IFB 2000004225

Appendix E

TECHNICAL SPECIFICATIONS

1. QUANTITY AND TYPE OF PIANOS: The quantity and type of pianos will vary from school to school.

2. PERIOD OF PIANO TUNING AND REPAIR SERVICES: Most pianos owned by the schools and centers will be tuned and/or repaired between August 15 and June 30.

3. PIANO TUNING AND REPAIR SERVICE SCHEDULE:

3.1 Annual Tuning and Repair Service Schedule: Contractor(s) will be required to provide one

(1) annual tuning and repair service to every piano owned by Fairfax County Public Schools, scheduled upon school request.

3.2 In addition to the annual schedule for one (1) tuning and/or repair service per piano as described above, school designees and/or school administration may request additional tuning and/or repair service if necessary. Request for additional tuning and/or repair service will be limited to the following:

a. Elementary and Special Education Center - one (1) additional tuning/repair service.

b. Middle School - two (2) additional tunings/repair services.

c. High School - two (2) additional tunings/repair service.

3.3 To minimize disruption of the instructional program, Contractor(s) will be required to coordinate the annual tuning and repair service schedule with the music teacher requesting the tunning and/or a school designee before dispatching a technician to perform the tuning and repair services. Contractor is required to reply to the school designees and/or school administration within three (3) business days. The requester will allow adequate lead time for the Contractor to schedule a technician.

3.4 Tuning and Repair Services for Special Events: Special events will take place during the school year that will require tuning of as many as 30 pianos or more at one location. These events will be held at different locations each school year. The Contractor assigned to the special event location will be given a 2-month advance notice of the special event to determine if Contractor is able to meet the deadline of the special event without assistance from Contractor(s) assigned to the other school area (Area “A” or Area “B”). In the event the piano tuning for the special event must be accomplished with the assistance of the Contractor(s) assigned to the other school area (Area “A” or Area “B”), the overflow will be equally divided.

4. PROCEDURES FOR TUNING PIANOS:

4.1 The quality of all work must meet or exceed the industry standards.

4.2 Pianos shall be tuned to A-440 pitch. Where any piano cannot be brought to A-440 pitch in one tuning, the Contractor shall notify the teacher and/or the school designees detailing as to why the piano cannot be brought up to A-440 pitch without a second tuning. Contractor shall also notify the Music Specialist or designee who will be named and identified after contract award. Contractor shall not assume that climate or seasonal weather variations will ultimately rectify a sharp or flat condition.

4.3 The Contractor shall execute a comprehensive tuning of all registers, ensuring the instrument is set precisely to A=440 Hz. The scope of work includes setting an accurate temperament and performing any necessary pitch stabilization to ensure tonal consistency across the full scale of the instrument.

4.4 The Contractor will be required to complete the following minor repairs and adjustment in conjunction with the normal tuning at no additional cost:

a. Freeing of sticking keys;

b. Adjusting pedal trap work with particular attention to partially unscrewed adjusting screws;

c. Repairing broken hammers that can be re-glued;

d. Removing foreign objects that have fallen into the mechanism;

e. Inspection and lubrication of casters once per year during first tuning, and

f. Squeaking keys shall be made to function properly.

g. Replacing strings.

4.5 Loose Pins: Occasionally, particularly on older pianos, some notes go flat shortly after tuning even though the pin has been properly set in the pin block socket. Piano pins not holding in the pin block socket may be driven deeper into the pin block if the space below the coil permits. When driving pins in grand pianos the pin block shall be supported with a jack and blocks.

5. PROCEDURES FOR REPAIRING PIANOS:

5.1 For repairs under $100, Contractors may perform repairs without advance approval from the school or department designees.

5.2 Written estimate of repairs must be submitted to the user department/office/school for approval prior to performing any repairs costing over $100.00.

5.3 Computing Labor Cost of Repair Work: If any pianos requiring necessary repairs were discovered during the performance of tuning, the time that was spent for tuning will not be included in the labor cost of the repair work.

5.4 Service Parts: New and unused service parts will be used whenever possible. If other than new factory parts are used, they must be equal to those of the original manufacturer. All parts, new or re-furbished, that are used to perform piano tuning and repairs must carry a minimum of one-year warranty from the date of tuning and/or repairs. Upon request, Contractor will be required to furnish the user department/office with the manufacturer's list for the service parts that are used to perform piano repairs. In addition, Contractor shall furnish warranty on all workmanship & parts for a period of not less than one (1) year.

6. FURNISHING AND INSTALLING PIANO DOLLIES:

6.1 All pianos owned and used by the schools and centers must be equipped with appropriate dollies to meet all safety requirements of FCPS.

6.2 Bidders must indicate in the space provided on the Pricing Schedule the make and model number of the piano dollies for evaluation and approval of the user department/office. The piano dollies approved for use by FCPS must meet or exceed industry standards.

6.3 All piano dollies will be installed in accordance with the procedures established by the user department/office.

6.4 Contractors will be required to obtain the approval of the office of user department/office prior to furnishing and installing piano dollies.

7. FURNISHING AND INSTALLING PIANO HUMIDIFICATION CONTROL SYSTEMS:

7.1 Pianos owned and used by the schools and centers may be equipped with humidification control systems to maintain their quality over time.

7.2 Bidders must indicate in the space provided on the Pricing Schedule the brand, and all components of, the system to be installed. The system must meet or exceed the industry standards.

7.3 All systems shall be installed in accordance with the procedures established by the user department/office.

7.4 Contractors will be required to obtain the approval of the user department/office prior to furnishing and installing the system.

8. PIANO DONATIONS:

8.1 From time to time, piano are donated to FCPS from sites within Fairfax County. Donations can be accepted all calendar year.

8.2 When a piano donation inquiry has been received from the community, the Contractor will be contacted by the FCPS Music Specialist. The Contractor will be responsible for coordinating with the donor to visit the site and will evaluate whether pianos are suitable for use in FCPS schools.

8.3 If the piano is usable, the Contractor will then coordinate with the donor to pick up the piano and take it to the Instructional Program Support Center (“IPSC Warehouse”) located at 6732 Industrial Rd Springfield, VA 22151.

8.4 At the IPSC Warehouse, the Contractor will tune and repair the piano according to the technical specifications outlined in the solicitation and repair any minor items that might need to be updated. At that time, the Contractor will also provide and furnish the piano dolly and humidification system and add both to the donated piano.

8.5 The contractor will contact the FCPS Music Specialist when the piano is ready to be sent to the school. The contractor may be asked to move the piano to particular schools or sites within the County.

9. PIANO MOVING SERVICES:

9.1 From time to time, FCPS has the need for pianos to be moved from one location within

Fairfax County to another location within Fairfax County.

9.2 Upon request, the Contractor will be responsible for moving Grand/Baby Grand pianos from one site to another within Fairfax County.

9.3 Upon request, the Contractor will be responsible for moving pianos from the IPSC

Warehouse to schools within Fairfax County.

9.4 Upon request, the Contractor will be responsible for moving pianos from the one FCPS school to another for special events.

9.5 Upon request, the Contractor will be responsible for moving pianos beyond economic repair from FCPS school to the Forte Support Center (“Industrial Road Auction/Disposal Warehouse”) located at 6800B Industrial Drive, Springfield, VA 22151.

10. SUBMISSION OF SERVICE RECORD OF PIANO TUNING, REPAIRING, INSTALLING

DOLLIES AND/OR HUMIDIFICATION CONTROL SYSTEMS:

10.1 The Contractors will be required to develop a formal service record similar to the one below to record information pertaining to piano tuning, repairing, installing dollies, and/or humidification control systems:

(Name of Company)

(Telephone Number)

(Fax Number)

Service Record

Name of School/Center:

Principal/Designee:

Date of Service: Time:

Name of Technician:

Description Of Item Serial Number

Service Parts used and/or dollies installed (Please indicate the quantity and types of parts and discounted pricing)

Name of person who approved the repairs costing in excess of

$100.00

10.2 A copy of the completed service record form will be left with the school/center.

10.3 The original copy of the completed service record along with the original and duplicate copy of each invoice will be submitted to the user department/office/school.

11. QUALITY ASSURANCE INSPECTIONS/PERFORMANCE MEASURES:

11.1 Quality assurance inspections of the Contractors' piano tuning and repair service work will be conducted by the designated FCPS music teachers periodically to validate it meets or exceeds industry standards

11.2 If the quality of piano tuning and repair work is not acceptable by the principal or his/her designee, the user department/office will notify the Contractor within ten (10) calendar days after the work has been completed.

11.3 Within ten (10) days of notification from the user department/office, the Contractor will investigate the nature of the complaint and make necessary corrections as required. The Contractor will notify the user department/office after the corrective action has been approved by the principal or his/her designee.

11.4 The user department/office will maintain vendor performance file of all Contractors. A duplicate copy of the vendor performance file will be provided to the Office of Procurement Services on or about June 30 of each year if necessary.

12. FCPS POLICIES TO BE OBSERVED BY CONTRACTORS:

12.1 No Smoking in School Buildings: Smoking and vaping are prohibited in school buildings.

12.2 Drug Free Workplace: Manufacturing, distribution, dispensing, possession or use of alcohol or other drugs on school property are prohibited.

12.3 Displaying Identification Badge in School Buildings: Upon arrival at a school or center to perform piano tuning and/or repair, all Contractors and their technicians must report to the main office to obtain a temporary identification badge unless they have been issued a photo identification badge by FCPS. The identification badge must be displayed at all times while in the school buildings. A photo identification badge may be obtained through the user department/office. Reference Special Provisions Paragraph 31.3.

13. FCPS SCHOOL INFORMATION:

13.1 A list of schools with addresses may be accessed from FCPS website, www.fcps.edu. Click on the Schools header. List of Area “A” and Area “B” schools are as follows:

http://www.fcps.edu/

IFB 2000002539

SCHOOLS/CENTERS LISTED IN PIANO TUNING AREA "A"

Belle View Elementary School Bryant Alternative High School Bucknell Elementary School Burke School Bush Hill Elementary School Camelot Elementary School Cameron Elementary School Cardinal Forest Elementary School Cherry Run Elementary School Chesterbrook Elementary School Churchill Road Elementary School Clermont Elementary School Cooper Middle School Crestwood Elementary School Cunningham Park Elementary School Edison High School Fairhill Elementary School Falls Church High School Flint Hill Elementary School Forestdale Elementary School Fort Belvoir Upper Elementary Fort Belvoir Lower Elementary Fort Hunt Elementary School Franconia Elementary School Franklin Sherman Elementary School Freedom Hill Elementary School Garfield Elementary School Graham Road Elementary School Groveton Elementary School Gunston Elementary School Halley Elementary School Haycock Elementary School Hayfield Elementary School Hayfield Secondary School Hollin Meadows Elementary School Hunt Valley Elementary School Hybla Valley Elementary School IPSC Warehouse Irving Middle School Island Creek Elementary School Jackson Middle School Keene Mill Elementary School Kent Gardens Elementary School Key Middle School Kilmer Middle School Kings Glen Elementary School Kings Park Elementary School Lake Braddock Secondary School Lane Elementary School Langley High School Laurel Hill Elementary School Lee High School Lemon Road Elementary School

Longfellow Middle School Lorton Station Elementary School Louise Archer Elementary School Lynbrook Elementary School Marshall High School Marshall Road Center Marshall Road Elementary School Mclean High School Mosby Woods Elementary School Mount Eagle Elementary School Mount Vernon High School Mount Vernon Woods Elementary School Newington Forest Elementary School Oakton Elementary School Orange Hunt Elementary School Pine Springs Elementary School Quander Road School Riverside Elementary School Rolling Valley Elementary School Rose Hill Elementary School Sandburg Middle School Sangster Elementary School Saratoga Elementary School Shrevewood Elementary School Silverbrook Elementary School South County High School South County Middle School Spring Hill Elementary School Springfield Estates Elementary School Stenwood Elementary School Stratford Landing Elementary School Timber Lane Elementary School Twain Middle School Vienna Elementary School Washington Mill Elementary School Waynewood Elementary School West Potomac High School West Springfield Elementary School West Springfield High School Westbriar Elementary School Westgate Elementary School Westlawn Elementary School White Oaks Elementary School Whitman Middle School Wolftrap Elementary School Woodburn Elementary School Woodlawn Elementary School Woodley Hills Elementary School Woodson Center Woodson High School

SCHOOLS/CENTERS LISTED IN PIANO TUNING AREA "B"

Aldrin Elementary School Annandale High School Annandale Terrace Elementary School Armstrong Elementary School Bailey's Upper Elementary School Bailey’s Lower Elementary School Beech Tree Elementary School Belvedere Elementary School Bonnie Brae Elementary School Braddock Elementary School Bren Mar Park Elementary School Brookfield Elementary School Bull Run Elementary School Canterbury Woods Elementary School Cedar Lane School Centre Ridge Elementary School Centreville Elementary School Centreville High School Clearview Elementary School Coates Elementary School Columbia Elementary School Colvin Run Elementary School Crossfield Elementary School Cub Run Elementary School Daniels Run Elementary School Deer Park Elementary School Dogwood Elementary School Dranesville Elementary School Eagle View Elementary School Fairfax High School Fairfax Villa Elementary School Fairview Elementary School Floris Elementary School Forest Edge Elementary School Forestville Elementary School Foxmill Elementary School Franklin Middle School Frost Middle School Glasgow Middle School Glen Forest Elementary School Great Falls Elementary School Greenbriar East Elementary School Greenbriar West Elementary School Herndon Elementary School Herndon Middle School Herndon High School Hutchinson Elementary School

IPSC Warehouse Justice High School Lake Anne Elementary School Katherine Johnson Middle School Laurel Ridge Elementary School Lees Corner Elementary School Liberty Middle School Little Run Elementary School London Towne Elementary School Madison High School Mantua Elementary School Mason Crest Elementary School McNair Upper Elementary School McNair Lower Elementary School Mountain View Alternative High School Navy Elementary School North Springfield Elementary School Oak Hill Elementary School Oak View Elementary School Oakton High School Olde Creek Elementary School Parklawn Elementary School Poe Middle School Poplar Tree Elementary School Powell Elementary School Providence Elementary School Rachel Carson Middle School Ravensworth Elementary School Robinson Secondary Rocky Run Middle School Sleepy Hollow Elementary School South Lakes high School Stone Middle School Sunrise Valley Elementary School Terraset Elementary School Thomas Jefferson High School Thoreau Middle School Union Mill Elementary School Virginia Run Elementary School Wakefield Forest Elementary School Waples Mill Elementary School Westfield High School *Western High School Weyanoke Elementary School Willow Springs Elementary School

*[Name subject to change; formerly “King Abdullah Academy”]

School_Centers Listing-Area B_