5-AP26-012 RFP- Musical Instrument Repairs SOW.docx

Request for Proposal (RFP): Musical Instrument Repair Services

NOTICE OF INTENT

Products and services under consideration for award must meet or surpass the minimum quality level of industry standards established in this RFP. They must also adhere to all applicable federal, state, and local regulations, including technical, environmental, and performance standards and specifications.

DEFINITIONS

For clarity within this RFP and any resulting contract, the following terms are defined:

NOTICE

Where the terms bid, bidder, bidding, or quote are mentioned in this solicitation, they should be interpreted as offeror, as defined in 63G-6a-103(30), and the terms RFP or Request for Proposals, as per 63G-6a-103(38). This procurement will adhere to the provisions set forth in 63G-6a-701 to 63G-6a-711.

PURPOSE

Granite School District is requesting proposals from qualified vendors to provide repair services for musical instruments used throughout the district. The district’s goal is to ensure reliable, timely, and high-quality repair services that support the success of our music programs.

This RFP provides sufficient information for suppliers to submit proposals meeting minimum requirements but is not intended to limit a proposal’s content. Suppliers are encouraged to expand upon the specifications to demonstrate service capability.

All proposal preparation costs and any associated activities related to this RFP are the sole responsibility of the Supplier. GSD is not liable for any costs incurred throughout the entire selection process.

SCOPE OF SERVICES

Vendors must be able to provide repair services for a wide range of instruments, including brass, woodwind, electric, string, and percussion. Services may include routine maintenance, minor repairs, and major restorations as needed. There will be five categories in this RFP:

1. Woodwinds (e.g., flute, piccolo, clarinet family, saxophone family, oboe, bassoon)

2. Brass (e.g., trumpet/cornet, French horn, trombone, euphonium/baritone, tuba)

3. Strings (e.g., violin, viola, cello, double bass)

4. Percussion (e.g., snare, bass drum, timpani, mallet percussion, auxiliary percussion)

5. Modern / Rhythm Section Instruments (e.g., guitar, bass guitar, drum set, keyboard/synth)

PROPOSAL RESPONSE FORMAT

All proposals must include a technical proposal and cost proposal. Formats for both documents follow:

A. Technical Proposal Format

Vendors must complete and submit the “Musical Instrument Repair Technical Proposal form. This section should constitute the major portion of the proposal and must contain a specific point-by-point response, in the order listed, to each requirement in the RFP.

B. Cost Proposal Format Proposers must complete the Cost Proposal included in this RFP for each category they wish to be considered for. Pricing must be clear, itemized, and submitted exactly as requested. Proposers who do not submit pricing for a category will not be evaluated or considered for award in that category.

PROPOSAL REQUIREMENTS

Vendors must complete and submit the “Musical Instrument Repair Technical Proposal” sheet with detailed responses to the following criteria:

1. Repair Request and Completion Process Vendors must describe in detail the process for requesting and completing musical instrument repairs. The description should include:

a. How schools initiate a repair request (e.g., phone, email, online form) and what information is required.

b. Procedures for scheduling pick-up or drop-off of the instrument.

c. Estimated turnaround times for different types of repairs (minor, moderate, major).

d. How the vendor provides status updates during the repair process.

e. The method and timing for notifying the school when repairs are complete.

f. Delivery or pick-up arrangements for returning the repaired instrument.

2. Customer Service and Communication Vendors must outline their customer service standards, including:

a. Average response times to emails, phone calls, or service requests.

b. Hours of operation and availability of customer service staff.

c. Point(s) of contact assigned to Granite School District.

3. Billing and Invoicing Vendors must provide information on:

a. Billing structure (hourly rates, flat fees, parts/labor breakdown).

b. Procedures for providing estimates prior to beginning work.

c. Invoicing process, including timing, itemization, and required documentation.

4. Quality Assurance Vendors must describe:

a. Any warranties or guarantees on completed repairs.

b. Staff qualifications, certifications, or relevant experience.

c. Process for addressing dissatisfied customers, warranty claims, or rework requests.

5. Experience and References Vendors must provide:

a. Vendors must provide a detailed list of the types of instruments they are qualified to repair (e.g., brass, woodwind, string, percussion, electronic instruments, etc.). Vendors must also indicate:

· Any brands for which they are an authorized service or repair dealer.

· Any brands or instrument types they are unable to service or provide repairs for.

b. A description of experience providing instrument repair services to schools or similar organizations.

c. At least two references from current or recent school clients, including contact information.

ESTIMATED USAGE

The District makes no guarantee of volume.

PROPOSAL OPENING

Proposals must be submitted by the posted deadline. Review all specifications and terms before submitting.

PROPOSAL DOCUMENTS & ADDENDA

All documents, questions, answers, and updates are available through U3P at: https://utah.bonfirehub.com/portal/?tab=openOpportunities.

· Submit all questions through U3P before the deadline.

· Any clarifications or changes will be issued as addenda. Vendors are responsible for reviewing and acknowledging all addenda, which become part of the contract.

SUBMISSION & COMMUNICATION

· All communication must go through the designated GSD procurement officer. Contact with other staff or offering gifts may result in disqualification.

· Allow sufficient time for both electronic submissions. Late bids will not be accepted.

ACCEPTANCE/REJECTION OF PROPOSALS

The District reserves the right to accept or reject any proposal, in whole or in part, and to determine product equivalency. Lowest price does not guarantee award. Proposals may be rejected if non-responsive, non-responsible, or improperly submitted. Award results will be posted on U3P.

Unsolicited items, services, or incentives will not be considered. If the awarded vendor cannot fulfill purchase orders, the District may re-award to the next highest-scoring proposer.

WRITTEN CONTRACT

The selected vendor will be required to enter a written contract with Granite School District (GSD). Upon awarding the bid, the contract will be finalized and executed with the successful vendor(s).

CONTRACT PERIOD

The contract will begin on the award date and continue for one (1) year. Granite School District may renew the contract annually for up to four (4) additional years with vendor agreement. Renewals will follow the same terms, conditions, and pricing unless changes are mutually agreed to in writing. If not renewed, the contract will automatically terminate at the end of its term.

TERMINATION OF CONTRACT

If the vendor fails to deliver on time or meet contract requirements, Granite School District (GSD) may cancel the contract. Likewise, the vendor may cancel the contract if GSD fails to meet its obligations. Either party may terminate the contract with 30 days’ written notice.

STANDARD TERMS AND CONIDITIONS

Proposers must review the GSD Standard Terms and Conditions (in U3P). Any awarded contract must comply.

Exceptions or additions are discouraged and must be included with the proposal. Submissions after the deadline, including website URLs or references, will not be considered. URLs are not allowed in the final contract.

The District may reject excessive or unfavorable exceptions. If negotiations are required, contractors must provide editable Word documents and a designated legal contact.

CODE OF CONDUCT

Anyone involved in creating quote specifications or managing this contract must avoid any conflict of interest. No GSD employee, director, or agent may participate in awarding or overseeing the contract if a real or perceived conflict exists. This helps ensure fairness and transparency throughout the process.

SMALL BUSINESS, MINORITY & WOMEN’S BUSINESS ENTERPRISES (MWBE)

Vendors are encouraged to include small businesses, minority-owned, women-owned, and labor surplus area firms in their subcontracting or procurement efforts whenever possible. Upon request, vendors must provide information on their efforts to engage these businesses.

(2 CFR 200.321)

PROPOSAL SIGNATURES

All proposals must show the company name and must be signed by a responsible officer or employee fully authorized to bind the organization to the terms and conditions herein.

RESPONSIVENESS

GSD may reject a proposal as nonresponsive for any of the following reasons:

· Incomplete submission, including missing documents

· Submission of a proposal that deviates from the requirements, unless allowed by an amendment.

· Failure to meet minimum qualifications or any RFP requirements, including attachments.

· Submission of incorrect, misleading, or false information.

· History of unsatisfactory contractual performance.

EVALUATION

To be deemed responsive and qualify for evaluation, a proposal must:

1. Be submitted on time and materially satisfy all mandatory requirements outlined in this RFP

2. Include the submission of a price sheet in the “Requested Information” section.

3. Include an upload of the Technical Proposal sheet in U3P by the close date.

PRICE LIST

While cost will not be scored as part of the evaluation criteria for this RFP, GSD requires vendors to upload a comprehensive price list that includes their educational pricing. A sample pricing list has been provided in the public files section for reference. The submitted price list will be used by schools to cross-reference future invoices and verify that contracted pricing is being consistently honored throughout the term of the agreement. Vendors must ensure that the price list is clear, complete, and reflects all instrument categories and services they may provide under the contract.

EVALUATION CRITERIA

A committee will evaluate proposals against the following weighted criteria. Each area of the evaluation criteria must be addressed in detail in the proposal. All proposals in response to this RFP will be evaluated in a manner consistent with the Utah Procurement Code, rules, policies and the evaluation criteria established in the RFP.

AWARD The award of this RFP will be made to multiple responsive and responsible proposers who meet the administrative and technical requirements outlined in the RFP for all listed products and whose proposal is deemed most advantageous to the District, considering price and other evaluation factors specified in the RFP.

Following the award, purchase orders will be emailed to the vendor as needed. The award announcement will be posted on U3P, and if the RFP is canceled after the closing date, that information will also be posted on U3P.

Vendors must score a minimum of 57 points to receive an award.

RFP EVALUATION SCORESHEET EXAMPLE

Musical Instrument Repairs, AP26-012 RFP Score will be assigned as follows:

0 = Failure, no response 1 = Poor, inadequate, fails to meet requirement 2 = Fair, only partially responsive 3 = Average, meets minimum requirement 4 = Above average, exceeds minimum requirement 5 = Superior

Firm Name: ____ Evaluator: ____ Date: _____

Musical Instrument Repairs Score Summary

RFP Number: AP26-012

*5

*5

*3

*4

*3