Bid Specifications for Music Repair 2025.pdf

WILLIAM FLOYD UNION FREE SCHOOL DISTRICT

BID SPECIFICATIONS DOCUMENT

FOR SERVICES ONLY

The William Floyd Union Free School District (the “School District”) is soliciting bids for the following service(s):

Musical Instrument Repair Individual Bids are listed below:

• Band (Woodwind, Brass, Percussion)

• Orchestra Strings (Violin, Viola, Cello, Bass)

• Classroom (Orff Instruments)

The School District will award the contract to the lowest responsible bidder, noting that the lowest cost bidder may not be the lowest responsible bidder. One component of identifying the lowest responsible bidder is to identify the lowest cost bid. The following calculation will be used to identify the lowest cost bid:

Band, String, Classroom Repair

200 Hours of Labor X Hourly Labor Wage

PLUS

$3,000 Estimated Parts X Average % over list price ($1,000)

Contract Period

The term of the contract will be for one (1) year, July 1, 2025 – June 30, 2026 with an option to extend, at the School District’s Board of Education’s discretion, for an additional two (2) one year extensions at an amount of increase not to exceed the prior year’s increase in CPI from the date of award.

*The CPI increase value used here will be calculated by averaging the prior 12 monthly CPI increases for the New York Consumer Price Increase for All Urban Wage Earners and Clerical Workers, as provided by the U. S. Department of Labor, Bureau of Labor Statistics. The district will be using February CPI (March –

February average 12-month) as their basis.

Bidding Timeframe

Bids must be submitted by using the enclosed “Bid Response Sheet”. All information must be legible.

Illegible or vague bids may be rejected. Please be advised that the person signing the bid response must be authorized by your organization to contractually bind your company with regard to prices and related contractual obligations for the term of the contract.

Bids must be received in a sealed envelope and addressed as follows:

Lisa Parris

District Office

William Floyd School District

240 Mastic Beach Road

Mastic Beach, NY 11951

SEALED BID FOR MUSIC INSTRUMENT REPAIR BID

Bid Number 24-25.013

Due on or before Thursday, April 3, 2025 by 2:00 PM.

THIS ENVELOPE IS TO BE OPENED BY AUTHORIZED PERSONNEL ONLY.

Bids will be opened as follows. Any bids received after this date/time will be rejected:

Date: Thursday, April 3, 2025

Time: 2:00 P.M.

Location: District Office

William Floyd Union Free School District

240 Mastic Beach Road

Mastic Beach, NY 11951

Bidder Responsibilities

Bidders are required to be licensed. Proof of license must be submitted with the Bid Response Sheet.

Bidder is under an affirmative duty to inform itself by personal examination of the specifications and location(s) of the proposed work and by such other means as it may select, of the character, quality, and extent of the work to be performed and the conditions under which the contract is to be executed. Each bidder shall examine specifications and all other data or instruction pertaining to the work. No pleas of ignorance of conditions that may be encountered or of any other matter concerning the work to be performed in the execution of the work will be accepted by the William Floyd School District as an excuse for any failure or omission on the part of the bidder to fulfill every detail of all the requirements of the documents governing the work. The successful bidder will not be allowed any extra compensation by reason of any matter or thing concerning which such bidder might have fully informed itself prior to bidding. Henceforth, bidders must inspect the building(s) and submit a report of their findings with their bid.

It will be the responsibility of the successful bidder to meet with the Plant Facilities Administrator immediately following the award of contract to outline the services that are expected.

Standard Clauses For All NYS Contracts

During the performance of the contract, the successful bidder agrees to the terms under the MACBRIDE Fair

Employment Principles.

1. Notwithstanding any terms, conditions or provisions, in any other writing between the parties, the contractor hereby agrees to effectuate the naming of the District as an unrestricted additional insured on the contractor's insurance policies, with the exception of workers' compensation and N.Y. State disability insurance.

II. The policy naming the District as an additional insured shall:

• Be an insurance policy from an A.M. Best rated "secured" or better insurer, authorized to conduct business in New York State. A New York licensed insurer is preferred. The decision to accept specific insurers lies exclusively with the District.

• State that the organization’s coverage shall be primary and non-contributory coverage for the District, its Board, employees and volunteers.

• Additional insured status shall be provided by standard or other endorsements that extend coverage to the District for both on-going and completed operations. The decision to accept an endorsement rests solely with the District. A completed copy of the endorsements must be attached to the certificate of insurance.

III.

• The certificate of insurance must describe the specific services provided by the contractor (e.g., roofing, carpentry, and plumbing) that are covered by the liability policies.

• At the District’s request, the contractor shall provide a copy of the declaration page of the liability and umbrella policies with a list of endorsements and forms. If so requested, the contractor will provide a copy of the policy endorsements and forms.

• A fully completed New York Construction Certificate of Liability Insurance Addendum (ACORD 855

2014/05) must be included with the certificates of insurance.

IV. The contractor agrees to indemnify the District for any applicable deductibles and self-insured retentions.

V. Required Insurance:

• Commercial General Liability Insurance

$1,000,000 per occurrence/ $2,000,000 general and products/completed operations aggregates. The general aggregate shall apply on a per-project basis.

• Automobile Liability

$1,000,000 combined single limit for owned, hired and borrowed and non-owned motor vehicles.

• Workers' Compensation, Employers Liability and NYS Disability Insurance

Statutory Workers' Compensation, Employers' Liability Insurance and NYS Disability

Insurance for all employees. Proof of coverage must be on the approved specific form, as required by the New York State Workers’ Compensation Board. ACORD certificates are not acceptable.

VI. Contractor acknowledges that failure to obtain such insurance on behalf of the District constitutes a material breach of contract and subjects it to liability for damages, indemnification and all other legal remedies available to the District. The contractor is to provide the District with a certificate of insurance, evidencing the above requirements have been met, prior to the commencement of work or use of facilities.

VII. The District is a member/owner of the NY Schools Insurance Reciprocal (NYSIR). The contractor further acknowledges that the procurement of such insurance as required herein is intended to benefit not only the District but also the NYSIR, as the District's insurer.

Prime Contractor Responsibilities

If any subcontracting is approved, the William Floyd School District will only communicate with the successful bidder as prime contractor. The William Floyd School District Board of Education considers the prime contractor to be the sole contact with regard to all provisions of the bid of all services.

Right-to-Know

In accordance with the New York State Toxic Substance Act (Right-to-Know Law) and the United States

Occupational Safety and Health Administration’s Hazard Communication Standard, the William Floyd

School District has established and implemented a Right-to-Know / Hazard Communication Program. It is the policy of the William Floyd School District to provide information and training to advise employees of potentially hazardous substances known to be in the workplace. Part of this information is a collection of

Material Safety Data Sheets for all chemicals used at the William Floyd School District by contract vendors.

Material Safety Data Sheets and labels must be submitted with each bidder’s proposal. Before any chemical product is used on or in any building, authorization by the Plant Facilities Manager is required, and a copy of the product label and Material Safety Data Sheet must be provided to the Plant Facilities Manager before the chemical is applied.

NYS Department of Labor Prevailing Wage Rate Schedule

Bidders are reminded that the payment of prevailing wages and supplements is a requirement of all contracts for public works. Information indicating that prevailing wages are not being paid on a public works project will be forwarded to New York State Department of Labor for investigation. Willful violations of the prevailing wage provisions of the Labor Law may result in disbarment from the bidding and award of public contracts. The bidder cannot bid on this contract at a loss. The prevailing wage must be paid. Note: All public works contracts, regardless of dollar value, require the payment of prevailing wages and supplements.

Bidders are advised that the William Floyd School District may make random inquiries of bidder’s employees as to the rate of wages being paid and may request certified copies of one or more weekly payrolls to verify proper payment of wages. Any discrepancy found in information supplied will be reported to the Department of Labor for investigation.

Specifications of Prospective Bidders

The bidder certified that it meets the following requirements for submitting a bid and shall provide verification of such within its bid:

1. The bidder has been in business for at least five (5) years prior to the submission of this bid.

Bidder must submit a list of at least five (5) verifiable references in the form provided herein from accounts for which work, comparable to that contained in these specifications, has been completed or is currently in progress.

2. The bidder maintains a current Business Registration License from the State of New York. The bidder must provide a copy of this registration with the bid.

In addition, the bidder certifies the following:

1. The bidder and all pertinent personnel are certified to perform the work specified herein in accordance with the laws, rules, ordinances, and codes within the State of New York.

2. The bidder has never previously failed to perform satisfactorily in connection with public bidding or public contracts.

Piggybacking Language

William Floyd School District shall make available to other authorized governmental entities the contract for the purchase of goods and/or services awarded as a result of this bid in accordance with NYS GML

103. However, it is understood that the extension of such contracts are at the discretion of the vendor and the vendor is only bound to any contract between the District and the vendor. Additionally, the District reserves the right to purchase any goods or services included as a part of this bid from any means legally available to it at any time.

Cancellation

The William Floyd Union Free School District retains the right to cancel this contract without reason, provided the vendor is given at least sixty (60) days notice of its intent to cancel. This provision should not be understood as waiving the William Floyd School District’s right to terminate the contract for cause or stop work immediately for unsatisfactory work, but is supplementary to that provision. This contract may be cancelled by the William Floyd School District when, in its opinion, the service rendered is incompetent, inadequate, or unresponsive to the District’s needs.

If bidder did not receive the following documents, please request said items from the William Floyd

School District. These two documents, along with the Bid Specifications Document and the Bid

Response Sheet, represent the complete bid package:

1. General Conditions

2. Non-Collusive Bidding Certification

3. Hold Harmless

4. Iran Divestment Act

WILLIAM FLOYD UNION FREE SCHOOL DISTRICT

BID RESPONSE SHEET

FOR MUSIC INSTRUMENT REPAIR BID

Band, String, Classroom Repair:

Cost of Labor per Hour (Band/String/Classroom): $___________________ per hour

(do not include any cost of parts in labor rate)

Average % over list/wholesale price, of replacement or repair parts (Band/String/Classroom): _____________________ %

Please indicate any instruments you cannot repair: _________________________________________

Company References:

1.

Business Name Phone # Contact

2.

3.

4.

5.

Bid Submitted By:

Company Legal Name:

Company D.B.A. Name:

Company Legal Address:

Email Address:

Authorized Contact’s Name:

Authorized Contact’s Title:

Authorized Contact’s Signature:

Date: