4-26-09201 Musical Instruments.pdf

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ROCKWOOD SCHOOL DISTRICT

REQUEST FOR BIDS

RFB No.: 26-09201

Title: Musical Instruments 2026-2027

Issue Date: April 7, 2026

This document constitutes Rockwood School District’s (hereafter called the “District” or “RSD”) Request for Bids ("RFB") soliciting Bids from qualified individuals, firms, or organizations to provide the items, goods, supplies, products, and services as described in this RFB.

Rockwood R-VI School District posts bids and receives bid responses through an online bidding portal. Through this portal, vendors receive notifications of competitive procurement opportunities as well as submit bids and Bids to the District digitally. In order to be invited and able to participate in District bid opportunities, vendors must register through the Rockwood School District Bonfire portal.

Registration is free. Vendors must follow all instructions on the portal for registering and responding to bid opportunities. For questions and technical support, please refer to the “Help” link or “Technical Support” link on the portal.

The portal will be used for the following activities:

• Post RFBs

• Receive and respond to questions or inquiries

• Issue associated addenda

• Submit Bids

• Post award notices

To contact the District or ask questions in relation to this RFB, Bidders must initiate the communication electronically through the “Vendor Discussions” or “Ask a Question” features. The District will not accept any respondent’s communications by any other means except as specifically stated in this RFB. Any oral responses will be considered unauthorized and non-binding on the District.

No other contact with any members of the Rockwood School Board, any administrators, staff, or employees of the District is permitted before or after the completion of the RFB process. Failure to follow this directive or any attempt to contact or influence any such person may result in the rejection or disqualification of a bid.

Any and all responses to written requests for information and questions will be in writing and will be sent to all known interested parties.

https://rsdmo.bonfirehub.com/portal/?tab=openOpportunities https://rsdmo.bonfirehub.com/portal/?tab=openOpportunities http://www.rsdmo.org/

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Important Dates

RFB Issue Date April 7, 2026

Questions Due Date April 21, 2026

Bid Due Date May 5, 2026, at 2:00 PM CST

Purchase Order Commencement Date July 1, 2026

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I. RFB INSTRUCTIONS AND CONDITIONS

1. INTRODUCTION

The District is a nationally recognized, diverse community of learners. Currently, the District serves nearly 19,000 students, made up of four high schools, six middle schools, nineteen elementary schools, a talented and gifted campus, and a school for at-risk high school students. The District employs nearly 3,500 people and covers 150 square miles in much of western St. Louis and northern Jefferson counties. The District has consistently earned the accreditation of Distinction in Performance by the Missouri Department of Education.

Additional detailed information about the District may be found at www.rsdmo.org.

The Rockwood School District invites you to submit a bid according to the requirements contained herein for providing musical instruments (“Products”).

2. BID PREPARATION AND SUBMISSION REQUIREMENTS

A. Bidders must register, log in, and follow the instructions on the Rockwood School District

Bonfire portal. Registration is free and is the only method by which vendors may submit responses for this bid.

B. Sealed bids must be SUBMITTED ON THE ROCKWOOD SCHOOL DISTRICT BONFIRE PORTAL only (no other location permitted), no later than the date and time specified in the RFB. NO EXCEPTIONS. The portal will not permit late submissions of bids.

C. Your submission must be uploaded, submitted, and finalized prior to the deadline of 2:00 p.m. CST on May 5, 2026. We strongly recommend that you give yourself sufficient time and at least ONE (1) day before the deadline to begin the uploading process and to finalize your submission.

D. To contact the District or ask questions related to this RFB, Proposers must initiate the communication electronically through the “Vendor Discussions” or “Ask a Question” features. The District will not accept any respondent’s communications by any other means except as specifically stated in this RFB.

E. This RFB may be amended only by addendum in accordance with this section. If the District, for any reason, determines that it is necessary to provide additional information relating to this RFB, such information will be communicated to all respondents by addendum posted on Rockwood School District’s Bonfire portal. Each addendum forms an integral part of this RFB and may contain important information, including significant changes to this RFB. Respondents are responsible for obtaining all addenda issued by the Rockwood School District.

F. Vendor questions regarding this opportunity must be submitted electronically through the “Vendor Discussions” or “Ask a Question” features by 2:00 p.m. CST on April 21, 2026.

Vendors will not be able to submit messages or questions after this time.

G. Bids shall be prepared simply but completely, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFB. Emphasis should be on completeness and clarity of content. At the same time, Bids should be as thorough and detailed as possible so that the District may properly evaluate the Proposer's capabilities to provide the required products and services.

http://www.rsdmo.org/

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H. Proposers must include at least the following information, data, and responses labeled accordingly in their Bids:

(1) Proposer's full name and principal office address, and descriptions of the type of business entity (e.g., publicly held corporation, private non-profit, proprietorship, partnership, etc.).

(2) If Proposer is incorporated, include the state in which it is incorporated, and list the name and occupation of those individuals serving on the board of directors, along with the name of any entity or person owning 10% or more of the corporation.

(3) The name, title, mailing address, telephone number, fax number, and email address of the contact person for this RFB and the bid.

(4) A description of Proposer’s products and services, which are being proposed.

(5) Proposer’s total price for the Products and Services, including any and all costs and expenses. Proposer shall submit a price list appropriately evidencing and itemizing Proposer’s prices, including any applicable discounts.

a. Indicate if proposed pricing includes the acceptance of payment with a procurement card (p-card) or credit card in lieu of a check. If Proposer agrees, no additional fees shall be charged to the District for card acceptance.

b. Indicate if proposed pricing could be offered to other Missouri school districts of similar size and order volumes.

(6) A summary description or work plan, which describes how the Proposer intends to perform the required services and includes a description of any involvement and responsibilities that would be required of the District.

(7) The name(s) of the employees, persons, or contractor(s) proposed to perform the services and describe the qualifications and experience of each.

I. Proposers must provide a description or evidence of their experience and qualifications to undertake and to provide the services described in this RFB with a particular emphasis upon experience and services provided to Missouri K-12 school districts.

J. Proposers must provide evidence or information as to their financial condition and stability.

K. Proposers must provide a Certificate of Good Standing indicating they have filed all reports and paid the necessary fees to the Secretary of State’s office in their licensed state.

L. Proposers must provide a minimum of five (5) references with names, addresses, phone numbers, and email addresses, including specifically any governmental entities and school districts for which each Proposer has provided services.

M. Proposers must state whether they have been involved in any litigation during the last five years, and if so, describe any such litigation.

3. PRE-BID MEETING

A pre-bid meeting will not be held for these services. Clarification of bid requirements must be

P a g e 5 | 13 initiated electronically through the “Vendor Discussions” or “Ask a Question” features no later than 2:00 p.m. CST on April 21, 2026. Responses to the Proposers’ questions will be posted in an addendum after this deadline.

4. AWARD

Award(s) will be made to the responsive and responsible Proposer(s) whose bid(s) is deemed to be most advantageous to the District, taking into account the overall content of the bid, cost, overall bid, experience, and qualifications of the firm and staff assigned, quality of Proposer’s products, quality and content of the manner in which the services are proposed to be performed. The District reserves the right to split the award or to make multiple awards and to make award on a part or portion of a bid. The District may request additional information and/or an interview with some or all Proposers as part of the selection process. In no event shall the District be required to explain the evaluation process or award selection to any Proposer.

5. RIGHT TO REJECT

The District reserves the right to accept any bid, to reject any and all Bids, and to waive any irregularities or informalities in any Bids. Conditional Bids will not be accepted.

6. BIDS FINAL

All Bids shall be deemed final, conclusive, and irrevocable, and no bid shall be subject to correction or amendment for any error or miscalculation.

7. COST OF PREPARATION

The cost of preparing and submitting a response to this RFB will be assumed solely by each Proposer, whether or not any agreement is signed as a result of this RFB.

8. OWNERSHIP OF SUBMITTALS

All completed Bids submitted in response to this RFB become the property of the District upon submission. The District may use the bid for any purpose deemed appropriate. The bid material may become part of any contract between the successful Proposer and the District.

9. RFB INTERPRETATION

Interpretation of the wording of this RFB will be the responsibility of the District, and that interpretation will be final and binding.

10. PRICE

Proposers are cautioned that the Products and Services must be furnished at the prices, fees, costs, and/or rates submitted and proposed unless otherwise stated. No increase in costs will be permitted during the term of the contract.

11. BILLING AND PAYMENT

Invoices shall be submitted directly to the Rockwood School District via email at accountspayable@rsdmo.org or mailed to the District’s Finance Office at 111 E. North St., Eureka, MO 63025. Each invoice should contain the District purchase order number, date of mailto:accountspayable@rsdmo.org

P a g e 6 | 13 shipment, quantity, price, and items(s) shipped. Invoices will not become due and payable until all times listed on the invoice are received complete.

Rockwood School District’s payment terms are Net 45.

12. CONTRACT

The Rockwood Board of Education must formally approve the award of any contract(s) or agreement to purchase, with approval anticipated to be received no later than June 16, 2026.

The successful Proposer will be required to enter into a written contract with the District, which will include, but not be limited to, the Products described herein, the scope of services described herein, and the contract provisions included herein. It is anticipated that the contract term will commence on July 1, 2026, and continue through November 30, 2026.

13. TAXES

Proposers shall NOT INCLUDE FEDERAL EXCISE TAX, TRANSPORTATION TAX, or STATE RETAIL SALES TAX in their cost bid, as these taxes do not apply to the District.

14. NO PARTICIPATION

The successful Proposer shall not directly or indirectly participate as a proposer, bidder, or subcontractor to a proposer or bidder on any bids or requests for Bids to be designed or Products or Services to be provided as part of the projects contemplated by this RFB.

15. EXCEPTIONS

If a Bidder takes exception to any part of these specifications as written or as amended by any addenda subsequently issued or the Agreement, they must do so in writing. Said exceptions must be submitted with the bid. Failure to do so will be construed as acceptance of all items of the specification and the Agreement.

16. USE OF INFORMATION

A. Any specifications, drawings, sketches, models, samples, data, computer programs or documentation, or other technical or business information (“Information”) furnished or disclosed to interested parties under this RFB, or as the result of this RFB, shall remain the property of the District and, when in tangible form, all copies of such information shall be returned to the District upon request. Unless such information was previously known to a party, free of any obligation to keep it confidential, or has been or is subsequently made public by the District or a third party, it shall be held in confidence by such party, shall be used only for the purposes of this RFB, and may not be used for other purposes except upon such terms and conditions as may be mutually agreed upon in writing.

B. No specifications, drawings, sketches, models, samples, tools, or other apparatus programs, technical information or data, written, oral or otherwise, furnished by any interested party to the District under this RFB shall be considered to be confidential or proprietary.

17. TOBACCO-FREE DISTRICT

The Rockwood School District Board of Education has adopted a policy to provide a tobacco-free environment within Rockwood School District’s boundaries, including buildings, facilities, P a g e 7 | 13 grounds, parking lots, etc. The use of any tobacco products by any visitor, including employees of Contractors and Subcontracts, is prohibited at all times.

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II. DESCRIPTION OF PRODUCTS

Through this RFB, the Rockwood School District Fine Arts Department is soliciting proposals from qualified and experienced individuals, organizations, companies, or firms to provide musical instruments as described in this RFB.

SPECIFICATIONS

Only bids complying with these specifications will be considered.

Requested Instruments and Substitutions

• Specific instruments are contained within Exhibit A (Bonfire BidTable).

• Preference will be given to quotes for the requested manufacturers and models.

o If a current model is expected to be discontinued by the manufacturer prior to November 30, 2026, the Bidder must provide the anticipated replacement model from that manufacturer and quote pricing for that replacement model.

o The District will accept quotes of comparable instruments, and only those deemed as acceptable alternatives by the District will be considered. Substitutions must be clearly marked on the BidTable.

o For line items listing two models, the District will accept quotes for either of the models, but only one of the models will be awarded.

• The Bidder should submit government/public education pricing, if available, detailing the name of the cooperative purchasing program and contract number.

• Quoted prices should include delivery of instruments to each school located within Rockwood School District. A map with addresses is attached.

• An estimated delivery timeline and product warranty information should be included as part of your quote. Instruments will be awarded by line item. The list of instruments in Exhibit A is not a guarantee of instruments to be purchased.

• String Instruments:

o Quotes for string instruments must include setup and adjustment.

o Quotes for violins and violas must include a hard case for each violin and viola.

o Quotes for cellos and basses must include a Cordura-type bag for each cello and base.

o Quotes for Eastman and Knilling violins, violas, cellos and basses must include a horsehair, fiberglass bow for each instrument.

o Quotes for Krutz violins, violas, and cellos must include a horsehair, wooden bow for each instrument.

P a g e 9 | 13 o Quotes for Krutz basses must include a horsehair, French-style, wooden bow for each bass.

o Quotes including perfection pegs will not be accepted.

• Brass and Woodwind Instruments:

o Quotes for all brass and woodwind instruments must include a playtest and adjustment, as necessary, which must be performed prior to delivery.

Preference will be given to Bidders who have representatives in the Greater St.

Louis Area to make additional adjustments, as needed, after delivery.

o Quotes for brass and woodwind instruments must include a hard case for each brass and woodwind instrument.

o Quotes for brass and woodwind instruments to be drop-shipped from the manufacturer will not be accepted.

• Quoted prices shall remain in effect through November 30, 2026. Any exceptions must be noted in the Quote. Preference will be given to Bidders whose prices will remain in effect without any exceptions. Quotes from Bidders who have a history of not honoring original bids when purchases are awarded may be disqualified.

• Quoted prices must not include taxes.

• All quotes should include the name, title, mailing address, telephone number, and email address of the contact person submitting the quote.

• Bidders must be capable of accepting a purchase order from Rockwood School District with payment terms of Net 45 and must provide a current IRS Form W-9 (Rev. March 2024) with their quote.

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III. CONTRACT TERMS AND CONDITIONS

INTRODUCTION TO THIS SECTION

The successful Proposer will be expected to enter into a written contract with the District. The terms and conditions in this section are expected to be incorporated into any contract awarded as a result of this RFB. These terms and conditions also will be included in any purchase order(s) issued by the District. In submitting a bid, the Proposer agrees to the terms and conditions in this section unless a statement is made to the contrary. Acceptance of alternate language, terms, and conditions is at the sole discretion of the District. While the exact term of the contract is subject to final determination, the successful Proposer would be expected to commence the services on or about July 1, 2026, and complete the services as mutually agreed. The following terms and conditions are not to be considered complete, and other terms and conditions will be included in any resulting contract.

WARRANTY ON PRODUCTS

Contractor warrants that all Products covered by this Agreement will conform to each and every specification, drawing, sample, or other description which is furnished to or is adopted by the District and that they will be fit and sufficient for the purpose intended, merchantable, of good material and workmanship and free from defect. Such warranty shall survive delivery and shall not be deemed waived either by reason of the District’s acceptance of said materials or goods or by payment for them.

INSPECTION AND ACCEPTANCE

No Products received by the District pursuant to this Agreement shall be deemed accepted until the District has had reasonable opportunity to inspect said Products. All Products which are discovered to be defective or which do not conform to any warranty of the Contractor herein upon initial inspection, or at any later time if the defects contained in the Products were not reasonably ascertainable upon the initial inspection, may be returned at the Contractor’s expense for full credit or replacement at the District’s option. Such right to return defective Products shall no exclude any other legal, equitable or contractual remedies the District may have.

WARRANTY FOR SERVICES

Contractor warrants and represents to the District that Contractor possesses the background, experience, expertise, and qualifications to undertake and to carry out the Services. Contractor further warrants and represents that the Services will be performed in a professional, good, thorough, and workmanlike manner and consistent with accepted industry standards.

REMEDIES FOR UNSATISFACTORY SERVICES

In the event Contractor fails to provide the Services consistent with the warranties and representations set forth in Section 2 above, the District at its option, may: (a) require Contractor to reperform the unsatisfactory Services at no cost to the District; (b) refuse to pay Contractor for Services, unless and until Services are corrected and performed satisfactorily; (c) require Contractor to reimburse the District all amounts paid for such unsatisfactory Services; and/or (d) proceed with, and assert, any and all remedies available at law. The foregoing options and remedies available to the District shall be deemed to be mutual and severable and not exclusive.

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INSURANCE

A. Contractor shall maintain occurrence-based insurance, including comprehensive general liability, automotive liability, and, if applicable, workers’ compensation and employers' liability in the amounts described herein. Such insurance shall be provided by insurance companies authorized to do business in the State of Missouri.

B. The District shall be included as an additional insured on all required insurance policies, except Workers’ Compensation and Employers' Liability, with respect to the liability arising out of the performance of Contractor's Products and Services under this Agreement.

C. Certificates of insurance of Contractor's insurance coverage shall be furnished to the

District at the time of commencement of the Products and Services.

D. All such insurance shall provide notice to the District of cancellation of insurance policies thirty (30) days before such cancellation is to take effect.

TERMINATION

A. The District may terminate this Agreement with or without cause at any time by giving 15 days' prior written notice to the other party of its intention to terminate as of the date specified in the notice. Contractor shall be paid for Products delivered and accepted up to the date of termination. Contractor shall be paid for Services satisfactorily performed up to the time notice of termination is received. Contractor shall also be paid for all Services satisfactorily performed between the time notice is received and the date of termination, as long as all such performed Services are approved by the Board in a separate writing and in advance of their performance.

B. In the event of a breach of this Agreement by either Contractor or the District, the non-breaching party shall give the breaching party written notice specifying the default, and the breaching party shall have 15 days within which to cure the default. If the default is not cured within that time, the non-breaching party shall have the right to then terminate this Agreement by providing written notice of such termination.

FORCE MAJEURE

In the event either party is unable, as a result of a Force Majeure Event, to perform Services as set forth in this Agreement, neither party shall have any liability under this Agreement with respect to one another. Neither party shall be liable to the other for any additional costs, expenses, or damages arising out of the rescheduling or cancellation of the Services pursuant to this Section.

"Force Majeure Event" means unforeseeable causes beyond the parties' control and without their fault or negligence, including but not limited to governmental action or inaction, war, acts of God or of the public enemy, riots, fires, floods, earthquakes, pandemics, epidemics, coronavirus, COVID-19, or any other deadly and communicable virus or disease, quarantines, strikes, lockouts, freight embargoes, electrical outage, computer or communication failures.

INDEMNITY

Contractor agrees to indemnify and hold harmless the District and the members of the Rockwood Board of Education, and the District’s officers, employees, servants, and agents from and against any and all liabilities, losses, damages, costs, and expenses of any kind (including, without limitation, reasonable legal fees and expenses in connection with any investigative, administrative

P a g e 12 | 13 or judicial proceeding, whether or not designated a party thereto) which may be suffered by, incurred by or threatened against the District or any members, officers, employees, servants or agents of the District on account of or resulting from injury, or claim of injury, to person or property arising from Contractor’s Products, actions or omissions relating to this Agreement, or arising out of Contractor’s breach or failure to perform any term, covenant, condition or agreement herein provided to be performed by Contractor.

GOVERNING LAW - JURISDICTION

This Agreement shall be governed, construed, and interpreted under Missouri law and shall be deemed to be executed and performed in the County of St. Louis, Missouri. Any legal action arising out of or relating to this Agreement shall be governed by the laws of the State of Missouri, and the parties agree to the exclusive exercise of jurisdiction and venue over them by a court of competent jurisdiction located in the County of St. Louis, Missouri.

REPORTING

During the term of this Agreement, Contractor shall report to, and confer with, the District’s Coordinator of Fine Arts and/or their designee on a regular basis, and as may be reasonably requested, concerning the Products provided by Contractor and Services performed by Contractor and issues related to the Products and Services. Contractor also agrees to meet and confer with other District administrators, officers, and employees as directed or as may be necessary or appropriate.

ASSIGNMENT

Contractor agrees, for Contractor and on behalf of Contractor’s successors, heirs, executors, administrators, and any person or persons claiming under Contractor, that this Agreement and the obligations, rights, interests, and benefits hereunder cannot be assigned, transferred, pledged, or hypothecated in any way and shall not be subject to execution, attachment, or similar process, without the express written consent of the District. Any attempt to do so, contrary to these terms, shall be null and void and shall relieve the District of any and all obligations or liability hereunder.

LICENSES AND PERMITS

Contractor shall obtain at Contractor’s expense all licenses and permits necessary to perform the Products and Services.

CONTRACTOR REPRESENTATIONS

Contractor acknowledges and represents that (i) Contractor is legally authorized to transact business in the State of Missouri and to provide the Products and Services required hereunder,

(ii) the entering into this Agreement has been duly approved by the Contractor, (iii) the undersigned is duly authorized to execute this Agreement on behalf of Contractor and to bind Contractor to the terms hereof, and (iv) Contractor will comply with all State, federal and local statutes, regulations and ordinances, including civil rights and employment laws, and agrees not to discriminate against any employee or applicant for employment or in the provision of Products and Services on the basis of race, color, national origin, sex, sexual orientation, age or disability.

Contractor also agrees to abide by all applicable District policies and regulations.

Contractor agrees that any employee acting on behalf of the contractor and performing duties on District property will adhere to District policies related to staff conduct, including but not limited to:

P a g e 13 | 13 banning the use of tobacco on District property, a drug-free workplace, and activities that could be viewed as unethical or a conflict of interest. Vendors whose staff will regularly enter school buildings will perform background screening on each staff member to ensure that they are not on a sexual offender or predator list. A complete list of District policies can be found at:

http://go.boarddocs.com/mo/rsdpa/Board.nsf/goto?open&id=C49N95589EBA.

INDEPENDENT CONTRACTOR

The District and Contractor agree that Contractor will act for all purposes as an independent contractor and not as an employee in the providing of the Products and in the performance of Contractor’s duties under this Agreement. Accordingly, Contractor shall be responsible for payment of all taxes, including federal, state, and local taxes arising out of Contractor’s Products and Services, including by way of illustration but not limitation, federal and state income tax, Social Security tax, Unemployment Insurance taxes, and any other taxes. In addition, Contractor and Contractor’s employees shall not be entitled to any vacation, insurance, health, welfare, or other fringe benefits provided by the District. Contractor shall have no authority to assume or incur any obligation or responsibility, nor make any warranty for or on behalf of the District or to attempt to bind the District.

NONDISCRIMINATION

The District actively follows a policy of nondiscrimination on the basis of age, race, color, religion, sex, national origin, sexual orientation, marital status, disability, and Vietnam-Era-veteran status.

The District also complies with the following laws and implementing regulations: Title VI and Title VII of the Civil Rights Act of 1964 regarding race, color, national origin, religious and sex discrimination; Title IX of the Education Amendments Act of 1972 regarding sex discrimination;

the Americans with Disabilities Act, as amended by the ADA Amendments Act; the Missouri Humans Rights Act; Section 504 of the Rehabilitation Act of 1973 regarding discrimination based on disabilities and handicaps; the Age Discrimination in Employment Act; the Missouri Anti- Discrimination Against Israel Act; and other state and federal laws and regulations. By entering into this Agreement, Contractor agrees to be bound by all aforementioned laws and regulations.

Contractor shall also comply with all legal requirements of the Americans with Disabilities Act and the Missouri Human Rights Act regarding accessibility of facilities and programs, as may apply.

Further, Contractor certifies that it is not currently engaged in and shall not, for the duration of this Agreement, engage in a boycott of goods or services from the State of Israel; companies authorized by, licensed by, or organized under the laws of the State of Israel; or companies, persons, or entities doing business in or with the State of Israel.

http://go.boarddocs.com/mo/rsdpa/Board.nsf/goto?open&id=C49N95589EBA