25-2548 Musical Instruments(Year 2)-bid.pdf

GREECE CENTRAL SCHOOL DISTRICT

Office of Purchasing BID #25-2548: MUSICAL INSTRUMENTS (Year 2) PAGE 2 of 18

NOTICE TO BIDDERS

MAILING/DELIVERY INSTRUCTIONS

If you are planning to submit a bid by mail, please address your bid to:

Purchasing Department (Bid#25-2548)

Post Office Box 300 North Greece, NY 14515

If you are planning to have your bid delivered by any means requiring a street address (e.g. Courier or Delivery Service), please address your bid to:

Purchasing Department (Bid#25-2548)

750 Maiden Lane Rochester, NY 14615

If you are planning to bring your bid to the Purchasing Department personally, or if you are planning to attend the bid opening, you should come to our offices, which are located on the Third Floor, West Wing, of Odyssey Academy, 750 Maiden Lane. Parking is available in the rear of the building. Enter the building through Door #5 on the farthest eastern corner of the building, go to the security desk, and follow their instructions to the Purchasing Department (Room W19).

Please allow enough time to arrive in the Purchasing Department at the specified time of the bid opening. Our offices are located several minutes from the rear parking lot.

BID #25-2548: MUSICAL INSTRUMENTS (Year 2) PAGE 3 of 18

TABLE of CONTENTS

Notice to Bidders

Notice to Bidders Mailing / Delivery Instructions

Table of Contents

Certifications and Signatures Part A Part B

Iran Divestment Certification

Bid Certifications & Non-Collusive Bidding Certification

Bid Price Form (Vendor Response Form, pages 1-8) ......................................................................7a

Bid Terms and Conditions

Termination or Suspension of the Contract

General Conditions

BID #25-2548: MUSICAL INSTRUMENTS (Year 2) PAGE 4 of 18

CERTIFICATIONS AND SIGNATURES

Bid #25-2548: MUSICAL INSTRUMENTS (Year 2)

PART A

TOTAL Bid Price: $ _____________________

Number of Items Bid: ________________

The undersigned proposes to provide all labor materials in accordance with the terms and conditions, specifications, and bid prices as stipulated in the bid document.

Further, the undersigned has read and agreed to the Bid Certification & Non-Collusion Bidding Certification attached hereto.

Company Name

Address, City, State, Zip

Authorized Signature(only ink signature) Name (typed) and Title

Telephone/Fax Numbers Date

Email Federal or Tax ID Number Please enclose a W-9 form with your bid response.

If you have any questions or comments, please email:

Buyer: Christine Viegas Email: christine.viegas@greececsd.org

BID #25-2548: MUSICAL INSTRUMENTS (Year 2) PAGE 5 of 18

PART B

Represents the discount structure for those items not contained within this bid and used within the Musical program throughout the school year.

Catalog DISCOUNT Price: _________________ %

Bidders Required Reference or Quote # on Purchase Order: _________________________

The undersigned proposes to provide all materials in accordance with the terms and conditions, specifications, and bid prices as stipulated in the bid document.

Further, the undersigned has read and agreed to the Bid Certification & Non-Collusion Bidding Certification attached hereto.

Company Name

Address, City, State, Zip

Authorized Signature (only ink signature) Name (typed) and Title

Telephone/Fax Numbers Date

Email Federal or Tax ID Number Please enclose W-9 form with your bid response.

If you have any questions or comments, please email:

Buyer: Christine Viegas Email: christine.viegas@greececsd.org

BID #25-2548: MUSICAL INSTRUMENTS (Year 2) PAGE 6 of 18

IRAN DIVESTMENT ACT FOR

Musical Instruments, Bid # 25-2548

By submitting a bid in response to this solicitation or by assuming the responsibility of a

Contract awarded hereunder, Bidder/Contractor (or any assignee) certifies that it is not on the

“Entities Determined To Be Non-Responsive Bidders/Offerers Pursuant to The New York State

Iran Divestment Act of 2012” list (“Prohibited Entities List”) posted on the OGS website at:

http://www.ogs.ny.gov/about/regs/docs/ListofEntities.pdf and further certifies that it will not utilize on such Contract any subcontractor that is identified on the Prohibited Entities List.

Additionally, Bidder/Contractor is advised that should it seek to renew or extend a Contract awarded in response to the solicitation, it must provide the same certification at the time the

Contract is renewed or extended.

During the term of the Contract, should Greece Central School District receive information that a person (as defined in State Finance Law §165-a) is in violation of the above-referenced certifications, Greece Central School District will review such information and offer the person an opportunity to respond. If the person fails to demonstrate that it has ceased its engagement in the investment activity which is in violation of the Act within 90 days after the determination of such violation, then Greece Central School District shall take such action as may be appropriate and provided for by law, rule, or contract, including, but not limited to, seeking compliance, recovering damages, or declaring the Contractor in default.

Greece Central School District reserves the right to reject any bid, request for assignment, renewal, or extension for an entity that appears on the Prohibited Entities List prior to the award, assignment, renewal, or extension of a contract, and to pursue a responsibility review with respect to any entity that is awarded a contract and appears on the Prohibited Entities list after contract award.

Signature(only ink signature)

BID #25-2548: MUSICAL INSTRUMENTS (Year 2) PAGE 7 of 18

BID CERTIFICATION & NON-COLLUSIVE BIDDING CERTIFICATION

Firm Name: ___________________________________________________________________________

Business Address: ____________________________________________________________________

Telephone Number: ______________________________ Date of Bid: ________________________

I. General Bid Certification

The bidder certifies that they will furnish, at the prices herein quoted, the materials, equipment and/or services as proposed on this bid.

II. Non-Collusive Bidding Certification

By submission of this bid proposal, the bidder certifies that they will comply with Section 103.d of the General Municipal Law as follows:

1. Statement of non-collusion in bids and proposals to political subdivision of the state. Every bid or proposal hereafter made to a political subdivision of the state or any public department, agency or official thereof where competitive bidding is required by statute, rule, regulation, or local law, for work or services performed or to be performed or goods sold or to be sold, shall contain the following statement subscribed by the bidder and affirmed by such bidder as true under the penalties of perjury.

a. By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief:

(1) The prices in this bid have been arrived at independently without collusion, consultation, communication or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor;

(2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor; and,

(3) No attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition.

b. A bid shall not be considered for award nor shall any award be made where (a)(1)(2) and (3) above have not been complied with;

provided that if in any case the bidder cannot make the foregoing certification, the bidder shall so state and shall furnish with the bid a signed statement which sets forth in detail the reasons thereof. Where (a)(1)(2) and (3) above have not been complied with, the bid shall not be considered for award nor shall any award be made unless the head of the purchasing unit of the political subdivision, public department, agency or official thereof to which the bid is made, or his designee, determines that such disclosure was not made for the purpose of restricting competition.

The fact that a bidder (a) has published price lists, rates, or tariffs covering items being procured, (b) has informed prospective customer of proposed or pending publication of new or revised price lists for such items, or (c) has sold the same items to other customers at the same prices being bid, does not constitute, without more, a disclosure within the meaning subparagraph one (a).

2. Any bid hereafter made to any political subdivision of the state or any public department, agency or official thereof by a corporate bidder for work or services performed or to be performed or goods sold or to be sold, where competitive bidding is required by statute, rule, regulation, or local law, and where such bid contains the certification referred to in subdivision one of the section, shall be deemed to have been authorized by the board of directors of the bidder, and such authorization shall be deemed to include the signing and submission of the bid and the inclusion therein of the certificate as to non-collusion as the act and deed of the corporation.

III. The bidder certifies that he is aware of, and will comply with, the provisions of the State Labor Law applicable to independent contractors regarding conditions of employment, including payment of minimum wages, if this bid results in a labor and material type construction contract.

Signature: ___________________________________________ (only ink signature)

Title: ________________________________________________

Bid #25-2548: Musical Instruments (Year 2)

Page 7a - 1 of 4

GCSD

Item # Item Description/Specification UOM Qty

Reported Bid

Unit Price Total Bid As

Specs?

Y or N

Estimated Delivery Date Vendor Reference Variance

MUS-101A

BARITONE Bb (Horn) with CASE & MOUTHPIECE Mfg Name: Eastman or EQUAL Model #: EBH311 Specs: Student lever; Body Material: Lacquered Brass;

Material & Finish:Epoxy Lacquered; Mouthpiece: Eastman;

Leadpipe: Rose Brass; Bore Size:.504"; Instrument Weight:

medium; Valves / Pistons: 3 top action valves with stainless steel pistons; Key Buttons: Pearl Caps; Bell Material: Hand Spun yellow brass bell with wire rim and torch annealed bell tail: Bell Size: 8 3/8” upright bell; Additional Features: Lever water key; Case: Eastman ABS Protective Case Accessories Included Durable ABS Case, Valve oil, Polishing Cloth, and name tag

EA 7 -$

MUS-102A

CLARINET BASS Bb with CASE & MOUTHPIECE Mfg Name: Giardinelli OR EQUAL Model #: GCL-300 Specs: Student; ABS body; Undercut tone holes; .580" bore;

65 mm barrel; Nickel-plated nickel silver keys; Offset trill;

Nickel silver bell ring; Adjustable thumb rest with neck strap;

Boehm key system; Valentino pads Molded ABS; Individual G#/A mounting; Includes: standard case & mouthpiece

EA 5 -$

MUS-110B

FLUTE with CASE & MOUTHPIECE Mfg Name: Prelude OR EQUAL Model #: PFL111E Specs: Student concert; Key type: plateau (closed hole); Key system: Offset G; Mechanism: Split E; Case: hardshell.

EA 10 -$

MUS-111B

TRUMPET, Bb with CASE & MOUTHPIECE Mfg Name: Yamaha OR EQUAL Model #: YTR-2330 Specs: Key:Bb; Bell Material:Two piece, Yellow brass; Bell Diameter:123mm (4-7/8"); Bore Size: ML 11.65mm (0.459");

Weight Medium; Finish: Gold lacquer; Mouthpiece:TR-11B4 Includes: standard case & mouthpiece

EA 4 -$

MUS-111C

TRUMPET, Bb with CASE & MOUTHPIECE Mfg Name: Eastman OR EQUAL Model #: ETR221 Specs: begginers; Key of Bb, .454” medium large bore;

Handspun and hand-graduated yellow brass bell; Wire-reinforced bell, torch-annealed bell tail; Nickel-silver outer slides; Epoxy lacquer finish; Eastman 7C mouthpiece and ABS molded case

EA 2 -$

VENDOR RESPONSE FORM Vendor Name:

PLEASE TYPE YOUR RESPONSE

BRASS & WOODWIND

Bid #25-2548: Musical Instruments (Year 2)

Page 7a - 2 of 4

GCSD

Item # Item Description/Specification UOM Qty

Reported Bid

Unit Price Total Bid As

Specs?

Y or N

Estimated Delivery Date Vendor Reference Variance

VENDOR RESPONSE FORM Vendor Name:

PLEASE TYPE YOUR RESPONSE

MUS-113B

TROMBONE - TENOR with CASE & MOUTHPIECE Mfg Name: Eastman OR EQUAL Model #: ETB221 Specs: student level; Key of Bb; Body Material: Lacquered Brass; Material & Finish: Epoxy Lacquered; Mouthpiece: A.

Eastman; Leadpipe: Lacquered Brass; Bore Size: .500" Medium Bore; Instrument Weight: medium; Inner Slide: Hand matched: Outer Slide: Hand matched nickel-silver outer slide;

Bell Material: Handspun yellow brass bell with wire rim and torch annealed bell tail; Bell Size: 8"; Case: ABS molded case;

Accessories: Durable ABS Case, Mouthpiece, Slide oil, Polishing cloth, and Name Tag

EA 12 -$

MUS-800

BASSOON with CASE Mfg Name: Selmer OR EQUAL Model #: 1432B Specs: Level: Student beginning; Body: Resonite; Bocal: #0 and #1; Mechanism: Heckel System, high C Key, F# trill, large ring A and C#-D# trills, rollers for C#-D# and F-Ab; Leather pads; Case Style: Wood Case

EA 1 -$

MUS-900

OBOE with CASE Mfg Name: Leblanc OR EQUAL Model #: LOB211S Specs: Level: debut student; Key system: modified conservatory; Body material: Reo-tone resin; Key finish: Silver-plated; Thumb rest: adjustable; Tone holes: undercut; Springs:

stainless stell; Case Style: French harshell Case

EA 1 -$

MUS-1000

PERCUSSION LEARNING CENTER with ROLLING CART Mfg Name: Pearl OR EQUAL Model #: PEA-PL910C Specs: learning center to include: 13?×3.5? Wood Snare with Black Covered Finish; 2.5 Octave Bells (F5–C8); 8? Tunable Practice Pad; PKB-32 Bell and Pad Stand; S-70A Snare Basket; Mallets with 25mm Heads and Wood Handles; Snare Drum Sticks; Music Rack; Nylon Carrying Case with Wheels

EA 7 -$

PERCUSSION

Bid #25-2548: Musical Instruments (Year 2)

Page 7a - 3 of 4

GCSD

Item # Item Description/Specification UOM Qty

Reported Bid

Unit Price Total Bid As

Specs?

Y or N

Estimated Delivery Date Vendor Reference Variance

VENDOR RESPONSE FORM Vendor Name:

PLEASE TYPE YOUR RESPONSE

MUS-119E

BASS 1/8 - with CASE & BOW Mfg Name: Shen OR EQUAL Model #: SB80 Specs: Body: Top Material: Maple veneer, Back Material:

Maple veneer, Ribs: Maple veneer, Purfling: Painted, Varnish:

Lacquer - Neck: Maple D Neck, Fingerboard: Ebony, Tuning Machines: Standard Individual Machines, Accessories: Endpin:

Shen composite plug with 10mm rod, replaceable screw-on tip, Tailpiece: Dyed maple Hill style.

Includes: standard case

EA 4 -$

MUS-120A

CELLO 1/2 with CASE & BOW Mfg Name: Etude OR EQUAL Model #: EC10012OF Specs: Student; Top: Laminated Spruce; Back & Sides:

Laminated Maple; Neck: Solid Maple with Oiled Finish;

Fingerboard: Ebonized Hard Wood; Fittings: Ebonized Hard Wood; Tailpiece: Composite; Pegs: Standard; Bridge: Maple;

Purfling: Drawn; Strings: Steel Core; Finish: Warm Brown;

Bow: Brazilwood;

EA 2 -$

MUS-120B

CELLO 1/4 with CASE & BOW Mfg Name: Etude OR EQUAL Model #: EC10014OF Specs: Student; Top: Laminated Spruce; Back & Sides:

Laminated Maple; Neck: Solid Maple with Oiled Finish;

Fingerboard: Ebonized Hard Wood; Fittings: Ebonized Hard Wood; Tailpiece: Composite; Pegs: Standard; Bridge: Maple;

Purfling: Drawn; Strings: Steel Core; Finish: Warm Brown;

Bow: Brazilwood;

EA 3 -$

MUS-123A

VIOLA - 11" - with CASE & BOW Mfg Name: Eastman or EQUAL Model #: VA80SBC Specs: entry level; Finish: High-Gloss Varnish; Fingerboard:

Ebony; Top: Spruce; Back/Ribs: Maple; Purfling: Genuine Hand-inlaid; Bridge: Despiau; Fittings: Ebony; Pattern:

Stradivari

EA 4 -$

MUS-123B

VIOLA - 13" - with CASE & BOW Mfg Name: Eastman or EQUAL Model #: VA80SBC Specs: entry level; Finish: High-Gloss Varnish; Fingerboard:

Ebony; Top: Spruce; Back/Ribs: Maple; Purfling: Genuine Hand-inlaid; Bridge: Despiau; Fittings: Ebony; Pattern:

Stradivari

EA 2 -$

STRING

Bid #25-2548: Musical Instruments (Year 2)

Page 7a - 4 of 4

GCSD

Item # Item Description/Specification UOM Qty

Reported Bid

Unit Price Total Bid As

Specs?

Y or N

Estimated Delivery Date Vendor Reference Variance

VENDOR RESPONSE FORM Vendor Name:

PLEASE TYPE YOUR RESPONSE

MUS-123C

VIOLA - 14" - with CASE & BOW Mfg Name: Eastman or EQUAL Model #: VA80SBC Specs: entry level; Finish: High-Gloss Varnish; Fingerboard:

Ebony; Top: Spruce; Back/Ribs: Maple; Purfling: Genuine Hand-inlaid; Bridge: Despiau; Fittings: Ebony; Pattern:

Stradivari

EA 3 -$

MUS-138C

VIOLIN - 1/2 - with CASE & BOW Mfg Name: Knilling or EQUAL Model #: 110VN12-1 Specs: Level: begginers; Finish: Nitrocellulose Lacquer; Top Material: Carved Spruce; Back & Sides Material: Carved Maple; Purfling: Inlaid; Neck Material: Maple; Fingerboard Material: Ebony; Pegs:Ebony; Nut Material: Ebony; Bridge Material: Maple; Tailpiece: Composite with Four Built-in Tuners Composite with Four Built-in Tuners; Strings: D'Addario Prelude Steelcore; Bow: Brazilwood with horsehair; Case/Gig Bag: Deluxe Gear Shaped Case

EA 3 -$

MUS-138D

VIOLIN - 1/4 - with CASE & BOW Mfg Name: Knilling or EQUAL Model #: 110VN14-1 Specs: Level: begginers; Finish: Nitrocellulose Lacquer; Top Material: Carved Spruce; Back & Sides Material: Carved Maple; Purfling: Inlaid; Neck Material: Maple; Fingerboard Material: Ebony; Pegs:Ebony; Nut Material: Ebony; Bridge Material: Maple; Tailpiece: Composite with Four Built-in Tuners Composite with Four Built-in Tuners; Strings: D'Addario Prelude Steelcore; Bow: Brazilwood with horsehair; Case/Gig Bag: Deluxe Gear Shaped Case

EA 4 -$

MUS-140A

VIOLIN - 4/4 - with CASE & BOW Mfg Name: Knilling or EQUAL Model #: 110VN44-1 Specs: Level: begginers; Finish: Nitrocellulose Lacquer; Top Material: Carved Spruce; Back & Sides Material: Carved Maple; Purfling: Inlaid; Neck Material: Maple; Fingerboard Material: Ebony; Pegs:Ebony; Nut Material: Ebony; Bridge Material: Maple; Tailpiece: Composite with Four Built-in Tuners Composite with Four Built-in Tuners; Strings: D'Addario Prelude Steelcore; Bow: Brazilwood with horsehair; Case/Gig Bag: Deluxe Gear Shaped Case

EA 1 -$

0 Total -$

Bid Items Total Count = 18

Total Number of Items Bidded

Please transfer totals to Page 4 of Bid Package

BID #25-2548: MUSICAL INSTRUMENTS (Year 2) PAGE 8 of 18

BID TERMS & CONDITIONS

ACCEPTANCE

The attached Acceptance Copy, Bid Certification & Non-Collusive Bidding Certification, and General Municipal Law Certificate shall be signed and returned by the Contractor with their bid response. Receipt by the School District of the signed Acceptance Copy or the initiation of performance under the Contract shall constitute acceptance of the Contract by the Contractor, including all of the terms and conditions herein.

This Contract expressly limited acceptance to the terms stated herein. Any additional or different terms proposed by the Contractor are rejected unless expressly agreed to in writing by an authorized representative of the School District.

BID AWARD

The Board of Education reserves the right to award the contract(s) by item, any combination of items therein, or in total, to the lowest responsible and responsive bidder(s) meeting all of the specifications. The Board of Education further reserves the right to reject any or all bids if deemed to be in the best interest of the District.

BID FORMS

Each bidder has been provided with a complete set of bid forms. All bids must be submitted on District forms, signed, and returned with unit prices, extensions, and the total value of the bid. Any correspondence referring to the bid must include the District's bid number 25-2548.

BID SPECIFICATIONS

This contract is for purchasing various musical instruments for the music programs within the Greece Central School District. Purchases from this bid will include brass, percussion, string, and woodwind instruments.

All pricing for the instruments must include appropriate cases, covers, and accessories. All instruments must be ready to play.

BIDDER INFORMATION

Items must be clearly labeled as to item and weight. Purchase orders with attached delivery instructions will be mailed or emailed to the successful bidder(s), and payment will be made according to district policy.

BILLING/INVOICES

All invoices from this contract must contain the bid number, purchase order number, quantity, description, unit price, and extension. The invoices should be emailed to AP@greececsd.org. (See also Payments).

BRAND REFERENCE

Unless specifically indicated, the brands specified herein are provided to establish the quality level desired.

Whenever an item is defined by using the name or catalog number of a manufacturer or supplier, the term "or equal," if not inserted, will apply. Bidders must identify all items to be supplied by manufacturer or brand name and manufacturer item number if different from the specified brand or when a brand is not specified.

(See also Specification Alteration).

CHANGES

Should the school District at any time during the progress of the work require or permit any alterations of, deviations from, additions to, or omissions from the contract, specifications, or plans, the school District shall have the right to make such changes. The same shall in no way injuriously affect or make void the contract but should be added to or deducted from the amount of the contract price, as the case may be, by a fair and reasonable valuation.

BID #25-2548: MUSICAL INSTRUMENTS (Year 2) PAGE 9 of 18

Except as otherwise provided in this Contract, no alteration of, deviations from, additions to, or omissions from the Contract, specifications, or plans shall be made unless such change is authorized in writing by an authorized representative of the school District.

CONTRACT TERM

The contract will start June 1, 2025, and run through June 30, 2026.

CONTRACT TERMINATION

If the successful bidder fails, after seven (7) days of written notice, to supply enough properly skilled workmen or proper materials, or fails to prosecute the work to assure completion pursuant to contract terms, or shall in any other respect breach his contract, the District may terminate the contract without further notice to the contractor. Any and all costs, damages, and other expenses incurred by the District as a result of this action shall be the direct liability of the successful bidder.

DELETIONS AND ADDITIONS

The District reserves the right to add/delete related items to this contract upon mutual written consent of each party.

DELIVERY

All deliveries are to be F.O.B. Greece Central School District and delivered at ground level between 8:00 a.m. and no later than 2:30 p.m. Delivery to be made to one or more of the following Greece Central School District’s locations, as specified by the Purchase Order:

• BS Brookside Elementary School, 1144 Long Pond Road, 14626

• BH Buckman Heights Elementary School, 550 Buckman Road, 14615

• CH Craig Hill Elementary School, 320 W. Craig Hill Drive, 14626

• LS Lakeshore Elementary School, 1200 Latta Road, 14612

• LR Longridge Elementary School, 190 Longridge Avenue, 14616

• PH Paddy Hill Elementary School, 1801 Latta Road, 14612

• PB Pine Brook Elementary School, 2300 English Road, 14616

Prompt shipment is required upon receipt of the Purchase Order (PO), with a maximum delivery timeframe of sixty (60) days from the order date, unless otherwise specified. If the successful bidder fails to deliver as ordered, within the time specified, or within a reasonable time as interpreted by the school district or fails to make replacement of rejected articles when so requested immediately or as directed by the school district, the school district may purchase from other sources to take the place of the item rejected or not delivered. On all such purchases, the successful bidder agrees to reimburse the school District promptly for the excess costs occasioned by the purchases. Should the cost be less, the successful bidder shall have no claim to the difference. Such purchases will be deducted from the contract quantity.

EXCEPTIONS

Any exceptions to this bid must be in writing and attached to the Bid Proposal.

EXECUTORY CLAUSE

This contract shall be deemed executory only to the extent of the monies appropriated and available for the purpose of the contract, and no liability on account thereof shall be incurred by the purchaser beyond the amount of such monies. It is understood that neither this contract nor any representation by any public employee or officer creates any legal or moral obligation to request, appropriate, or make available monies for the purpose of the contract.

BID #25-2548: MUSICAL INSTRUMENTS (Year 2) PAGE 10 of 18

FORCE MAJEURE

The Contractor shall not be held responsible for any losses resulting if the fulfillment of the terms of the contract shall be delayed or prevented by wars, acts of public enemies, strikes, fires, floods, or acts of God, or for any other acts not within the control of the Contractor and which by the exercise of reasonable diligence they are unable to prevent.

GOVERNING LAW

Any dispute arising under this Contract shall be governed by the law of the State of New York, County of Monroe, Town of Greece. Any litigation under this Contract, if commenced by the Contractor, shall be brought in a Court of competent jurisdiction in the State of New York. However, if the New York law does not cover the issue in dispute or if there is a conflict between New York law and Federal law, i.e., decisions of the Federal courts, regulations, and statutes, the New York court shall apply the Federal law. Pending the resolution of any dispute, the Contractor shall proceed as directed by the School District in writing.

INDEMNIFICATION

To the fullest extent permitted by law, the Contractor shall indemnify and hold harmless the School District from and against claims, damages, losses, and expenses, including but not limited to attorney's fees, arising out of or resulting from the performance of contracted services, provided that such claim, damage, loss or expense is attributed in whole or in part by negligent acts or omissions of the Contractor, his subcontractor, anyone directly or indirectly employed by them or anyone for whose acts they may be liable, regardless of whether or not such claim, damage, loss or expense is caused in part by a party indemnified hereunder.

INQUIRIES

For general questions, please contact: Christine Viegas, Buyer Christine.viegas@greececsd.org

INSURANCE REQUIREMENTS

The Contractor shall procure and maintain, at his own expense throughout the contract term, insurance for liability for damages imposed by laws for the kinds and amounts stated herein. The issuing insurance companies must be authorized by the New York State Insurance Department to issue coverage(s) within New York State. All aspects of the contract must be covered. The amounts stated herein are minimum requirements.

KEY EVENTS / DATES

Date Time Bid Release March 28, 2025 Closing Date for Inquiries April 17, 2025 noon Bid Opening April 22, 2025 1:30 pm Time Estimates/Goals:

Contract Award (Board Meeting) May 27, 2025 Contract Term June 1, 2025 through June 30, 2026

NEW YORK STATE SEXUAL HARASSMENT LAWS

By submission of this Bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that the bidder has and has implemented a written policy addressing sexual harassment prevention in the workplace and provides annual sexual harassment prevention training to all of its employees. Such policy shall, at a minimum, meet the requirements of section two hundred one-g of the NYS labor law. A model policy and training has been created by the NYS Department of Labor and can be found here:

https://www.ny.gov/programs/combating-sexual-harassment-workplace.

BID #25-2548: MUSICAL INSTRUMENTS (Year 2) PAGE 11 of 18

NON-ASSIGNMENT

It is mutually understood and agreed that the Contractor shall not assign, transfer, convey, sublet, or otherwise dispose of the Contract or his right, title, or interest therein, or his power to execute such Contract, to any other person, company, or corporation, without the previous written consent of the school District.

ORDER OF PRECEDENCE

Should a contradiction appear within this bid document, the following order of precedence shall prevail:

1. Bid Terms and Conditions

2. Bid Specifications

3. General Conditions

4. Purchase Order Conditions

PAYMENTS

Payment will be made only upon receipt of the complete order and correct presentation of claim forms or invoices as may be required.

Payments of any claim or invoice shall not preclude the school District from making a claim for adjustments on any item found not to have been in accordance with the contract specifications.

(See also Billing/Invoices).

PLAYABILITY

The bidder, prior to shipment to the school district, must check all musical instruments and related accessories to ensure proper regulation, playability, and excellent condition. In the event that an instrument and/or related accessories are received by the school district and are found to be not properly regulated, not playable, or in an unsatisfactory condition, the identified item will be sent to the local authorized dealer in the Rochester, NY area for set-up. All related costs incurred by the school district will be billed to and borne by the original bidder.

PRICES

All bid prices will be firm for ninety (90) days after the bid opening for contract adoption. Contract prices are firm for the contract period.

All bid prices shall be net prices; F.O.B. destination and delivered at ground level.

PROGRESS AND COMPLETION

Time limits stated in the Contract are of the essence of the Contract. By acceptance of the Contract, the Contractor confirms that the contract time is a reasonable period for performing the work and agrees to complete the work within the time limits specified.

PURCHASE ORDERS

The receipt of a Purchase Order will direct delivery of contract goods/services only. Non-contract goods/services are prohibited and will not be paid by the District. Only the Purchasing Agent or designee, prior to delivery, may authorize exceptions.

QUALIFICATIONS

The successful bidder must be prepared to present satisfactory proof of his ability to fulfill the contract terms (e.g., inventory, facility inspection, references, etc.). The successful bidder must be able to provide the District, at no cost, a qualified person to inspect our facilities and provide information to determine the proper application of contract items.

BID #25-2548: MUSICAL INSTRUMENTS (Year 2) PAGE 12 of 18

QUANTITIES

All quantities listed herein are the estimated total requirements. They should not be construed to represent guaranteed maximum or minimum quantities to be ordered during the contract period. The District will order as needed throughout the contract term.

SAMPLES

Samples are to be provided where noted in the bid document and/or upon request for “equivalent” determination. If the bidder is unable to provide a sample, the bidder will be disqualified as a participating bidder. The district reserves the right to request samples prior to ordering.

SPECIFICATION ALTERATION

Bidder must identify all items that differ from description specifications by the manufacturer, brand name, catalog, and page number. If a substitution is made on any item, it will be considered an alternate. All alternates must have complete documentation to be considered.

Whenever using a name or catalog number of a manufacturer or vendor specifies an item or equipment, the term "or equal," if not inserted, shall be implied. The decision of the District as to whether an alternate or substitution is, in fact, "equal" shall be final.

UNCONTEMPLATED PURCHASES

The District reserves the right to negotiate lower pricing or to request, via separate bid, any unanticipated excessive purchase.

WAGE RATES

The contractor shall be compensated for work performed under this contract in accordance with provisions of the New York State Labor Law. All wages paid are to be in accordance with wage schedules established by the New York State Labor Department. Unless there is an increase in these schedules, the contractor's unit prices shall remain firm for the contract term.

WARRANTY

The Contractor warrants to the School District that (1) materials and equipment furnished under this Contract will be of good quality and new unless otherwise required or permitted by the Contract, that (2) the work will be free from defects not inherent in the quality required or permitted, that (3) the work will conform with requirements of the Contract, and that (4) all deliveries will be equal to the accepted bid specification and/or sample.

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TERMINATION OR SUSPENSION OF THE CONTRACT

1.1 Termination by the Owner for Cause

1.1.1 The Owner may terminate the Contract if the Contractor

.1 refuses or fails to supply enough properly skilled workers or proper materials or equipment to complete the Work in a diligent, efficient, timely, workmanlike, skillful, and careful manner;

.2 fails to make payment to Subcontractors for materials or labor in accordance with the respective agreements between the Contractor and the Subcontractors;

.3 disregards applicable laws, statutes, ordinances, codes, rules and regulations, or lawful orders of a public authority;

.4 otherwise is guilty of substantial breach of or default under a provision of the Contract

Documents;

.5 is substantially behind schedule as determined by the Owner;

.6 breaches any warranty made by the Contractor under or pursuant to the Contract Documents;

.7 fails to furnish the Owner with assurances satisfactory to the Owner evidencing the Contractor’s ability to complete the Work in compliance with all requirements of the Contract Documents;

.8 fails after commencement of the Work to proceed continuously with the construction and completion of the Work for more than 10 days, except as permitted under the Contract Documents;

.9 fails or neglects to progress the Work in such a manner as to reasonably assure the completion of the Work with the Contract Time or in accordance with the Construction Schedule;

.10 refuses or fails to correct deficient Work performed by it;

.11 the Contractor’s progress of the Work is such that Substantial and/or Final Completion will not be achieved on or before the required completion dates, provided that the Contractor is not then entitled to an extension of Contract Time; or

.12 disregards the instructions of the Owner (when such instructions are based on the requirements of the Contract Documents).

1.1.2 When any of the reasons described in Section 1.1.1 exist, the Owner may, without prejudice to any other rights or remedies of the Owner and after giving the Contractor and the Contractor’s surety, if any, seven days’ notice, terminate employment of the Contractor and may, subject to any prior rights of the surety:

.1 Exclude the Contractor from the site and take possession of all materials, equipment, tools, and construction equipment and machinery thereon owned by the Contractor;

.2 Accept assignment of subcontracts; and

.3 Finish the Work by whatever reasonable method the Owner may deem expedient. Upon written request of the Contractor, the Owner shall furnish to the Contractor a detailed accounting of the costs incurred by the Owner in finishing the Work.

1.1.3 When the Owner terminates the Contract for one of the reasons stated in Section 1.1.1, the Contractor shall not be entitled to receive further payment until the Work is finished.

1.1.4 If the unpaid balance of the Contract Sum exceeds costs of finishing the Work, and other damages incurred by the Owner and not expressly waived, such excess shall be paid to the Contractor. If such costs and damages exceed the unpaid balance, the Contractor shall pay the difference to the Owner, and this obligation for payment shall survive termination of the Contract.

.1 The costs of finishing the Work also include, without limitation, all reasonable attorneys’ fees incurred in responding to the default and enforcing the Owner’s rights under the Contract Documents, additional title costs, insurance, additional interest because of any delay in completing the Work, and all other direct and indirect and consequential damages incurred by the Owner by reason of the termination of the Contractor as stated herein.

1.1.5 If the Owner wrongfully terminates the Contract for cause, the rights and obligations of the parties will be the same as if the Owner had terminated the Contract for convenience under Section 2.1.

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1.1.6 In the event that the Contractor, or the Contractor’s surety, challenges the Owner’s termination of the Contract for Cause, and the Owner prevails in litigation in connection with such challenge, whether initiated by the Owner or by the Contractor and/or the Contractor’s surety, the Owner shall be entitled to its costs, including reasonable attorney’s fees, incurred as a result of such litigation, as part of any judgment against the Contractor and/or the Contractor’s surety. Such costs, including reasonable attorney’s fees, shall be deemed a cost of finishing the Work.

2.1 Suspension by the Owner for Convenience

2.1.1 The owner may, without cause, order the Contractor in writing to suspend, delay or interrupt the Work, in whole or in part for such period of time as the Owner may determine.

2.1.2 The Contract Sum and the Contract Time shall be adjusted for increases in the cost and time caused by suspension, delay, or interruption under Section 2.1.1. Adjustment of the Contract Sum shall include profit. No adjustment shall be made to the extent:

.1 that performance is, was, or would have been, so suspended, delayed, or interrupted, by another cause for which the Contractor is responsible; or

.2 that and equitable adjustment is made or denied under another provision of this Contract.

3.1 Termination by the Owner for Convenience

3.1.1 The Owner may, at any time, terminate the whole or any portion of the Contract for the Owner’s convenience and without cause upon not less than seven (7) days’ written notice to the Contractor.

Notwithstanding any other provision to the contrary in the Contract, the Owner reserves the right at any time and in its absolute discretion to terminate the services of the Contractor and/or the Work by giving written notice to the Contractor. This termination for convenience of the Owner provision allows and authorizes the Owner to terminate this Contract at any time and for any reason whatsoever. This right may be exercised by the Owner in its complete discretion. Termination by the Owner under this Section shall be by Notice of Termination delivered to the Contractor specifying the extent of termination and the effective date.

3.1.2 Upon receipt of written notice from the Owner of such termination for the Owner’s convenience, the Contractor shall immediately and in accordance with instructions from the Owner:

.1 cease operations as directed by the Owner in the notice;

.2 take actions necessary, or that the Owner may direct, for the protection and preservation of the Work;

.3 except for Work directed to be performed prior to the effective date of termination stated in the notice, terminate all existing subcontracts and purchase orders and enter into no further subcontracts and purchase orders; and

.4 proceed to complete the performance of the Work required under portions of the Contract not terminated, if any.

3.1.3 Upon receipt of written notice of the Owner’s exercise of such termination, the Contractor shall be entitled to, and the Owner shall reimburse the Contractor for, an equitable portion of the Contractor’s fee based on the portion of the Work completed before the effective date of termination and for items properly fabricated off-site, delivered and stored in accordance with the Owner’s instructions or the Contract Documents before such effective date. The Contractor’s entitlement to payment for all such work shall be predicated on its performance of such work in accordance with the Contract Documents. The Contractor shall be entitled to no other payment and waives any claim for damages including, but not limited to, lost profits, any prospective loss, underutilization of personnel or equipment, unabsorbed overhead, and any and all items of consequential loss or damage. The Owner shall be entitled to credit against any payment to be made to the Contractor pursuant to this Section 2.1 the following: (1) payments previously made to the Contractor for the terminated portion of the Work; (2) claims which the Owner has against the Contractor under the Contract Documents; and (3) the value of the materials, supplies, equipment, or other items that are to be disposed of by the Contractor, the cost of which is included in the Contract Sum. Notwithstanding the foregoing, in the event of a termination under Section 2.1.1 prior to the issuance of a Notice to Proceed, the Contractor shall not be entitled to any compensation whatsoever.

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GENERAL CONDITIONS

All invitations to bid issued by the Greece Central School District will bind bidders and successful bidders to the conditions and requirements set forth in these general conditions, and such conditions shall form an integral part of each purchase contract awarded by the school district.

DEFINITIONS

"School District" - Shall refer to the Greece Central School District.

"Notice to Bidders" - A formal statement which, when issued by the school district, constitutes an invitation to bid on the materials, supplies, and equipment described by the specifications.

"Board" - Shall refer to the Board of Education of the Greece Central School District.

"Bid" - An offer to furnish materials, supplies, and/or equipment in accordance with the invitation to bid, the general conditions, special instructions, and the specifications.

"Bid Offer" - The form on which the bidder submits his bid.

"Bidder" - Any individual, company, or corporation submitting a bid.

"Contract" - A notice to the successful bidder by the issuance of a purchase order; also all documents relating to the transaction, including, but not limited to, the bid offer of the successful bidder, notice to bidders, general information, general conditions, special instructions, specifications, notice of award, bid proposal certifications;

also a formal document signed by the successful bidder and the school district representative.

"Successful Bidder" - Any bidder to whom an award is made by the school district.

"Contractor" - Any bidder to whom a contract award is made by the Board of Education.

"Specification" - Description of materials, supplies, and/or equipment and the conditions for its purchase.

BIDS

1. The date, time, and place of bid opening has been given in the Notice to Bidders.

2. All bids must be submitted on bid offer forms and in accordance with instructions provided.

3. All bids received after the time stated in the Notice to Bidders will not be considered and the bidders will be so notified. The bidder assumes the risk of any delay in the mail or in the handling of the mail by employees of the school district. Whether sent by mail or by means of personal delivery, the bidder assumes responsibility for having his bid deposited on time at the place specified.

4. All information required by Notice to Bidders, General Conditions, Specifications and Bid Offer, in connection with each item against which a bid is submitted, must be given to constitute a regular bid.

5. The non-conclusive bidding certification must be signed and included with each bid as required by General Municipal Law, Section 103-d.

6. The submission of a bid will be construed to mean that the bidder is fully informed as to the extent and character of the supplies, materials or equipment required and a representation that the bidder can furnish the supplies, materials or equipment satisfactorily in complete compliance with the specifications.

7. No alteration, erasure, or addition is to be made in the typewritten or printed matter. Deviations from the specifications must be set forth in space provided in bid for this purpose.

8. Prices and information required should be typewritten for legibility. Illegible or vague bids may be rejected. All signatures must be written. Facsimile, printed or typewritten signatures are not acceptable.

9. Sales to school districts are not affected by any fair trade agreements (General Business Law, Section 369-a sub 3).

10. No charge will be allowed for Federal, State or municipal sales and excise taxes since the school district is exempt from such taxes.

The price bid shall be net and shall not include the amount of any such tax. The purchase order issued by the District is the only evidence needed to substantiate tax exempt status.

11. In all specifications, the words "or equal" are understood after each article giving manufacturer's name or catalog reference, or on any patented article. The decision of the school district as to whether an alternate or substitution s in fact "equal" shall be final. If bidding on items other than those specified, bidder must in every instance give the trade designation of the article, manufacturer's name, and detailed specifications of item they propose proposes to furnish. Otherwise, bid will be construed as submitted on the identical item as specified.

12. Bids on equipment must be on standard new equipment, of latest model, and in current production, unless otherwise specified.

13. All regularly manufactured stock electrical items must bear the label of the Underwriters' Laboratories, Inc.

14. When bids are requested on a lump-sum basis, bidder must bid on each item in the lump-sum group. A bidder desiring to bid "no charge" on an item in a group must so indicate; otherwise, bid for the group may be rejected.

15. All prices quoted must be "per unit" as specified; e.g. do not quote "per case" when "per dozen" is requested, otherwise, bid may be rejected.

16. Bidder must insert the price per unit and the extensions against each item in his bid. In the event of a discrepancy between the unit price and the extension, the lower of the prices will govern. Prices shall be extended in decimals, not fractions, to more than two (2) significant pieces.

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17. Prices shall be net, including transportation and delivery charges fully prepared by the successful bidder to designation indicated in the Instructions to Bidders. If award is made on any other basis, transportation charges must be prepaid by the successful bidder and added to the invoice as a separate item. In any case, title shall not pass until items have been delivered and accepted.

18. All bids must be received in sealed, plain, opaque envelopes. Bid number and vendor name must be written or typed on the bid envelope.

19. No interpretation of the meaning of the specifications or other contract document will be made to any bidder orally. Every request for such interpretation should be in writing, addressed to the school district, not later than five (5) days prior to the date fixed for the opening of bids. Notice of any and all such interpretations and supplemental instructions will be sent to all bidders of record by the school district in the form of addenda to the specifications. All addenda so issued shall become a part of the contract documents.

SAMPLES

20. All specifications are minimum standards, and accepted bid samples do not supersede specifications for quality unless bid sample is superior, in which case deliveries must be the same identity and quality as accepted bid sample.

21. The school district reserves the right to request a representative sample of the item quoted upon either prior to the award or before shipments are made. If the sample is not in accordance with the requirements of the specification, the school district may reject the bid, or, if award has been made, cancel the contract at the expense of the successful bidder.

22. Samples, when required, must be submitted strictly in accordance with instructions, otherwise, bid may not be considered. If samples are requested subsequent to bid opening, they shall be furnished free of charge and must e accompanied by descriptive memorandum invoices indicating if the bidder desires their return and specifying the address to which they are to be returned provided they have not been used or made useless by tests. Award samples may be held for comparison with deliveries. The school district will not be responsible for any samples destroyed or mutilated by examination or testing. The bidder at his expense shall remove samples. Samples not removed within fifteen (15) days after written notice to the bidder will be regarded as abandoned and the school district shall have the right to dispose of them as its own property.

23. When a specification indicates that an item to be purchased is to be equal to a sample, such sample will be on display at a designated location in the school district. Failure on the part of the bidder to examine sample shall not entitle him to any relief from the conditions imposed in the proposal, specifications, etc.

AWARD

24. The school district reserves the right to reject all bids. Also reserved is the right to reject, for cause, any bid in whole or in part, to waive technical defects, qualifications, irregularities, and omissions if in its judgment the best interests of the district will be served. Also reserved is the right to reject bids and to purchase items on State or County contracts if such items can be obtained on the same terms, conditions, specifications, and at a lower price.

25. Awards will be made to the lowest responsible bidder, as will best promote the interest of the district, taking into consideration the reliability of the bidder, the quality of the materials, equipment or supplies to be furnished, their conformity with the specifications, the purposes for which required, and the terms of delivery.

26. The school district reserves the right to make awards within the specified number of days after the date of the bid opening during which…