6-01. 26RFP023 - Musical Instrument Repair and Maintenance.pdf

Request for Proposals

26RFP023

Musical Instrument Repair and Maintenance

NOTES: This solicitation replaces all previous solicitations awarded for Musical Instrument Repair and Maintenance. Any awards and contracts made under the previous solicitations will expire December 31, 2025.

Date Event

October 24 & 31, 2025 Dates of public advertisement

November 3, 2025 Due date for questions submitted in Bonfire platform by 5:00 pm CST

November 4, 2025 Questions and answers posted in Bonfire platform by 5:00 pm CST

November 7, 2025 RFP opening / Vendor proposal due date at 2:00 pm CST

December 18, 2025 Tentative AISD Board meeting for review/approval

Contact:

Dakota Nalls Procurement Specialist Contract & Procurement Phone: 512-414-2600 Email: dakota.nalls@austinisd.org

To ensure a fair and transparent solicitation process and the integrity of submissions:

∙ Proposals received after the specified due date and time shall not be considered.

∙ Proposals must be submitted in the specified format and all Required Forms must be signed and submitted with response.

∙ Question and Answer Protocol: Proposers seeking clarification or have questions pertaining to this

RFP must submit questions in writing through the AISD Bonfire Portal no later than the date and time shown above.

∙ Questions & Answers and all Addenda will be posted on the AISD Bonfire Portal:

https://austinisd.bonfirehub.com/portal/

This solicitation is a request for proposals for services under Texas Education Code 44.031.

mailto:dakota.nalls@austinisd.org https://austinisd.bonfirehub.com/portal/

Austin ISD – Request for Proposals 26RFP023 Musical Instrument Repair and Maintenance

Checklist and Submission Guidelines This checklist is provided to help you conform to all form/document requirements stipulated in this solicitation and attached herein. This is not a required form and it is not necessary to return this checklist with your proposal.

I. Understanding the Proposal

Completed

□ Read entire RFP document, appendices and attachments

□ Review AISD Policy and Provisions

□ Attend pre-proposal conference (optional)

□ Submit questions properly before deadline

□ Review addenda, Q&A and other additional attachments

□ Review Proposal Submission section of RFP

II. Required Forms

Completed

□ Bid Certification

□ Notification of Criminal History of Contractor

□ Debarment, Suspension and Ineligibility Certification

□ Edgar Certifications Addendum for Contract Funded by U.S. Federal Grant

□ Conflict of Interest Questionnaire (CIQ) – online electronic submission

III. Submitting the Proposal

Completed

□ Prepare the proposal, complete all requested attachments, sign all required forms

□ Submit RFP response through the AISD Bonfire Portal no later than the due date and time.

Table of Contents

Section I

Section II

Section III

Section IV

Section V

Section VI

Section VII

Introduction - Solicitation Overview and Description

Historically Underutilized Business (HUB) Program Requirements

Proposal Submission in Bonfire

Initial Review of Proposals

Competitive Selection / Evaluation

Scope of Services and Performance Requirements

Appendices and Attachments

I. INTRODUCTION – Solicitation Overview and Description

The Austin Independent School District (hereinafter referred to as “AISD” or the “District”) is seeking proposals from firms qualified and experienced in providing Musical Instrument Repair & Maintenance. The district seeks to establish a catalog of approved vendors to provide these services through multiple strategic supply agreements. Purchases made under this bid are intended for the repair and maintenance of existing units at AISD campuses and/or departments, and will be made on an as-needed basis throughout the term of the agreement.

Proposers may make written inquiries through the AISD Bonfire Portal concerning this solicitation to obtain clarification of the proposal requirements. Inquiries shall be submitted no later than the time and date specified on the cover page. Questions received by this deadline, and corresponding answers, will be included in an Addendum. All addenda will be posted in the AISD Bonfire Portal.

Each Bidder, by submitting its proposal, agrees that the proposal is subject to the Austin ISD Policies and Provisions and agrees to comply with those conditions.

Acceptance of a proposal will occur only when a contract is executed. Any contract will incorporate the Austin ISD Policies and Provisions and Standard Terms and Conditions and no commitment exists until a contract is executed by both parties.

Austin ISD is subject to the Texas Public Information Act. All documents submitted as part of the Contractor’s Proposal response will be deemed confidential during the evaluation process and will not be available for review by anyone other than Austin ISD staff or its designated agents. Following an award of contract or termination of the procurement, Proposals may be subject to release as public information. If a Proposer believes that its Proposal response, or parts of it, may be exempted from disclosure under Texas law, the Proposer clearly must specify page-by-page and/or line-by-line the parts of the Proposal response which it believes are confidential or otherwise exempt. Austin ISD assumes no obligation or responsibility relating to the disclosure or nondisclosure of information submitted by Proposers.

II. HISTORICALLY UNDERUTILIZED BUSINESS (HUB) PROGRAM REQUIREMENTS

The HUB Program promotes and strongly encourages the involvement and participation of Historically Underutilized Businesses in District-wide procurements. According to AISD policies CH (LOCAL) and CV (LOCAL), the HUB Program guidelines are not applicable for this type of procurement.

III. PROPOSAL SUBMISSION IN BONFIRE

All documents can be found in the Bonfire Public Files for this RFP solicitation project.

A. PROPOSAL RESPONSE – Vendor shall upload its proposal documents as requested below into the Bonfire electronic procurement platform under:

Requested Information (PROPOSAL RESPONSE ATTACHMENTS).

Upload Vendor Proposal – Include the following:

● Section I - Summary of Experience:

A description of vendor/contractor’s experience, organizational structure, and qualifications for personnel who will provide the services.

● Section II - Scope of Service:

A description of services and capabilities as outlined in the Scope of Service and Performance Requirements (Section VI) of this RFP.

● Section III- Financial Proposal:

A straightforward, concise delineation of the vendor/contractor’s fees to satisfy the requirements of this RFP. It is the vendor’s responsibility to specify all costs (i.e.

administrative fees, processing fees, etc.) associated with providing the services required.

● Section IV – References:

Provide a minimum of three (3) references of clients that have done business with the proposer in the last two (2) years. The references should be familiar with the proposer's work, billing, and post-completion support of the product or services provided. The District reserves the right to ask for additional clients or reject any that are not appropriate to provide information or feedback in the reference process.

B. REQUIRED FORMS – Vendor shall upload the completed and signed forms listed below Into the Bonfire electronic procurement platform under:

Requested Information (REQUIRED FORMS.)

Upload Required Forms - Include the following:

Link is provided for the online Conflict of Interest Questionnaire (CIQ).

Failure to submit required forms may result in vendor being deemed not responsive.

● Bid Certification (signature required)

● Notification of Criminal History of Contractor (signature required)

● Debarment, Suspension, and Ineligibility Certification (signature required)

● Edgar Certifications Addendum for Contract Funded by U.S. Federal Grant (sign)

● Conflict of Interest Questionnaire (CIQ). The CIQ is prepared by the Texas Ethics

Commission, in compliance with Chapter 176 of the Texas Local Government Code. The form should be submitted on-line at: https://www.austinisd.org/cp/ciq-online

The District reserves the right to tender its own contract which shall incorporate the requirements of this RFP and the successful Proposer’s response. A preview/reference only copy of AISD’s Agreement is posted on the AISD website and should not be submitted with proposals.

IV. INITIAL REVIEW OF PROPOSALS

Any vendor/contractor determined non-responsible or any proposal determined non-responsive will not be evaluated further. The vendor/contractor will be notified of a non-responsible or non-responsive determination.

Responsive In order for a proposal to be responsive:

● ALL required forms listed above shall be signed and included with proposal;

● Proposal shall be received prior to the RFP opening date at the address listed on the cover page;

● Proposal shall respond to the entire scope of service and performance requirements as requested.

Responsible In order for a proposal to be responsible, the vendor/contractor shall be in good financial standing with the Texas Comptroller of Public Accounts.

https://www.austinisd.org/cp/ciq-online

V. COMPETITIVE SELECTION / EVALUATION

A. This is a NEGOTIATED procurement. AISD will award multiple vendors / contractors who present the greatest value to the District from the standpoint of suitability to purpose, quality, service, previous experience, cost effectiveness, ability to deliver, or for any other reason deemed by the District to be in the best interest of AISD. Thus, the result will not be determined by costs alone but upon the applicable criteria as listed under Evaluation Criteria.

B. Consistent with state law and district policy, this RFP does not commit the district to award a contract. The district reserves the right to accept or reject any or all proposals and/or award in whole or in part any proposal if the district determines it is in the best interest of the district to do

so. The district also reserves the right to waive any minor informalities in order to take the action which it deems to be in the best interest of the district.

C. Evaluation Criteria

An evaluation committee will evaluate the proposals against the following weighted criteria listed below.

Evaluation Criteria Points

1. Quality of Services: The adequacy and completeness of the plan offered addressing the Scope of Services.

a. Clearly defined components of service delivery and implementation (10)

a. Evidence of quality musical instrument repair and maintenance (10)

b. Organizational structure and staff to meet District’s needs (10)

2. Contractor’s Capabilities: The demonstrated ability of the Contractor to provide services.

a. Experience, qualifications, education, etc. (10)

a. Reputation of vendor and of the vendor’s services (10)

b. Extent to which the services meet the District’s needs (15)

c. Vendor’s past relationship with the District (5)

3. Financial Proposal / Cost 30 Total Allowable Points 100

The District reserves the right to include additional evaluation criteria beyond the initial review to include, but not limited to the criteria identified in Texas Education Code 44.031(b). The District reserves the right to add additional evaluation steps, such as interviews, demonstrations, sample products, etc., to determine which response best meets the needs of the District. The District reserves the right to negotiate price, discounts, final terms and conditions, and/or any relevant factors prior to award.

VI. SCOPE OF SERVICES AND PERFORMANCE REQUIREMENTS

The following describes the service and performance requirements that the selected vendor(s) will be required to meet. Failure to address or to fully describe capabilities to accomplish all elements of this section will result in a loss of evaluation points.

A. Term of RFP Award The agreement(s) resulting from this solicitation will be in effect for an initial term of eighteen

(18) months from the date of award by the Board of Trustees, or such date established by the agreement, with renewal options for up to two (2) additional one (1) year periods.

Renewal is subject to approval by AISD Board of Trustees. Once renewal options are exhausted, the contract must be rebid. AISD reserves the right to rebid at any time as is in its best interest and is not automatically bound to renew. In addition, the district reserves the right to extend the contract for an additional time beyond the final expiration date if necessary to ensure no lapse in service.

AISD anticipates the initial term of awarded contracts for this solicitation to be January 1, 2026 through June 30, 2027 with final term ending on June 30, 2029. This is a multiple-year, performance-based contract. The awarded vendor's performance is critical to the success of the contract for the full term.

The District will use the objective criteria specified within to review proposals and will select multiple providers that meet the requirements of the RFP. If selected, individual firms will be included in a catalog of approved program providers, which is maintained by the Contract & Procurement Services department. The number of awards will vary depending on the overall evaluation results.

B. General Requirements

The successful vendor(s) shall:

● Provide pickup and delivery service to and from all District campuses and facilities as scheduled by District staff upon request.

● Maintain an adequate facility and qualified staff capable of performing repair and maintenance services on a wide range of instruments, including woodwinds, brass, percussion, string, keyboard, and electronic instruments.

● Perform all services in accordance with industry standards and manufacturer specifications.

● Provide an estimate for all repairs and maintenance services to the designated music instructor prior to instrument pickup. The estimate shall include a description of the required repairs, the anticipated labor hours, and the total estimated cost.

● Maintain accurate service and repair records for each instrument, to be made available upon request.

● Ensure all work is performed by trained and experienced technicians with demonstrated expertise in instrument repair.

1. Types of Services

Services under this contract shall include, but are not limited to:

Routine Maintenance:

● Cleaning, lubrication, tuning, and adjustment of instruments.

● Replacement of worn pads, corks, springs, felts, or other consumable components.

● Inspection for potential issues to prevent costly repairs.

Repair Services:

● Repair or replacement of damaged or malfunctioning parts.

● Dent removal, soldering, crack repair, and re-padding as needed.

● Adjustment of keywork, slides, valves, and tuning mechanisms.

● Restoration of finish (lacquer, plating, polishing) when requested and approved.

Emergency and Priority Repairs:

● Provide expedited repair services for instruments needed for upcoming performances or instructional needs.

● Provide a turnaround time for urgent repairs not to exceed 5 business days.

Inventory and Reporting:

● Maintain and submit services records including:

○ Instrument identification (school, serial number, and type)

○ Date of service

○ Description of work performed

○ Parts replaced

○ Cost breakdown

Instrument Replacement:

● In the event that a musical instrument is determined to be beyond reasonable repair, the vendor may recommend replacement of the instrument in lieu of repair. Any replacement shall be subject to prior written approval from District staff or an authorized representative of the Fine Arts Department. The vendor shall provide documentation supporting the determination that the instrument is beyond repair, including a written assessment and cost comparison between repair and replacement. No replacement shall be made without express District authorization.

2. Service Standards and Quality Assurance

● Subcontracting of repair or maintenance services is NOT permitted under this Request for Proposals. Failure to comply may result in the cancellation of the existing agreement, removal from approved vendor listing for the duration of the contract period, and restriction from further award consideration based on past performance.

● Vendors are prohibited from transporting instruments to any off-site or out-of-state location for repair without advance written approval from the music instructor or Fine Arts Department. All work must be completed at approved facilities or on-site locations only.

● Services under this contract shall be performed strictly on an as-needed basis, as determined by the District. The District does not guarantee any minimum volume of work.

● With prior approval from the District or the designated music instructor, instruments may be repaired on-site when such work is determined to be practical and does not disrupt instructional activities. The vendor shall ensure that all on-site repairs are performed in a safe, professional manner and in accordance with District policies and campus procedures.

● Vendor must arrange for return delivery of instruments Monday-Friday between 8:30 a.m. and 4:00 p.m. Vendor must receive prior authorization from the designated music instructor to make delivery outside the stated days/hours.

● Repairs shall be completed and returned to the designated campus within ten (10) calendar days of pickup unless otherwise approved by the District.

● All work shall meet or exceed manufacturer and Music Industry Repair Standards.

● Only high-quality replacement parts shall be used (OEM or equivalent).

● The awarded vendor shall warrant all work performed and materials used for a period of not less than one (1) year from the date of completion, unless otherwise specified. The warranty shall include full coverage for defects in workmanship and materials.

● Vendor shall be responsible for correcting any deficiencies in workmanship or materials at no additional cost to the District. Any instrument returned due to defective workmanship shall be repaired and returned within seven (7) calendar days of notification.

● All warranty periods and conditions must be clearly stated on quotes, invoices, and repair tags.

3. Communication and Coordination

● Vendor shall coordinate with designated District representatives (e.g., Fine Arts Coordinator, Campus Band/Orchestra Directors).

● Vendor shall maintain open communication regarding repair status, pickup/delivery schedules, and service requests.

● Vendor shall provide a primary contact for all District communications.

4. Insurance and Compliance

● Vendor must carry and maintain all required insurance (general liability, workers’ compensation, auto liability, etc.) as specified in the RFP terms and conditions.

● Vendor shall comply with all applicable local, state, and federal regulations, including background checks if required for personnel entering school premises.

C. Purpose of RFP

The purpose of this Request for Proposals (RFP) is to solicit responses from qualified vendors experienced in providing musical instrument repair and maintenance services. The awarded vendor(s) will be responsible for ensuring that all district-owned musical instruments are maintained in good working order, repaired promptly when needed, and returned in a condition that supports instructional use.

D. General Information

1. Multiple Award

This solicitation is considered a Multiple Award. The term "multiple award" means awards will be made to multiple vendors during the solicitation offering period. This type of solicitation and award allows AISD the means to provide the District an opportunity to identify and purchase services that best fits its needs through various awarded vendors while meeting the state's competitive bidding requirements.

If awarded, firms will be included in a catalog of approved vendors, which is maintained by the Contract & Procurement Services department. The District's Music Directors and Administrators will be the sole determinant as to which awarded vendor to purchase from.

The District reserves the right to use other purchasing methods to meet its needs if it is determined the needs can best be met through other procurement processes, specifically if the expenditure for a specific program warrants a more formal competition.

Any agreement issued as a result of this RFP does not guarantee any minimum amount of service or payment. A Service Agreement with AISD will not be issued unless a District Music Director or Administrator initiates a request for services.

2. Evaluation of the Responses

The evaluation process for this solicitation will be reviewed by the appropriate District staff to ensure awards are made in accordance with the requirements of the solicitation. See Section V. Competitive Selection / Evaluation criteria for further information).

3. Notice of Award / Non-Award

Recommended vendors whose response meets the requirements of the solicitation will receive a Notice of Award via email. A vendor / contractor shall not perform services for AISD without a fully executed agreement and the issuance of a Purchase Order. If an Agreement is issued, the vendor will receive the document via email for electronic signature using the DocuSign routing system. Once complete, vendors will receive an executed copy of the service agreement via DocuSign. Non-awarded vendors will receive a “Notice of Non-Award” via email.

4. Purchase Orders The awarded vendor(s) shall not schedule or perform any service for the District, unless a District-issued purchase order has been issued. No orders shall be placed by District personnel without a purchase order. If the vendor provides service to the District, without first receiving an AISD purchase order, the District will not be responsible for payment.

5. Contractor Pricing Information

The Vendor / Contractor shall hold its rates firm for the entire term of the contract. The Vendor may offer price reductions at any time during the term of the contract.

6. Invoicing and Payment Guidelines

● A vendor will be compensated by AISD for services actually and satisfactorily performed in accordance with contract requirements and at the vendor’s awarded rates.

● Payment will be made according to the District Comptroller’s published Accounts Payable schedule. Typically, payment is net 30 days after receipt of an accurate and verifiable invoice.

● Itemized invoices must include the Purchase Order number, campus/department name, description of services provided, service dates, maintenance/repair cost per unit, and total hours worked.

● Mileage and travel expenses will not be reimbursed by AISD.

7. Availability of Funds Any agreement resulting from this solicitation is contingent upon the continued availability of appropriations and is subject to cancellation, without penalty, either in whole or in part, if funds are not appropriated by the AISD Board of Trustees or otherwise not made available to the District.

8. Use of Federal Funds This solicitation is issued utilizing the guidelines presented in the Code of Federal Regulations (CFR), 2 CFR 200. As such, the awarded contracts can be used by the departments or campuses with federal funds. Some federal programs will require quotes as normal procedure. This allowance is based on the awarded vendor remaining active in SAM.gov and not being suspended or debarred by the federal government.

9. Conflict of Interest

● Employee Relationship In reference of AISD policies CH(LOCAL) Purchasing and Acquisition, and DBD(LOCAL) Employment Requirements and Restrictions, all proposers must disclose the name of any AISD employee who owns, directly or indirectly, an interest in the proposer's firm or any of its branches. Failure to provide such information may be grounds for disqualification of the response or cancellation of a contract resulting from this request.

● Employment Restrictions Any person who has been employed as a full-time employee of the District may not perform services for the District for compensation as a vendor or consultant or on behalf of a vendor or consultant for 12 months after the termination of the person’s employment relationship with the District. This restriction does not apply to former https://www.lawinsider.com/clause/price-adjustments https://www.lawinsider.com/clause/price-adjustments https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-D https://sam.gov/content/home employees who are hired as classroom teachers, campus-based professional employees, or campus principals. AISD Policy DBD (LOCAL)

10.Criminal History Background Checks

Contractor is directly responsible to obtain all required criminal history record information through the Texas Department of Public Safety’s Fingerprint-based Applicant Clearinghouse of Texas (“FACT”). The cost of the background checks is the responsibility of the Contractor. Contractor must ensure that there is no criminal history record that would prevent the Contractor from working in the District’s facilities and directly with students whether in person or online.

Contractor must ensure that national criminal history record certification is filed with the District. Contractor may only be present at district campuses or may provide online services once the criminal history process (including Exhibit C.1. forms and fingerprinting) has been properly completed and approved. For more information, please refer to AISD District Policy CJA (REGULATION) and CJA (LEGAL).

11.Insurance Requirements

The Contractor shall provide proof and maintain the following insurance coverage applicable to liability which could be incurred in conjunction with providing services to the district.

The Contractor is required to carry the following insurance coverages:

● General Liability (minimum limit of $1,000,000 per occurrence and $2,000,000 aggregate). This policy should cover injury of a participant and include the following provisions: waiver of subrogation, endorsement to provide Austin ISD as additional insurance, and notice of cancellation.

● Sexual Molestation & Child Abuse (SAM) endorsement of $100,000 minimum (either specifically stated as included as part of General Liability or purchased separately in addition to the General Liability policy).

● Full Malpractice Coverage: professional liability coverage at a minimum limit of $1,000,000 to pay on behalf of the assured all sums which the assured shall become legally obligated to pay as damages by reason of any negligent act, error, or omission arising out of the performance of professional services under a contract.

● Workers’ Compensation: coverage should be consistent with statutory benefits outline in the Texas Worker’s Compensation Act Section 401. The minimum policy limits for Employer’s Liability are $500,000 bodily injury each accident, $500,000 bodily injury by disease policy limit, and $500,000 bodily injury by disease each employee. The company’s policy shall apply to the State of Texas and include a waiver of subrogation in favor of Austin ISD.

A current, industry-standard ACORD Certificate of Insurance (COI) for each of the above policies shall be delivered to the AISD before any work is started. Certificates shall be sent to the AISD Contract & Procurement Services office at each change or renewal during the term of the contract.

If transporting Austin ISD students, the vendor must have Automobile Liability as follows: Owned, Non-Owned, Hired or Rented with $1,000,000 Single Limit and Additional Insured in favor of Austin Independent School District. Questions about the district’s insurance requirements should be directed to the Office of Risk Management.

VII. APPENDICES AND ATTACHMENTS – FOR REFERENCE

� Appendices (for reference purposes only - included in this RFP document)

▪ Appendix 1 – Purchasing and Acquisition Vendor Relations Policy CHE-LOCAL

▪ Appendix 2 – AISD Policy and Provisions

� Required Forms (Signature Required)

(MUST be uploaded under Requested Information – REQUIRED FORMS)

▪ Bid Certification

▪ Notification of Criminal History of Contractor

▪ Debarment, Suspension, and Ineligibility Certification

▪ Conflict of Interest Questionnaire (CIQ) – electronic submission only

▪ Edgar Certifications Addendum for Contract Funded by U.S. Federal Grant

� Vendor Proposal Response

(MUST be uploaded under Requested Information – PROPOSAL RESPONSE

ATTACHMENTS