ESBD_473256_1764795508301_25-008 SUP1 RFP Sheet Music (Final).pdf

Request for Proposals

Sheet Music

(RFP #25-008 SUP1)

December 5, 2025

Spring Independent School District

P r o c u r e m e n t S e r v i c e s De p a r t m e n t 1 6 7 1 7 E l l a B l v d . • H o u s t o n , T e x a s 7 7 0 9 0 • T e l . 2 8 1 . 8 9 1 . 6 4 6 5

SPRING INDEPENDENT SCHOOL DISTRICT

PROCUREMENT SERVICES DEPARTMENT

16717 Ella Blvd.

Houston, TX 77090

1. GENERAL OVERVIEW OF SPRING ISD

The Spring Independent School District serves nearly 34,000 pre-kindergartens through twelfth-grade students, within a diverse and growing district located 20 miles north of downtown Houston, extending along the Interstate 45 corridor in an urban area of Harris County that spans 57 square miles. Currently, there are 12 administration facilities, and 42 campuses comprising 26 elementary, 9 middle schools, and 7 high schools.

For additional information about Spring ISD (SISD), including demographics and other facts and figures, please refer to the District’s website at www.springisd.org. Various SISD publications with additional District information are also available in digital format by clicking on the following link:

Spring ISD Publications.

2. SCOPE OF WORK, BACKGROUND/OBJECTIVES, ETC.

2.1. INTRODUCTION/ SCOPE OF WORK:

Spring Independent School District is seeking proposals from qualified vendors and suppliers to provide Sheet Music for our Performing and Visual Arts programs that will adequately meet the needs of the District in accordance with the terms, conditions, and specifications established within this Request for Proposals (RFP).

2.2. BACKGROUND/ OBJECTIVES:

Annually, the District estimates more than $100,000 to cover sheet music costs. The District, along with the Performing and Visual Arts Department, upholds the highest standards for our students and staff. Our primary objective is to acquire a diverse range of sheet music and performance art materials that will be utilized by our students and staff at various grade levels across the district and UIL events. The District and Performing and Visual Arts Department will continue to meet and exceed all educational and performance standards. The District intends to award multiple vendor/supplier(s) to provide the best value.

The District seeks a fair and reasonable price guarantee and schedule for quality sheet music, along with efficient communication, and prompt reliable service from suppliers proposing and recommended for a contract award.

http://www.springisd.org/ http://www.springisd.org/default.aspx?name=ccr.publications

Given this period of inflated pricing for supplies related to this solicitation, the District and Contract Awardees/Suppliers reserve the right to annually negotiate a reduction in pricing at the time of renewal.

2.3. SPECIFICATIONS

Below is a list of the specifications and requirements requested by the District. Under this service agreement, the vendor will supply a diverse range of sheet music as outlined below:

• Grade Levels: Elementary, Middle School, and High School.

• Genres: Classical, Jazz, Pop, Contemporary, Holiday, and Marching Band music.

• Instrumentation: Music for full band, choir, orchestra, concert band, jazz ensemble, and solo performances.

• Formats: Physical sheet music (printed), digital sheet music, or both.

• Arrangement Types: Music for various skill levels, including beginner, intermediate, and advanced arrangements.

• Quality and Accuracy: The sheet music provided must be accurately transcribed, and the quality should meet professional standards for educational use.

• Delivery: Vendors must provide a clear timeline for delivery of sheet music, including any options for expedited shipping or electronic delivery.

• Customization: The district may require custom arrangements or scores for certain events or student needs, which will be addressed on a case-by-case basis.

• Catalog of Available Music: The vendor should provide access to an extensive catalog of sheet music, with descriptions and sample pages available for review.

• Digital Access: The district seeks vendors who provide physical and digital sheet music in formats compatible with modern devices (e.g., PDFs, downloadable scores, music notation software compatibility).

2.4. QUALIFICATIONS AND EXPERIENCE

Three (3) years of successfully delivering products with similar districts such as Spring ISD, governmental entities, or corporate environments.

• Experience: The vendor must demonstrate experience in providing sheet music for educational institutions, preferably K-12 school districts, and must show evidence of successful past projects.

• License and Copyright Compliance: The vendor must adhere to all applicable copyright and licensing laws and provide assurances that all sheet music is either public domain or appropriately licensed for educational use.

• Customer Support: The vendor should offer robust customer support, including assistance with orders, delivery issues, and any educational materials or guidance.

3. PROPOSAL EVALUATIONS

The review and evaluation of the Supplier’s responses will determine the Supplier(s) most capable of delivering the "best overall value" to the District, consistent with the requirements herein and as evidenced by the respondent’s experience in providing the type and scope of services required within this Solicitation.

Depending on the number and quality of vendor responses received, the District will facilitate an evaluation process to identify either a sole vendor or multiple Suppliers to be considered for contract award, as described herein:

3.1. Evaluation: Entails the evaluation of written proposals submitted by Suppliers meeting the requirements referenced in this Solicitation. Each vendor’s response will be reviewed for completeness and adherence to the submission requirements and will be ranked based on the evaluation criteria referenced in the table below. The District will be the sole judge of the quality of proposals and reserves the right, at its own discretion, to disqualify any vendor that submits an incomplete proposal, does not properly adhere to the solicitation requirements, and/or clearly does not meet the needs of the District. A vendor’s failure to comply with the instructions or to submit a complete proposal may result in the proposal being disqualified.

Evaluation Criteria

Criteria Description and Scoring Points System Maximum

Points Attainable

1. Purchase Price Each Vendor’s overall pricing proposal will be scored based on the pricing submitted for the term of the contract or the discount offered for line items listed in this RFP.

• Costs related to providing line items specified in this RFP. – Max 45 pts

2. Quality of Vendor’s Goods or Services

Each Vendor’s quality of goods/services will be scored based on the information/products provided to the RFP. “Factors may also include, but are not limited to:

• Ability to provide a variety of publishers.

• Ability to provide a dedicated account representative.

*Note: Score based on the District’s opinion of the Suppliers ability to meet their needs.

3. Extent to which the Vendor’s Proposed Services meet the needs of the District

May include, but is not limited to:

• Ability to adhere to proposal requirements and specifications listed in this bid

(including Product Specifications).

• Ability to meet fulfillment times.

*Note: Score based on the District’s opinion of the Suppliers ability to meet their needs.

Criteria Description and Scoring Points System Maximum Points

Attainable

4. Vendor

Reputation May include but is not limited to:

• Proof of three (3) years of delivering goods experience with similar districts such as Spring ISD, governmental entities, or corporate environments (based on references provided).

If Yes – 10 pts, If No – 5 pts

*Note: Score may be impacted by the District’s opinion of the quality of the client references provided.

5. Vendor’s Past Relationship with the District

Vendor's Past Service History with Spring ISD or Staff:

• (1-15 points) Unsatisfactory to Great

• (7 points) No Experience

6. Long Term Costs

Costs incurred beyond the initial contract term that may include, but are not limited to:

NA

7. Historically Underutilized Businesses

(HUB)

Compliance

Impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses

Not applicable

NA

Total Points 100

Upon completion of the Evaluation Phase, the total points earned by each vendor determine the final scores. The District, at its sole discretion, will determine which Vendor(s) to consider for contract award.

4. PROPOSAL SUBMISSION INSTRUCTIONS AND REQUIRED

DOCUMENTS

Vendor responses (“Proposals”) shall be submitted electronically through the District’s web-based e- Sourcing system (the “System”). If you require assistance either with the online registration process or technical assistance with the System, please contact Procurement Services at 281-891-6465.

All Suppliers submitting a proposal shall review and abide by the instructions referenced herein:

4.1. DEADLINE FOR ELECTRONIC SUBMISSION OF PROPOSALS (“BID OPENING”): Proposals shall be submitted electronically via the District’s System prior to 12:00 p.m. (CST) on Friday, December 19, 2025. After such time, the System “locks” and does not allow the submission of any responses. Respondents are encouraged to submit their electronic responses with plenty of time in advance of the deadline indicated to ensure a timely response. The District will not be responsible for lateness of receipt due to Internet delays or unavoidable circumstances.

4.2. REVIEW/RESPOND TO ITEMS WITHIN THE E-SOURCING SYSTEM: Within the e-Sourcing system, proposing Suppliers shall review all information provided and respond to all required information (if applicable) that may be listed under the following sections of the e-Sourcing system:

i. Attachment’s tab: This section of the e-Sourcing system may contain documents in electronic format (i.e., Word, Excel, PDF, etc.) that require the Vendor’s review and/or completion, as directed.

ii. Attributes tab: This section of the e-Sourcing system may contain important Vendor instructions and/or requests from the District for miscellaneous Vendor information.

Suppliers must review and/or respond to (if applicable) all Attributes associated with this Solicitation.

iii. Line Items tab: This section of the e-Sourcing system may contain one or more-line items for which the proposing Suppliers must provide the requested product/service information, which often constitutes item price, item description, item brand and model, manufacturing part #, etc. Suppliers must supply all requested item information.

iv. Response Attachments tab: This section of the e-Sourcing system may reference one or more documents that must accompany the Proposer’s response. Any documents referenced in this section must be uploaded through the District’s e-Sourcing system in the format specified, if applicable.

4.3. PROVIDE REQUIRED DOCUMENTS (‘RESPONSE ATTACHMENTS’), AS INSTRUCTED HEREIN: This Solicitation requires proposing Suppliers to provide the documents listed below by uploading them into the District’s e-Sourcing system as electronic documents under the ‘Response Attachments’ tab. Unless specified otherwise within this Solicitation, the documents should be uploaded in PDF file format (either as separate attachments or combined into a single PDF file).

Any required documents not provided by the proposing Vendor may be grounds for disqualification from participation in this Solicitation.

i. Company Summary & Narrative: Responding vendors are required to provide a Company Summary & Narrative of the related work that your company has provided to other organizations that are similar in size to the School District. This narrative shall include the name, address, and contact information of the referred organization.

NOTE: All required documents must be completed and signed (if applicable), and then uploaded to the District’s e-Sourcing system under the ‘Response Attachments’ tab.

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