50079 - Piano Tuning Contract pdf.pdf

Susannah Sims 8107 Mustang Drive

Portage, MI 49002 Phone: (269)323-5181 sksims@portageps.org

RFP #50079 - Piano Tuning Contract

DATE ISSUED: Monday, May 5, 2025 PROPOSAL DUE: Monday, May 19, 2025 11:30 am

Sealed bid to be mailed or hand-delivered to:

Portage Public Schools

BID# 50079

Attn: Susannah Sims, Purchasing 8107 Mustang Drive Portage, MI 49002

You must submit two (2) paper copies. Faxed/emailed responses will not be accepted. Proposals must be received by 11:30 am EST on Monday, May 19, 2025. Late proposals will not be accepted.

Portage Public Schools is seeking proposals from qualified vendors to provide professional piano tuning and maintenance services for sixteen (16) pianos located in four (4) different locations. The contract will be effective from July 1, 2025 through June 30, 2026 with the option to renew up to 3 years upon mutual agreement. Specifications, terms, conditions, and instructions for submitting proposals are contained herein. This Request for Proposal with all pages, documents, and attachments contained herein, or subsequently added to and made a part hereof, submitted as a fully and properly executed proposal shall constitute the contract between the District and the successful proposer when approved and accepted on behalf of the District by an authorized official or agent of the District.

All proposers shall complete and return the bid proposal form and award page(s) and submit all information requested herein in order for a proposal to be responsive. Failure to do so may result in the proposal being rejected as non-responsive. The proposal document shall be returned in its entirety, in a properly identified and sealed envelope, (including the project number), to the Purchasing Department at the above address.

The Portage Public Schools Board of Education reserves the right to accept or reject any or all bids, either in whole or in part; to award the contract to other than the low bidder; to waive any irregularities and/or informalities; and in general to make awards in any manner deemed to be in the best interest of Portage Public Schools.

Questions may be addressed to:

Susannah Sims, Purchasing Specialist Portage Public Schools, at sksims@portageps.org or 269-323-5181

8107 Mustang Drive • Portage, Michigan 49002• 269.323.5000 • portageps.org mailto:sksims@portageps.org

PROJECT LOCATIONS:

1. Portage Central High School - 8135 S. Westnedge Ave. Portage MI, 49002

2. Portage Northern High School - 1000 Idaho Ave. Portage MI, 49024

3. Portage Central Middle School - 8305 S. Westnedge Ave. Portage MI, 49002

4. Portage West Middle School - 7145 Moorsbridge Rd. Portage MI, 49024

BID REQUIREMENTS

1. Bids shall be submitted as two copies in a sealed envelope. Faxed/emailed bid copies will not be accepted.

2. Bidders shall submit their bids on the enclosed bid proposal form, attaching any and all information required by the form.

3. Send or deliver the bid to:

Portage Public Schools

BID# 50079

Attention: Susannah Sims, Purchasing 8107 Mustang Drive Portage, MI 49002

4. A bid received after the due date and time will not be accepted.

5. Portage Public Schools shall not be responsible for any cost or expense the Bidder incurs during the preparation of this bid. Additional copies of the bid documents will be furnished at the Bidder's expense.

6. Portage Public Schools reserves the right to hold the bids for 60 days; to accept or reject any or all bids; to omit or accept any informalities in any bid and to make such awards as it considers in its best interest of the district, whether low bid or not.

7. Bidders must submit pricing for all items within any given Bid Category. Proposed equal substitutions will be considered. Proposals must include full specifications, colored finish options, cut sheets, estimated lead time, and product warranty information. Samples of equal substitutions may be requested by the district after the bid opening date. Bid responses must include all manufacturer specification sheets for all items being bid (where applicable) as well as any/all comps and or incentives (along with the dollar value of comps/incentives)

8. Should a Bidder find discrepancies in, or omissions from the specifications, details, instructions, and bid proposal form, or should they be in doubt as to the meaning, they should notify, at once, Portage Public Schools who will send written instructions to all appropriate Bidders. PPS shall not be responsible for any oral instructions.

i. It is the Bidder's responsibility to note any detail or specification that, in his opinion, is not practical or functional.

9. Addendums (if any), bid tabulation, and award notices will be posted on our website:

www.portageps.org under the District Tab, in the subcategory Bids and Proposals.

10. All information issued prior to the close of the bidding period shall be included in returned bid proposals and acknowledged on the Bid Proposal Form(s).

11. The Contract shall be awarded when a Bidder has been issued a Purchase Order.

http://www.portageps.org

12. After a contract agreement has been executed, the Bidder shall not be allowed any sum over and above the price(s) specified in the contract agreement.

GENERAL INTENT & BACKGROUND:

The intent of this solicitation is to acquire quotes for Piano Tuning contracts with Portage Public Schools (PPS) as per the below specification. Any deviation from these specifications must be noted by the vendor.

Project scope is for routine maintenance and performance tuning. We also seek the option to have emergency tuning and or minor repairs at the vendor's recommendation.

Portage Public Schools serves approximately 9,000 students. There are two (2) high schools and two (2) middle schools that will require piano tuning services. An inventory is attached with the most current list of instruments.

The selected vendor must be able to travel to each site as required. We would like the selected vendor to provide a comprehensive review of the fleet with a focus on life expectancy and any current necessary repairs or services that are required.

SCOPE:

The selected vendor will be responsible for the following services:

1. Quarterly Piano Tuning: Each of the six (6) pianos must receive professional tuning services four

(4) times per year to maintain optimal sound quality.

2. Routine Maintenance: Regular inspection and minor repairs, including but not limited to, pedal adjustments, key leveling, regulation, voicing, hammer repairs, a refelting, fine tuning action, andstring repair

3. Performance Tuning: Additional tuning and adjustments must be provided prior to large performances, including but not limited to:

○ Holiday concerts

○ Student musicals

○ Concerts

4. Emergency Repairs: The vendor should be available to provide on-call services for unexpected issues that impact the performance of any piano that fall within the service contract.

REQUIRED DOCUMENTS

● A signed Iran Sanctions Form

● A proposed copy of a repair & maintenance agreement for piano tuning

● Company Background and experience in piano tuning and maintenance

● List of references from similar clients

● Proposed pricing structure

● A listing of any additional costs for repairs outside the scope of the contract

BID PROPOSAL FORM (PAGES 4 - 8)

0.1 NAME OF BIDDER

Firm Name:

Address:

Contact Person:

Telephone & Fax:

E-mail:

0.2 PROJECT NAME

Project Name:

RFP #50079 - Piano Tuning Contract

0.3 AGREEMENTS

A. The undersigned understands that Portage Public Schools (PPS) reserves the right to reject any and all bids and to waive informalities in bidding.

B. PPS also reserves the right to withhold bids for a period of sixty (60) days from the bid closing date.

C. PPS reserves the right to accept or reject any or all Bids in whole or in part, or to waive any informalities therein. If in PPS’ opinion, it is in their best interest, the contract may be awarded to other than the lowest bidder, for reasons of establishing uniformity, delivery time, etc.

D. If award is made to us under this proposal, we agree to enter into an Agreement with Portage Public Schools to furnish equipment, and installation service in strict accordance with this proposal, bid documents, and all pertinent portions of specifications.

0.4 ATTACHMENTS TO BID PROPOSAL FORM

A. The undersigned acknowledges the following are included with the Bid Proposal Form (Please Initial all that apply):

1. Price Quote Breakdown: _____

2. Cost List for work outside scope: ____

3. Proposed Repair and maintenance agreement: _____

4. Legal Status of Bidder: ____

5. Familial Relationship Disclosure Statement: ____

6. Iran Economics Sanctions Act: ____

Pricing Summary

Annual Contract Amount $

Any Misc Charges of Note $

LEGAL STATUS OF BIDDER - CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER

RESPONSIBILITY MATTERS.

The Vendor and/or Bidder certifies to the best of its knowledge and belief that it and its principals: Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency; Have not within a three-year period preceding this agreement been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; Are not presently indicted for or otherwise criminally or civilly charged by a government entity (Federal, State, or local) with commission of any of the offenses enumerated above in this certification; and Have not within a three-year period preceding this agreement had one or more public transactions (Federal, State, or local) terminated for cause or default;

is not now or has been, within a three-year period preceding this date, been listed on the Excluded Parties List System website (EPLS).

A. A Corporation organized and existing under the laws of the State of

B. Name, title, and signature of individual duly authorized to execute contracts:

Name:

Address:

Title:

Signature:

FAMILIAL RELATIONSHIP DISCLOSURE STATEMENT

As required by Public Act 232 of 2005, all bids shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any employee of the Portage Public School District or member of the Portage Public Schools Board of Education. The Board of Education shall not accept a bid that does not include this sworn and notarized disclosure statement.

The undersigned, the owner or authorized officer of ________________________________(the “Bidder”), pursuant to the familial disclosure requirement provided in the Portage Public Schools advertisement for construction bids, hereby represent and warrant, except as provided below, that no familial relationships exist between the owner(s) or any employee of the company and any employee of the Portage Public School District or member of the Portage Public Schools Board of Education. If such a relationship exists, please explain:

Attach additional pages if necessary

By:____________________________________________________(Bidder Signature)

Title:___________________________________________________(type or print)

Date:__________________________________________________

Subscribed and Sworn to Before Me:

This________________day of__________________, 20____A.D., in and for the

County of _______________________, State _____________

My Commission expires ____________________________.

Signature of Notary

IRAN ECONOMIC SANCTIONS ACT

Effective April 1, 2013 all bids, proposals, and/or qualification statements received in the State of Michigan (MCL 129.313) must comply with the “Iran Economic Sanctions Act”. The following certification is to be signed and included at the time of submission.

CERTIFICATION

Pursuant to the Michigan Iran Economic Sanctions Act, 2012 P.A. 517, by submitting a bid, proposal or response, Respondent certifies, under civil penalty for false certification, that it is fully eligible to do so under law and that it is not an “Iran linked business”, as that term is defined in the Act.

Signature Title

Company Date