II- Technical Evaluation (85 Points)

Responsive proposals will be evaluated by a designated review committee based on technical merit and program quality.

Each proposal will be scored using the evaluation criteria outlined in the

RFP, which may include:

Quality of instructional model and program design

Experience delivering school-based or residency programs

Qualifications and stability of instructional staff

Ability to implement and sustain the program in a school environment

Quality of implementation plan and operational readiness

Evidence of past performance and outcomes

Scoring Method:

Each evaluator will assign a numerical score per criterion

Scores will be averaged across all evaluators

Only proposals meeting a minimum technical threshold may advance to Stage 3

III. Stage III- Price Evaluation (15 Points)

Proposals that successfully pass the technical evaluation will proceed to cost evaluation.

Cost proposals will be reviewed for:

Total three-year cost

Annual cost consistency and transparency

Escalation rate reasonableness (if applicable)

Overall value relative to program quality

A cost score may be calculated using a standardized formula (e.g., lowest price receives highest score, with others prorated accordingly), or evaluated under a best-value model depending on LEAD’s selection approach.

The lowest-priced responsive and responsible proposal will receive the maximum available points. All other proposals will receive a proportionate score using the following formula:

Lowest Evaluated Price ÷ Vendor's Price × 15 Points

Evaluation Criteria and Scoring Weights

Evaluation Criteria Weight (Points)

Program Design and Instructional Approach 35

Organizational Experience and Past Performance

Instructor Qualifications and Staffing Plan 15

Implementation and Program Management Plan

Student Performance Opportunities and Outcomes

Cost Proposal 15

Total 100

Final Award Determination

The final contract award will be based on a best-value determination, which considers both technical score and cost competitiveness.

LEAD Public Schools reserves the right to:

Award to the highest-ranked proposer overall

Award to a vendor other than the lowest cost proposer

Award in the best interest of program quality, continuity, and student impact

Contract Negotiation Process

Any negotiations will be subject to the process rules contained in the Terms and Conditions of the RFP Process and will not constitute a legally binding offer to enter into a contract on the part of LEAD Public Schools or the Bidder, and there will be no legally binding relationship created with any proponent prior to the execution of a written agreement. Negotiations may include requests by LEAD Public Schools for supplementary information from the Bidders to verify, clarify, or supplement the information provided in its proposal or to confirm the conclusions reached in the evaluation, and may include requests by LEAD Public Schools for improved pricing or performance terms from the proponent.

I. Time period for Negotiation

LEAD intends to conclude negotiations and finalize the agreement with the top-ranked Bidder during the Contract Negotiation Period, commencing from the date LEAD Public Schools invites the top-ranked proponent to enter negotiations. A Bidder invited to enter into direct contract negotiations should therefore be prepared to satisfy the pre-conditions of award listed in the RFP Particulars (Exhibit G), provide requested information in a timely fashion and conduct its negotiations expeditiously.

II. Failure to Enter into Agreement

If the pre-conditions of award listed in (Exhibit G) are not satisfied or if the parties cannot conclude negotiations and finalize the agreement for the Deliverables within the Contract Negotiation Period, LEAD Public Schools may discontinue negotiations with the top-ranked proponent and may invite the next-best-ranked proponent to enter into negotiations. This process will continue until an agreement is finalized, until there are no more proponents remaining that are eligible for negotiations, or until LEAD Public Schools elects to cancel the RFP process.

III. Notification of Negotiation Status

Other Bidders that may become eligible for contract negotiations may be notified at the commencement of the negotiation process with the top-ranked proponent.

5. GENERAL CONDITIONS

These General Conditions apply to all work performed under this solicitation and any resulting contract with LEAD Public Schools.

I. Scope of Work

Contractor shall furnish all labor, materials, equipment, supervision, and services necessary to complete the work in accordance with the contract documents.

II. Standard of Performance

All work shall be performed in a professional and workmanlike manner consistent with industry standards and applicable codes.

III. Compliance with Laws and Codes

Contractor shall comply with all applicable federal, state, and local laws, regulations, building codes, ordinances, and licensing requirements.

IV. Permits and Inspections

Unless otherwise stated, Contractor is responsible for obtaining all required permits, approvals, and inspections necessary to complete the work.

V. Safety Requirements

Contractor shall maintain a safe work environment and comply with all OSHA requirements and LEAD safety protocols. Work areas must be secured at all times to protect students, staff, and visitors.

VI. Work in Occupied Facilities

Work will be performed in active, occupied school environments. Contractor shall coordinate all activities with LEAD to minimize disruption to instructional operations.

VII. Protection of Property

Contractor shall protect existing facilities, equipment, furnishings, and site conditions from damage. Any damage caused by Contractor shall be repaired or replaced at Contractor’s expense.

VIII. Cleaning and Site Condition

Contractor shall maintain a clean worksite at all times. Debris shall be removed daily, and all areas shall be left in a clean and safe condition upon completion of work.

IX. Subcontractors

Contractor is fully responsible for the performance of all subcontractors.

Subcontractors must be pre-approved by LEAD where required.

X. Scheduling and Coordination

Contractor shall coordinate all work schedules with LEAD. Work may be required after school hours, weekends, or during school breaks.

XI. Site Verification

Contractor is responsible for field verification of all measurements, conditions, and site requirements prior to commencing work.

XII. Materials and Substitutions

All materials shall be new and of commercial grade unless otherwise approved.

Substitutions must be approved in writing by LEAD prior to installation.

XIII. Warranty

Unless otherwise specified, Contractor shall provide a minimum one (1) year workmanship warranty. Manufacturer warranties shall apply where applicable

XIV. Insurance

Contractor shall maintain insurance coverage as required by LEAD and shall provide certificates of insurance upon request. LEAD Public Schools shall be named as an Additional Insured where applicable.

XV. Indemnification

Contractor shall indemnify, defend, and hold harmless LEAD Public Schools, its Board, officers, employees, and agents from all claims, damages, losses, or liabilities arising from Contractor’s performance.

XVI. Ownership of Work Product

All deliverables, reports, drawings, specifications, and documentation produced under this contract shall become the property of LEAD upon acceptance and payment.

XVII. Assignment

Contractor shall not assign, transfer, or subcontract any portion of the contract without prior written consent from LEAD.

XVIII. Funding Availability

All contracts are subject to availability of funds. LEAD may reduce scope or terminate the contract without penalty if funds are not available.

XIX. Confidentiality

Contractor shall maintain confidentiality of all student, staff, and operational information in accordance with applicable privacy laws, including FERPA where applicable.

XX. Conflict of Interest

Contractor must disclose any actual or potential conflicts of interest. Failure to disclose may result in disqualification or contract termination.

XXI. Termination

• For Convenience: LEAD may terminate the contract with thirty (30) days written notice.

• For Cause: LEAD may terminate immediately for breach, failure to perform, or noncompliance.

XXII. Force Majeure

Contractor shall not be liable for failure or delay in performance due to events beyond its reasonable control, including but not limited to natural disasters, fires, floods, severe weather, labor strikes, war, pandemics, or governmental actions. The Contractor shall promptly notify LEAD and use reasonable efforts to resume performance.

XXIII. Dispute Resolution

In the event of a dispute arising under the contract, the parties shall first attempt to resolve the matter through good faith negotiations. If unresolved, the dispute shall be escalated to LEAD’s designated representative for review.

If still unresolved, either party may pursue remedies available under applicable law. Continued performance of work shall not be suspended during dispute resolution unless directed by LEAD.

XXIV. Governing Law

This contract shall be governed by the laws of the State of Tennessee. Venue for any disputes shall lie exclusively in Davidson County, Tennessee.

6. SPECIAL TERMS AND CONDITIONS

The following Special Terms and Conditions shall apply to this solicitation and any resulting contract

I. Right to Reject Proposals

LEAD Public Schools reserves the right to reject any or all proposals, waive informalities and minor irregularities, request clarification of information submitted, and accept any proposal deemed to be in the best interest of LEAD

Public Schools.

II. No Obligation to Award

Issuance of this RFP does not obligate LEAD Public Schools to award a contract, pay any costs incurred in the preparation of a proposal, or procure any goods or services described herein.

III. Contract Award

Award will be made to the responsive and responsible proposer whose proposal is determined to provide the best value to LEAD Public Schools, considering the evaluation criteria established in this RFP.

LEAD reserves the right to make a single award, multiple awards, or no award at all.

IV. Right to Negotiate

LEAD Public Schools reserves the right to negotiate pricing, terms, conditions, scope, and technical specifications with the highest-ranked proposer(s) prior to contract execution.

V. Quantities Not Guaranteed

Any quantities identified in this RFP are estimates only and do not constitute a guarantee of purchase. LEAD Public Schools reserves the right to increase, decrease, or eliminate quantities based on budget availability, enrollment changes, facility needs, or other operational requirements.

VI. Product Equivalency

Any reference to a manufacturer, model, feature, or product characteristic is intended to establish a minimum standard of quality, functionality, and performance. Equivalent products meeting or exceeding the stated requirements will be considered.

The burden of demonstrating equivalency rests solely with the proposer.

VII. New Equipment Requirement

All equipment furnished under this contract shall be new, current-production equipment. Refurbished, remanufactured, used, demonstration, or discontinued products shall not be accepted unless specifically approved in writing by LEAD Public Schools.

VIII. Delivery and Installation Requirements

The successful proposer shall coordinate all deliveries and installations with LEAD Public Schools personnel.

Work shall be scheduled to minimize disruption to instructional activities and school operations. LEAD reserves the right to require installation activities to occur after school hours, during weekends, or during school breaks.

IX. Background Checks

Any contractor personnel who may have direct access to students or work on school property during operating hours may be required to undergo criminal background screening and comply with all LEAD Public Schools visitor and safety protocols.

X. Site Verification

Proposers are responsible for verifying site conditions, dimensions, mounting requirements, electrical availability, network connectivity requirements, and any other conditions necessary for successful installation.

Failure to inspect or verify site conditions shall not relieve the contractor of responsibility for complete and functional installation.

XI. Compliance with Laws

The successful proposer shall comply with all applicable federal, state, and local laws, regulations, codes, ordinances, and licensing requirements governing the performance of the contract.

XII. Warranty Requirements

The contractor shall provide a minimum manufacturer's warranty of three (3) years covering parts, labor, and technical support.

Proposers shall clearly identify all warranty coverage, exclusions, response times, and available extended warranty options.

XIII. Ownership of Materials

All reports, documentation, configurations, training materials, project records, and other work products developed under this contract shall become the property of LEAD Public Schools upon acceptance and payment.

XIV. Indemnification

The successful proposer shall indemnify, defend, and hold harmless LEAD

Public Schools, its Board of Directors, officers, employees, and agents from and against claims, damages, losses, liabilities, costs, and expenses arising from the negligent acts, errors, omissions, or willful misconduct of the contractor, its employees, subcontractors, or agents.

XV. Non-Appropriation of Funds

Any resulting contract shall be contingent upon the availability of funds. In the event sufficient funds are not appropriated or become unavailable, LEAD

Public Schools may terminate the contract without penalty upon written notice.

XVI. Termination for Convenience

LEAD Public Schools may terminate the contract, in whole or in part, for its convenience upon thirty (30) days written notice to the contractor.

The contractor shall be compensated only for goods delivered and services satisfactorily performed through the effective date of termination.

XXV. Termination for Cause

LEAD Public Schools may terminate the contract immediately for default, breach of contract, failure to perform, failure to meet delivery schedules, or failure to comply with contract requirements.

XXVI. Assignment

The contractor shall not assign, transfer, or subcontract any portion of the contract without the prior written consent of LEAD Public Schools.

XXVII. Confidentiality

The contractor shall maintain the confidentiality of all student, employee, and operational information obtained during contract performance and shall comply with all applicable privacy laws, including FERPA where applicable.

XXVIII. Conflict of Interest

Proposers shall disclose any actual or potential conflicts of interest involving

LEAD Public Schools, its employees, Board members, or representatives.

Failure to disclose a conflict of interest may result in disqualification or contract termination.

XXIX. Tennessee Governing Law

Any resulting contract shall be governed by and construed in accordance with the laws of the State of Tennessee.

Venue for any legal action arising under the contract shall lie exclusively in the courts of Davidson County, Tennessee.

7. Communication after Issuance of RFP

I. Bidder to Review RFP

Bidders should promptly examine all of the documents comprising this RFP and may direct questions or seek additional information in writing to the RFP Contact at procurement@leadpublicschools.org on or before the Deadline for Questions. Once the Deadline for Questions has passed, proponents will not be able to send messages. No such communications are to be directed to anyone other than the RFP Contact. LEAD Public Schools is under no obligation to provide additional information, and LEAD Public Schools is not responsible for any information provided by or obtained from any source other than the RFP Contact. It is the responsibility of the Bidder’s to seek clarification from the RFP Contact on any matter it considers to be unclear. LEAD Public Schools is not responsible for any misunderstanding on the part of the Bidder’s concerning this RFP or its process.

II. All New Information to Bidder by way of Addendum

This RFP may be amended only by addendum. If LEAD Public Schools, for any reason, determines that it is necessary to provide additional information relating to this RFP, such information will be communicated to all Bidders mailto:procurement@leadpublicschools.org by addendum. Each addendum forms an integral part of this RFP and may contain important information, including significant changes to this RFP.

Bidders are responsible for obtaining all addenda issued by LEAD Public Schools.

III. Verify, Clarify, and Supplement

When evaluating proposals, LEAD Public Schools may request further information from the Bidders or third parties in order to verify, clarify, or supplement the information provided in the Bidder’s proposal, including but not limited to clarification with respect to whether a proposal meets the mandatory technical requirements. LEAD Public Schools may revisit, re-evaluate, and rescore the proponent’s response or ranking on the basis of any such information.

IV. Notification of other Bidders

Once an agreement is executed by LEAD Public Schools and a bidder, the other Bidders may be notified directly in writing and will be notified by public posting of the outcome of the procurement process.

8. Conflict of Interest and Prohibited Conduct

I. Conflict of interest

For the purposes of this RFP, the term “Conflict of Interest” includes, but is not limited to, any situation or circumstance where:

in relation to the RFP process, the proponent has an unfair advantage or engages in conduct, directly or indirectly, that may give it an unfair advantage, including but not limited to (i) having, or having access to, confidential information of LEAD Public Schools in the preparation of its proposal that is not available to other Bidders; (ii) having been involved in the development of the RFP, including having provided advice or assistance in the development of the RFP; (iii) receiving advice or assistance in the preparation of its response from any individual or entity that was involved in the development of the RFP; (iv) communicating with any person with a view to influencing preferred treatment in the RFP process (including but not limited to the lobbying of decision makers involved in the RFP process);

or (v) engaging in conduct that compromises, or could be seen to compromise, the integrity of the open and competitive RFP process or render that process non-competitive or unfair; or in relation to the performance of its contractual obligations under a contract for the Deliverables, the Bidder’s other commitments, relationships, or financial interests (i) could, or could be seen to, exercise an improper influence over the objective, unbiased, and impartial exercise of its independent judgement; or (ii) could, or could be seen to, compromise, impair or be incompatible with the effective performance of its contractual obligations.

II. Disqualification for Conflict of Interest

LEAD Public Schools may disqualify a Bidder for any conduct, situation, or circumstances, determined by LEAD Public Schools, in its sole and absolute discretion, to constitute a Conflict of Interest as defined above.

III. Disqualification of Prohibited Conduct

LEAD Public School may disqualify a Bidders, rescind an invitation to negotiate or terminate a contract subsequently entered into if LEAD Public Schools determines that the Bidder has engaged in any conduct prohibited by this RFP.

IV. Prohibited Bidder Communications

Proponents must not engage in any communications that could constitute a Conflict of Interest.

V. No Lobbying

Bidders must not, in relation to this RFP or the evaluation and selection process, engage directly or indirectly in any form of political or other lobbying whatsoever to influence the selection of the successful proponent(s).

VI. Illegal or Unethical Conduct

Bidders must not engage in any illegal business practices, including activities such as bid-rigging, price-fixing, bribery, fraud, coercion, or collusion. Proponents must not engage in any unethical conduct, including lobbying, as described above, or other inappropriate communications;

offering gifts to any employees, officers and or other representatives of LEAD Public Schools; deceitfulness; submitting proposals containing misrepresentations or other misleading or inaccurate information; or any other conduct that compromises or may be seen to compromise the competitive process provided for in this RFP.

9. Past Performance or Past Conduct

LEAD Public Schools may prohibit a supplier from participating in a procurement process based on past performance or based on inappropriate conduct in a prior procurement process, including but not limited to the following:

a) illegal or unethical conduct as described above.

The refusal of the supplier to honour its submitted pricing or other commitments; or any conduct, situation or circumstance determined by LEAD Public Schools, in its sole and absolute discretion, to have constituted an undisclosed Conflict of Interest.

10. Procurement Process Non-Binding

I. No Contract and No Claims

This procurement process is not intended to create and will not create a formal, legally binding bidding process and will instead be governed by the law applicable to direct commercial negotiations. For greater certainty and without limitation:

a) this RFP will not give rise to any Contract A–based tendering law duties or any other legal obligations arising out of any process contract or collateral contract; and neither the Bidder nor LEAD Public Schools will have the right to make any claims (in contract, tort, or otherwise) against the other with respect to the award of a contract, failure to award a contract, or failure to honor a proposal submitted in response to this

RFP.

I. No Contract until Execution of Written Agreement

This RFP process is intended to identify prospective suppliers for the purposes of negotiating potential agreements. No legal relationship or obligation regarding the procurement of any good or service will be created between the proponent and LEAD Public Schools by this RFP process until the successful negotiation and execution of a written agreement for the acquisition of such goods and/or services.

11. Cancellation

LEAD Public Schools may cancel or amend the RFP process without liability at any time.

Exhibits

Exhibit A – Scope of Services Exhibit B – Bid Pricing Proposal Form Exhibit C – Suspension and Debarment Certification Exhibit D – Non-Collusion Affidavit Exhibit E – Authorization to Release Information Exhibit F – Insurance Requirements Exhibit H – Preconditions for Award of Bid

LEAD PUBLIC SCHOOLS

EXHIBIT A

Scope of Services and Deliverables

Jazz Residency Program

1. Scope of Services

The Contractor shall provide a comprehensive, turnkey jazz residency program at LEAD

Cameron College Prep Middle School and LEAD Neely’s Bend Middle School.

The Contractor shall be responsible for the full implementation and ongoing operation of school-based jazz band programs, including instructional delivery, staffing, curriculum implementation, instrument provision, and performance coordination.

At a minimum, the Contractor shall:

1.1 Program Implementation

Establish and operate a structured jazz band program at each designated school site.

Ensure program continuity and full academic-year implementation at both locations.

1.2 Instructional Services

Provide a qualified lead instructor for all scheduled instructional periods and rehearsals.

Provide instructional support personnel as needed to ensure effective program delivery.

Deliver structured jazz instruction aligned with foundational and intermediate instrumental music standards.

1.3 Curriculum and Materials

Provide and implement a comprehensive jazz curriculum.

Supply all instructional materials, including physical and digital resources.

Ensure curriculum supports progressive skill development and ensemble performance.

1.4 Instruments and Equipment

Provide all instruments required for program implementation.

Maintain and support instruments throughout the term of the agreement.

Ensure instruments remain in usable, performance-ready condition.

1.5 Program Management and Performance Support

Coordinate student ensemble rehearsals and instruction.

Prepare students for public performances and school-based events.

Support program logistics and ongoing instructional scheduling.

2. Deliverables

The Contractor shall provide the following deliverables for each school site:

2.1 Program Delivery

Fully operational jazz band program serving up to seventeen (17) students per site.

Consistent instructional delivery in accordance with the approved school schedule.

Continuous student participation and engagement throughout the academic year.

2.2 Instructional Staff and Resources

Assigned qualified instructional staff for the duration of the contract term.

Provision of all instruments, equipment, and instructional materials required for instruction.

2.3 Student Progress and Instructional Monitoring

Ongoing student assessment and progress tracking.

Regular instructional feedback to support skill development and performance improvement.

2.4 Performance Requirements

Minimum of one (1) public performance per academic year per site.

Each performance shall include a minimum of three (3) jazz selections performed by students.

Structured rehearsal and performance preparation leading up to public events.

2.5 Reporting

Submission of an end-of-year program report for each site that includes, at a minimum:

o Student enrollment and attendance data o Summary of instructional activities o Student performance and skill development outcomes o Summary of performances conducted o Program challenges and recommendations for improvement

EXHIBIT B – Schedule of Cost Proposal Jazz Residency Program Services

Vendor Name: _______________________________________

Authorized Representative: ___________________________

Telephone: _________________________________________

Email: _____________________________________________

Instructions

Respondents shall complete the pricing table below in full. Pricing must be firm, fixed for

Year 1, and include all costs necessary to perform the Scope of Services, including but not limited to staffing, instruction, instruments, curriculum, materials, travel, and program administration.

Pricing shall include an annual escalator for Years 2 and 3, as defined in Section 4 below.

2. Cost Proposal Table

Service Location Year 1 Cost Year 2 Cost (with escalator)

Year 3 Cost (with escalator)

Total 3-Year

Cost

LEAD Cameron

College Prep

Middle School

LEAD Neely’s Bend

Middle School

3. Total Summary

Cost Category Amount

Total Year 1 Cost (Both Sites) $__________

Total Year 2 Cost $__________

Total Year 3 Cost $__________

Total Three-Year Contract Value $__________

4. Annual Escalation Provision

Respondents shall apply a fixed annual escalation rate beginning in Year 2 of the contract term.

Year 2 pricing shall not exceed Year 1 pricing plus the approved escalation rate.

Year 3 pricing shall not exceed Year 2 pricing plus the same escalation rate.

Escalation rates must be clearly stated below and will be evaluated as part of the cost proposal.

Escalation Rate (Required)

Proposed annual escalation rate (Year-over-Year): ____ % (maximum allowable:

____ % if LEAD chooses to cap)

5. Pricing Requirements

Respondents must certify that:

Year 1 pricing is fixed and all-inclusive.

Escalation applies only to Years 2 and 3 and is applied consistently across both sites.

No additional costs may be billed without prior written approval from LEAD Public

Schools.

Pricing includes all instruments, maintenance, instruction, curriculum, staffing, and program delivery.

6. Optional Services (Not Included in Evaluation)

Optional or enhanced services may be listed below and will not be included in evaluation unless explicitly requested.

Optional Service Description Annual Cost Notes

7. Cost Certification

By submitting this proposal, the Respondent certifies that all pricing is accurate, complete, and inclusive of all costs required to perform the Scope of Services, and that no additional charges will be incurred without prior written authorization from LEAD Public Schools.

EXHIBIT-C

Suspension and Debarment Certification

1. Contractor Information

Legal Business Name: __________________________________________

DBA (if applicable): __________________________________________

Address: ______________________________________________________

City, State, ZIP: ______________________________________________

Authorized Representative: _____________________________________

Title: _________________________________________________________

Phone: ________________________________________________________

Email: _________________________________________________________

2. Certification Regarding Suspension and Debarment

In accordance with Executive Orders 12549 and 12689, and the regulations implementing them (2 CFR Part 180 and 2 CFR Part 200), the Contractor hereby certifies to the best of its knowledge and belief that:

1. The Contractor and its principals are NOT presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in transactions involving federal funds by any federal department or agency.

2. The Contractor has not, within the past three years, been convicted of or had a civil judgment rendered against it for:

● Commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public or private agreement or transaction

● Violation of federal or state antitrust statutes

● Commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property

3. The Contractor is not presently indicted or otherwise criminally or civilly charged by a governmental entity with any of the offenses listed above.

4. The Contractor has not, within the past three years, had one or more public transactions terminated for cause or default.

5. If the Contractor becomes aware of any information contradicting this certification, it will immediately notify LEAD Public Schools.

3. Lower‑Tier Covered Transactions

If applicable, the Contractor agrees to require all subcontractors, vendors, and lower‑tier participants to provide the same certification before entering into any covered transaction.

4. Certification Statement

By signing below, the Contractor certifies that the statements above are true, complete, and accurate. The Contractor understands that false statements may result in penalties, including termination of contract, suspension, or debarment.

Authorized Representative:

Name: __________________________________________

Title: ___________________________________________

Signature: _______________________________________

Date: ____________________________________________

CERTIFICATE OF NON-COLLUSION

Exhibit: D

The undersigned certifies under penalties of perjury that this bid, or proposal has been made and submitted in good faith and without collusion or fraud with any other person.

As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

Name of Individual submitting bid or proposal Date:

Signature of individual submitting bid or proposal

Name of business

LEAD Public Schools Exhibit- E

AUTHORIZATION TO RELEASE INFORMATION

1. Contractor / Vendor Information

Legal Business Name: __________________________________________

DBA (if applicable): __________________________________________

Address: ______________________________________________________

City, State, ZIP: ______________________________________________

Phone: ________________________________________________________

Email: _________________________________________________________

Authorized Representative: _____________________________________

Title: _________________________________________________________

2. Purpose of Authorization

The Contractor/Vendor hereby authorizes LEAD Public Schools (the “Owner”) to obtain, verify, and review information necessary to evaluate the Contractor’s qualifications, responsibility, and eligibility to provide goods or services. This may include, but is not limited to:

● Business registration and corporate status

● Insurance coverage and claims history

● Licensing and professional certifications

● Financial stability and creditworthiness

● Past performance and references

● Criminal background checks (if applicable to scope)

● Federal and state debarment status

● Compliance with regulatory or contractual requirements

3. Authorization to Release Information

The Contractor/Vendor authorizes any individual, company, agency, or organization to release any Information requested to LEAD Public Schools in connection with this evaluation. This includes documents, records, reports, or verbal confirmations relevant to the Contractor’s business operations, performance, or compliance history.

The Contractor/Vendor further authorizes LEAD Public Schools to share this information internally with its employees, consultants, legal counsel, and evaluation committees as necessary for procurement or contract administration purposes.

4. Duration of Authorization

This authorization shall remain valid for the duration of the procurement process and, if a contract is awarded, for the duration of the contract unless revoked in writing by the Contractor/Vendor.

5. Certification and Signature

By signing below, the Contractor/Vendor certifies that:

● The information provided to LEAD Public Schools is true and complete to the best of their knowledge.

● They understand that providing false or misleading information may result in disqualification, contract termination, or other remedies permitted by law.

● They voluntarily authorize the release of information as described above.

Authorized Representative:

Name: __________________________________________

Title: ___________________________________________

Signature: _______________________________________

Date: ____________________________________________

MINIMUM INSURANCE COVERAGE REQUIREMENTS

Exhibit: F The vendor will be responsible for carrying and keeping in force the following minimum insurance coverage for the duration of the contract/project.

● The “Description” section of the COI must read as follows: LEAD Public School, its officials, officers, employees and volunteers are named as additional insured per the general liability additional insured endorsement.

● The “Certificate Holder” section of the COI must read. LEAD Public Schools, 701 Executive Center Dr, Nashville, Tennessee 37027

A. Comprehensive General Liability Insurance

1. Each Occurrence Limit $ 1,000,000/

$2,000,000

2. Tech E & O $ 2,000,000

3. Cyber Liability $ 1,000,000

4. Product/Complete Operations Aggregate

Limit

$ 1,000,000

5. Fire Damage (each occurrence) $ 1,000,000

B. Automobile Liability Insurance- Conditional

1. Combine Single Limit (each accident)

Required only if you:

o Travel Between Campuses o Transport Equipment o Use Company Vehicle

$ 1,000,000

C. Workers Compensation Insurance Statutory Limits Liability Insurance shall cover premises operations Liability Insurance shall cover premises operations and vendor’s liability, as stated above, with the following endorsements:

1. LEAD Public Schools as an additional insured under all coverage except workers compensation.

2. Thirty (30) day notice of Cancellation or material change.

If the Contractor desires to self-insure, then a COI will not be required to prove coverage. In place of the COI, the Contractor must provide a certificate of self-insurance or a letter on the Contractor's letterhead detailing its coverage, liability policy amounts, and proof of funds to reasonably cover such expenses.

Compliance with Tenn. Code Ann. § 50-6-405 and the rules of the TDCI is required for the Contractor to self-insure workers' compensation.

The vendor shall either:

1. Require each of its sub-contractors to procure and to maintain during the life of the sub-contract, Comprehensive General Liability Insurance, Automobile

Liability Insurance and Sub-contractors Workers Compensation Insurance of the type and same amounts as specified above, or

2. Insure the activity of its sub-contractors in its own policy/policies. If the coverage period shown on the Vendor’s current certificate of insurance ends during the duration of project, the Vendor must, prior to the end of the coverage period, file a new certificate of coverage with LEAD Public Schools showing that coverage has been extended.

Exhibit-H Preconditions for Award of Contract

Prior to the award of any contract resulting from this solicitation, the apparent successful proposer shall satisfy the following requirements to the satisfaction of LEAD Public Schools:

Prior to contract award and execution, the selected proposer shall satisfy the following requirements to the satisfaction of LEAD Public Schools:

1. Background Checks and Student Safety Requirements The selected proposer shall conduct comprehensive criminal background checks on all employees, contractors, instructors, teaching assistants, volunteers, and other personnel who may have direct or indirect contact with students.

The proposer shall:

Ensure all personnel assigned to LEAD Public Schools have successfully passed a criminal background check in accordance with applicable federal, state, and local laws.

Certify that no assigned personnel have been convicted of offenses that would prohibit them from working in a school environment.

Immediately remove and replace any personnel who fail to meet LEAD's student safety requirements.

Provide written certification of compliance upon request.

Maintain background check records and make such records available for audit or verification by LEAD Public Schools, as permitted by law.

2. Insurance Requirements The selected proposer shall provide certificates of insurance evidencing the following minimum coverage.

3. Business Licensing and Legal Compliance The proposer shall maintain all licenses, registrations, permits, and certifications required to perform the services contemplated under this RFP.

4. W-9 and Vendor Registration The selected proposer shall submit a completed IRS Form W-9 and any vendor onboarding documentation required by LEAD Public Schools.

5. Conflict of Interest Disclosure The proposer shall disclose any actual, potential, or perceived conflicts of interest involving LEAD Public Schools, its Board of Directors, employees, or representatives.

6. Contract Execution The proposer shall execute LEAD's standard service agreement and comply with all contract terms and conditions prior to the commencement of services.

7. Board Approval Award of any resulting contract is contingent upon approval by the LEAD Public Schools Board of Directors when required by LEAD procurement policies and approval thresholds.

8. Funding Availability Any contract award shall be subject to the availability of approved funding and annual budget appropriations.

9. Debarment and Suspension Certification The proposer shall certify that neither the organization nor any of its principals are suspended, debarred, proposed for debarment, declared ineligible, or voluntarily excluded from participation in federally funded or state-funded programs.

10. Right to Verify LEAD Public Schools reserves the right to verify any information submitted by the proposer, including references, qualifications, licenses, insurance coverage, financial capacity, and background screening compliance, prior to contract award.

Failure to satisfy any of the above preconditions may result in disqualification of the proposer or withdrawal of the notice of intent to award.