ITB 1750 New Musical Instruments.pdf

INVITATION TO BID

ITB 1750 – New Musical Instruments

Introduction:

The Thompson School District R2-J (“TSD” or the “District”) is seeking Bids for the purchase of New Musical Instruments for the Thompson School District in accordance with the specifications here in. The District goal is to provide safe and dependable products and equipment for the students while demonstrating financial responsibility to the community.

Thompson School District is the 17th largest school district in Colorado, encompassing 362 square miles and serving approximately 15,000 students. The district’s territory includes Loveland and Berthoud, plus Fort Collins, Windsor, Johnstown and unincorporated land in Larimer, Weld and Boulder counties. TSD serves students in Pre-K through 12th grade with thirteen school-based preschool programs, a dedicated preschool building, three K-8 buildings, sixteen elementary schools, four middle schools, five high schools, two charter schools and one career campus.

Opening Date and Time:

Thursday, October 9, 2025 at 2:00pm (1400hrs) prevailing MST - Proposals must be received by the date and time specified.

Proposals received after the date and time specified are considered non-responsive and shall be returned unopened.

Posting Information:

The Thompson School District utilizes the Rocky Mountain E-Purchasing System (RMEPS) at www.bidnetdirect.com to distribute official copies of the Invitation to Bid (ITB) for use by respondents.

Invitation to Bid Schedule:

Documents released on or before 9.18.25

Questions Due by 2:00 pm MST Thursday 9.25.25

Addendum Release by 2:00pm MST Thursday 10.2.25

Bids Due by 2:00 pm MST Thursday 10.9.25

Technical Questions:

Please contact Deb Huffsmith at (970) 613-6874 | debra.huffsmith@tsd.org

Questions and correspondence shall be limited to the names listed above. Firms interested in submitting a Bid are directed not to make contact with or attempt to influence the members of the District’s Board of Education, District Administration/Staff. Failure to adhere to this requirement may result in disqualification.

Submit Email Responses to: debra.huffsmith@tsd.org http://www.bidnetdirect.com/ http://www.bidnetdirect.com/

SECTION I. GENERAL TERMS AND CONDITIONS

1. APPLICABILITY

These General Terms and Conditions apply to all offers made to Thompson School District R2-J (herein after referred to as “District”) by all prospective vendors (herein after referred to as “Bidder”) on behalf of District Solicitations including, but not limited to, Invitations to Bid, Requests for Proposals, Requests for Quotes, and Requests for

Qualifications. As such, the words, “Bid” and “Proposal” are used interchangeably in reference to any and all offers submitted by prospective vendors.

2. CONTENTS OF BID

A. General Conditions

Bidders are required to submit their Proposals in conjunction with the following expressed conditions:

1. Bidders shall thoroughly read the specifications and shall examine any drawings which may be incorporated into the Bid documents. As Bid documents frequently change for each Solicitation, veteran Bidders shall not assume that this Solicitation contains the same terms and conditions that were supplied in prior Solicitations.

The District is not obligated to identify either minimal or substantial modifications to Bid documents.

2. Bidders shall make all investigations necessary to thoroughly inform themselves regarding the plant and facilities affected by the delivery of services, materials and equipment as required by the Bid conditions. No plea of ignorance by the Bidder of conditions that exist or that may hereafter exist as a result of failure to fulfill the requirements of the contract documents will be accepted as the basis for varying the requirement of the

District or the compensation to the Bidder.

3. Bidders are advised that all District contracts are subject to all legal requirements contained in the District

Purchasing’s Administrative Orders and State and Federal Statutes. When conflicts between this Bid

Solicitation and these legal documents occur, the highest authority shall prevail.

4. Bidders are required to state exactly what they intend to furnish to the District via this Solicitation and must indicate any variances to the terms, conditions, and specifications of this Bid; no matter how slight. If variations are not stated in the Bidder’s Proposal, it shall be construed that the Bidder’s Proposal fully complies with all conditions identified in this Bid.

5. Bidders are advised that the Board of Education of Thompson School District R2-J strongly endorses the participation and utilization of local vendors in its purchasing effort. Accordingly, Bid Proposals of equal price and quality will be awarded to Bidders residing within District geographic boundaries when available. This policy does not prohibit Bidders who reside outside of the District boundaries from participating in the purchasing process as long as these Bidders can offer quality products and services at competitive pricing.

B. Clarification and Modifications in Terms and Conditions

1. Where there appears to be variances or conflicts between the General Terms and Conditions and the Special

Conditions and/or Technical Specifications outlined in this Bid Solicitation, the Special Conditions and/or the

Technical Specifications shall prevail.

2. The apparent silence or omissions within this Bid Solicitation regarding a detailed description of the materials and services to be provided shall be interpreted to mean that only the best commercial practices are to prevail and that only materials and workmanship of first quality are to be used.

3. If any Bidder contemplating submitting a Proposal under this Solicitation is in doubt as to the true meaning of the specifications, the Bidder must submit a written request for clarification. This request is to follow the question instruction and date deadline posted within the bid solicitation.

4. Any official interpretation of the Bid must be issued in writing by an agent of the District’s Purchasing Office who is authorized to act on behalf of the District. The District shall not be responsible for verbal interpretations offered by employees of the District who are not agents of the District’s Purchasing Office.

5. The District shall issue a written Addendum if substantial changes which impact the technical submission of

Proposals are required. A copy of such addenda will be posted via the same venue as the originating

Solicitation. The Bidder shall certify its acknowledgment of the addendum by signing the addendum and returning it with its Bid. In the event of conflict with the original Contract documents, addenda shall govern all other Contract Documents to the extent specified. Subsequent addenda shall govern over prior addenda only to the extent specified.

C. Prices Contained in Bid

1. Current Prices. Bid Proposals must be fixed and firm to the extent required in the Special Conditions.

2. Discounts. Bidders may offer a cash discount for prompt payment; however, such discounts shall not be considered in determining the lowest net cost for Bid evaluation purposes.

3. Taxes. Bidder will neither include Federal, State nor applicable Local excise or sales taxes in bid prices as the

District is exempt from payment of such taxes. An exemption certificate will be provided where applicable upon request.

4. Collusion. The Bidder, by affixing its signature to this Proposal, certifies that its Proposal is made without previous understanding, agreement, or connection with any persons, firms or corporations offering a Bid

Proposal for the same items, or with the District. The Bidder also certifies that its Bid is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action. To insure integrity of the District’s public procurement process, all Bidders are hereby placed on notice that any and all Bidders who falsify the certifications required in conjunction with the section shall be prosecuted to the fullest extent of the law.

3. PREPARATION AND SUBMISSION OF BID

A. Preparation

Bid Proposals will be prepared in accordance with the following:

1. The Proposal must be typed or legibly printed permanent in ink. All corrections made by the Bidder must be initialed in ink by the authorized agent of the Bidder.

2. Bid Proposals must contain a manual signature of an authorized agent of the Bidder in the space provided on the Bid Proposal Form. If the Bidder’s authorized agent fails to sign the Bid Proposal Form, its Proposal shall be considered a voided offer and shall not be considered.

3. Unit prices shall be provided by the Bidder on the Bid Proposal Form when required in conjunction with the prescribed method of award. The Bidder shall enter “No Bid” for each item where a unit price will not be offered. Where there is a discrepancy between the unit price and the extension of prices, the unit price shall prevail.

4. Alternate bids will not be considered unless expressly permitted in the Special Conditions.

5. The delivery and/or completion date(s) provided by the Bidder, if required in the Special Conditions, must be stated in calendar days.

6. All information and supplemental documentation required in conjunction with this Bid shall be furnished by the Bidder with its Bid Proposal. If the Bidder fails to supply and required information or documents, its

Proposal shall be considered non-responsive and shall not be considered.

7. The accuracy of the bid Proposal is the sole responsibility of the Bidder. No changes in the Proposal shall be allowed after the date and time of the Bid opening due to error by the Bidder.

8. The District is not responsible nor pays any costs associated with the preparation or response to a bid.

B. Submission

1. The Bid Proposal Form shall be enclosed in a sealed envelope and addressed to Thompson School District’s

Purchasing Office. The Bidder shall include its name and address on the outside of the envelope.

2. The District’s Bid Proposal Form which is attached to this Solicitation must be used when the Bidder is submitting its bid Proposal. The Bidder shall not alter this form (e.g. add or modify categories for posting prices offered) unless expressly permitted in an addendum duly issued by the District. No other form shall be accepted.

3. Bid Proposals submitted via electronic mail (e-mail) or facsimile machines may be accepted under mitigating circumstances; provided however, that the Bidder obtains verbal approval from the District Buyer prior to the electronic transmission. The original Bid Proposal must be received by mail or hand delivered to the

Purchasing Office within one (1) business day after the date and time of the bid opening. Original Bid

Proposals submitted after the one (1) business day period shall be considered non-responsive; thereby invalidating the electronic transmission.

4. Bidders which qualify their Proposals by requiring alternate contractual terms and conditions as a stipulation for contract award must include such alternate terms and conditions in its Bid Proposal. The District reserves the right to declare the Bidder’s Proposal as non-responsive if any of these alternate terms and conditions are in conflict with, or are not in the best interests of, the District’s terms and conditions. Once bids have been opened, the District shall not consider any subsequent submissions of alternate terms and conditions.

C. Late Bid Proposals

Bid Proposals received after the date and time set for the Bid opening shall be considered non-responsive and returned unopened to the Bidder.

D. Vendor Application and Retention on Bid List

Awarded Bidders are required to have a current vendor application on file with the District’s Purchasing Office prior to the issuance of any purchase order.

It is the Bidder’s responsibility to update its application with new addresses, telephone numbers, contact persons, and a listing of commodities and services provided by the Bidder.

To be retained on the active Bidder’s List for the specific commodity or services requested through this Solicitation, the Bidder must respond to this Solicitation. If a Proposal will not be offered by the Bidder, the Bidder must protect its status as an active Bidder for this specific commodity or service by completing and returning the last page of the Bid Proposal Form indicating its reason for “No Bid” at this time. Failure to respond with a Bid

Proposal or a “No Bid” response may result in removal from the Bidder’s List for this specific commodity or service.

4. MODIFICATION OR WITHDRAWAL OF BID PROPOSALS

A. Modifications to Bid Proposals

Bid may only be modified in the form of a written notice on company letterhead and must be received prior to the time and date set for the Bid opening. Each modification submitted to the District’s Purchasing Office must have the Bidder’s name and return address and the applicable Bid Number and title of the bid clearly marked on the face of the envelope.

If more than one modification is submitted, the modification bearing the latest date of receipt by the District’s

Purchasing Office will be considered the valid modification.

B. Withdrawal of Bid Proposals

1. Bid may be withdrawn prior to the time and date set for the Bid opening. Such requests must be made in writing on company letterhead.

2. In accordance with the Uniform Commercial Code, Proposals may not be modified or withdrawn after the time and date set for the Bid opening for a period of ninety (90) calendar days. If a Bid Proposal is modified or withdrawn by the Bidder during this ninety date period, the District may, at its option, suspend the Bidder from the Bid List and may not accept any Proposal from the Bidder for a period consisting of two (2) bidding cycles or 24 months whichever is longer following the withdrawal.

5. EVALUATION OF BID PROPOSALS

A. Rejection of a Particular Bid Proposal

The District may reject a Bid Proposal under any of the following conditions:

1. The Bidder misstates or conceals any material fact in its Proposal;

2. The Bidder’s Proposal does not strictly conform to the law or requirements of the Bid;

3. The Bid expressly requires or implies a conditional award that conflicts with the method of award stipulated in the Special Conditions;

4. The Bid Proposal does not include documents, including but not limited to certificates, licenses, information or specification sheets, bonds, and/or samples, which are required for submission with the Bid Proposal in conjunction with the Special Conditions and/or Technical Specifications; or

5. The Bid has not been executed by the Bidder through an authorized signature on the Bid Proposal Form.

B. Rejection of All Bid Proposals

The District may, at its sole and absolute discretion:

1. Reject any and all, or parts of any or all, Bid Proposals submitted by prospective Bidders;

2. Re-advertise this Solicitation;

3. Postpone or cancel the Bid process for this Solicitation;

4. Waive any irregularities or technicalities that are not qualified as a requirement of responsiveness in this

Solicitation or in the Proposals received in conjunction with this Solicitation; and/or

5. Determine the criteria and process whereby Proposals are evaluated and awarded.

No damages shall be recoverable by any challenger as a result of these determinations or decisions by the District;

provided, however, that in the event a Court of competent jurisdiction determines that the actions of the District were arbitrary, capricious or void, then said challenger may recover only actual, necessary and reasonable

Proposal-preparation costs, including any attorney or consultant fees relating to the preparation of the Proposal.

No attorney fees or costs associated with the recover of the Proposal-preparation costs, including costs for litigation against the District, shall be recoverable by any challenger.

C. Elimination from Consideration

1. A Proposal may not be accepted from, nor any contract be awarded to, any person or firm which is in arrears to the District upon any debt or Contract or which is a defaulter as surety or otherwise upon any obligation to the District.

2. A Proposal may not be accepted from, nor any Contract awarded to, any person or firm which has failed to perform faithfully any previous contract with the District, State or Federal government for a minimum period of one (1) year after this previous Contract was terminated for cause.

3. A Proposal may not be accepted from, nor any Contract awarded to, any person or firm which has pending litigation against the District on the date and time that the Bid opens.

D. Copy of Bid Tabulation

For a copy of the bid tabulation, please contact the Materials and Purchasing Department upon conclusion of

Bidder selection.

6. AWARD OF CONTRACT

The District shall award a contract to a Bidder through the issuance of a Purchase Order. The General Terms and

Conditions, the Special Conditions, any Technical Specifications, the Bidder’s Proposal, and the Purchase Order are collectively an integral part of the contract between Thompson School District R2-J and the successful Bidder.

Accordingly, these documents shall constitute a binding contract without further action by either party.

7. APPEAL OF AWARD

A bidder who’s Bid Prices were lower than the recommended vendor’s prices will receive notification that their

Proposal was not accepted and , upon request, will receive an explanation for said non-acceptance. Bidders may appeal this finding by submitting, in writing, a request for re-consideration to the District’s Purchasing Leadership within five (5) calendar days after the date of the District’s initial notification to the Bidder. As a value-driven solicitation, price is one component of the award.

The Scope of any appeal submitted by a Bidder shall be limited to issues affecting the evaluation process. Issues relating to the bid process, the terms and conditions, and/or the specification requirements must be addressed prior to the bid opening date as a clarification to the terms and conditions and in accordance with Section 2B of the General

Terms and Conditions.

8. CONTRACTUAL OBLIGATIONS

A. Local, State and Federal Compliance Requirements

Successful Bidders shall be familiar and comply with all local, state, and federal directives, ordinances, rules, orders, and laws as applicable to, and affected by, this contract including but not limited to Equal Employment

Opportunity Commission (EEOC), the Occupational Safety and Health Act (OSHA), and Title I and Title II of the

Americans with Disabilities Act (ADA) regulations.

B. Conditions of Materials and Packaging

All materials and products supplied by the Bidder in conjunction with this Bid shall be new (unless otherwise specified in the Special Conditions), warranted for their merchantability, fit for a particular purpose, free from defects, and consistent with industry standards. All containers used for storage and/or shipment of materials and products supplied to the District shall be new and suitable for the intended purposes. The Bid price shall include standard commercial packaging.

The materials and products shall be delivered to the District in excellent condition for inspection by District representatives. If the product(s) is damaged or a number of items or components are missing during shipment, the Bidder shall either replace the damaged items (if shipped by the Bidder) or be responsible for filing, processing and collecting all damage claims (if shipped by a contractor of the shipper). The Bidder shall ensure that the

District is appropriately compensated for these missing or damaged items to the satisfaction of the District.

In the event that any of the materials and products supplied to the District by the Bidder are found to be defective or do not conform to the Specifications, the District reserves the right to return the product to the Bidder at no cost to the District; either as an exchange for suitable merchandise or for full credit.

C. Disposition

The Bidder shall not assign, transfer, convey, sublet or otherwise dispose of this contract, including any or all of its right, title or interest therein, or its power to execute such contract to any person, company or corporation without prior written consent of the District.

D. Conflict of Interest

All Offerors must disclose with their Proposal the name of any officer, director, or agent who is also an employee of the District. Further, all Offerors must disclose the name of any District employee who owns, directly or indirectly, an interest in the offeror’s firm or any of its branches.

E. Employees

All employees of the Bidder shall be considered to be, at all times, employees of the Bidder under its sole directions and not an employee or agent of the District. The Bidder shall supply competent and physically capable employees in a number that is consistent with the Bid requirements. Where required, employees shall be licensed and accredited. The District may require the Bidder to remove an employee it deems careless, incompetent, insubordinate or otherwise objectionable and whose continued employment on District property is not in the best interest of the District.

In accordance with the District’s policy regarding the use of tobacco and alcohol products and/or illegal drugs, no employee of the Bidder shall be permitted to use these substances when performing work on District property.

F. Delivery

Price quotes and deliveries are to be FOB Destination freight prepaid and shall require inside delivery unless otherwise specified in the Special Conditions of the Solicitation. Title and risk of loss shall pass to the District upon inspection and acceptance by the District at its designated point of delivery; unless otherwise specified in the

Special Conditions.

G. Performance

In order to protect the vested interests of the taxpayers of Thompson School District R2-J, and to ensure the efficient utilization of their tax dollars, successful Bidders shall comply with all contractual obligations contained in the General Terms and Conditions, the Special Conditions, the Technical Specifications and the Bid Proposal Form.

With respect to these obligations, the District will report any non-compliance issues to the successful Bidder for corrective action. Continued non-compliance by the successful Bidder shall be the District’s justification for placing the Bidder’s contract on probation status or termination.

H. Re-Procurement Charges

In the event that the Bidder defaults on its contract or the contract is terminated for cause due to performance, the District reserves the right to re-procure the materials or services form the next lowest Bidder or from other sources during the remaining term of the terminated/defaulted contract. Under this arrangement, the District shall charge the Bidder any differences between the Bidder’s price and the price to be paid to the next lowest

Bidder as well as any costs associated with the re-solicitation effort which resulted from such default or termination.

9. MODIFICATIONS TO EXISTING CONTRACT

Terms and conditions may be added, modified, and deleted upon mutual agreement between agents of the District and the Bidder provided that such terms and conditions remain within the scope and original intent of the Solicitation.

Said terms and conditions may include, but are not limited to, additions or deletions of service levels and/or commodities and increases or decreases in the time limits for an existing contract. Any and all modifications must be expressed in writing through a Memorandum of Understanding and executed by authorized agents of the District and the Bidder prior to the enactment of such modifications.

10. TERMINATION OF CONTRACT

The District may, by written notice to the successful Bidder, terminate the contract if the Bidder has been found to have failed to perform its service in a manner satisfactory to the District as per specifications; including delivery as specified. The date of termination shall be stated in the notice. The District shall be the sole judge of nonperformance.

The District may cancel the Contract upon ninety (90) days written notice for reasons other than cause. This may include cancellation for convenience or the Bidder’s inability to continue with the contract due to the elimination or reduction of funding.

11. CLAIMS AND DISPUTES

A Claim is a demand or assertion by one of the parties seeking an adjustment or interpretation of the terms of the

Contract Documents, payment of money, extension of time or other relief with respect to the terms of the Contract

Documents. The term "Claim" also includes other disputes and matters in question between District and Contractor arising out of or relating to the Contract documents. The responsibility to substantiate a Claim shall rest with the party making the Claim.

Claims by the Contractor shall be made in writing to the District within forty-eight (48) hours after the first day of the event giving rise to such Claim or else the Contractor shall be deemed to have waived the Claim. Written supporting data shall be submitted to the District within fifteen (15) calendar days after the occurrence of the event, unless the

District grants additional time in writing, or else the Contractor shall be deemed to have waived the Claim. All claims shall be priced in accordance with the contractor’s Proposal.

The Contractor shall proceed diligently with its performance to the Contract Documents. As directed by the District, regardless of any pending Claim, action, suit or administrative proceeding, unless otherwise agreed to by the District in writing. District shall continue to make payments in accordance with the Contract Documents during any pending

Claim.

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SECTION II. SPECIAL CONDITIONS

1. PURPOSE OF SOLICITATION – TO OBTAIN PRICING: The Thompson School District R2-J (“TSD” or the “District”) is seeking

Bids from qualified & authorized Companies for the purchase of New Musical Instruments as specified herein. The District goal is to provide safe and dependable product & equipment for students while demonstrating financial responsibility to the community.

2. METHOD OF AWARD: It is the intent of the District that this award will be made to the lowest responsive, responsible bidder on an item-by-item basis. The award will be made in the best interest of Thompson School District, R2-J.

Notwithstanding, the District reserves the right to alter this method of award if such alteration results in a cost savings to the District.

3. PRICES SHALL BE FIXED AND FIRM FOR THE TERM OF THE CONTRACT: If the bidder is awarded a contract under this bid solicitation, the prices proposed by the Bidder shall remain fixed and firm for 90 calendar days after award. The bidder may offer incentive discounts from this fixed price to the District at any time during the contractual term.

4. TERM OF CONTRACT: This Contract shall commence on the date of the purchase order and shall remain in effect until such time as all items purchased in conjunction with this Bid have been delivered, installed and accepted by the District’s authorized representative. Notwithstanding, it shall be understood and agreed that any required warranty period which exceeds this term shall remain in full force for the duration of the warranty period.

5. DELIVERY REQUIREMENTS: Delivery shall be made to the location specified on the purchase order and MUST BE

COMPLETED ON OR BEFORE JUNE 5, 2025. The Bidder shall make deliveries in accordance with the delivery location and delivery date stated on the purchase order. All deliveries shall be made in accordance with good commercial practices and must be fulfilled by the successful Bidder. Exceptions to the delivery schedule will only be considered in cases of force majeure, suck as acts of God, strikes, or other events beyond the Bidder’s control. In such cases, the bidder must notify the District in advance of the scheduled delivery date so that a revised delivery schedule may be negotiated.

6. DEFICIENCIES, DEFFECTS AND/OR DAMAGES TO PRODUCT SHALL BE CORRECTED BY BIDDER: The successful Bidder shall promptly correct all deficiencies, defects, and/or damages in equipment or products delivered to the District in accordance with this Bid. All corrections shall be made within five (5) business days after such deficiencies, defects, and/or damages are verbally reported to the Bidder by the Purchasing Office. The Bidder shall be responsible for filing, processing and collecting all damage claims against the shipper when applicable.

7. ADDITIONAL NUMBER OF BID ITEMS MAY BE PURCHASED: Although this Bid Solicitation specifies the exact number of items to be purchased by the District, it is understood and agreed that the District may, purchase additional quantities of the same model or brand of item from the successful Bidder. This option, if exercised, is the prerogative of the District and shall be honored by the Bidder as a condition of contract award.

8. PRICES SHALL BE FIXED AND FIRM FOR THE TERM OF THE CONTRACT: If the bidder is awarded a contract under this solicitation, the prices proposed by the bidder shall remain fixed and firm during the term of the contract; provided, however, that the bidder may offer incentive discounts from this fixed price to the District at any time during the contractual term.

9. REFERENCES REQUIRED: Bidders are required to submit the name, address and contact person of at least three (3) firms or public entities that have operated the proposed or similar equipment and services in an office and/or educational environment during the most recent 36 month period prior to this solicitation. Preference will be given to Bidders who submit names of public entities and who therefore, have demonstrated success in providing similar products and performing similar work for other governmental units. Failure to submit references may be cause for determining that the Bid Proposal is non-responsive.

10. SHIPPING AND INSTALLATION TERMS - FOB DESTINATION, INSIDE DELIVERY, FREIGHT PREPAID: All bidders shall quote prices based on F.O.B. Destination, Inside Delivery, and Freight Prepaid. Accordingly, the unit cost of each item bid shall include handling, shipping and freight charges. It shall be agreed and understood that the Bidder shall hold title to the goods until such time as they are delivered inside the building, installed in the room(s) required, and accepted by an authorized District representative.

11. ACCIDENT PREVENTION: The Bidder shall be required to take safety precautions in an effort to protect persons and District property. All contractors and sub-contractors shall conform to all OSHA, State and County regulations while performing under the terms and conditions of this contract. Any fines levied by the above mentioned authorities because of inadequacies to comply with these requirements shall be borne solely by the Bidder which is responsible for same.

Barricades shall be provided by the Bidder when work is performed in areas traversed by persons or when deemed necessary by the District’s Project Manager.

12. INDEMNIFICATION AND INSURANCE WHEN PERFORMING SERVICES ON DISTRICT PROPERTY: The successful Bidder shall indemnify and save the District harmless from any and all claims, liabilities, losses and causes of action which may arise out of the fulfillment of the Bidder’s contractual obligations as outlined in the Proposal. The Bidder shall pay all claims and losses of any nature whatever in connection, and shall defend all suits in the name of the District when applicable, and shall pay all costs and judgments which may be issued.

A. Workers Compensation Insurance on all employees of the Bidder based on statutory limits prescribed by and for the State of Colorado.

B. General Liability Insurance on a comprehensive basis in an amount not less than $2,000,000 combined single limit per occurrence for bodily injury and property damage. Thompson School District R2-J must be shown as an additional insured with respect to this coverage.

C. Automotive Liability Insurance covering all owned, non-owned and hired vehicles used in connection with the work, in an amount not less than $ 2,000,000 combined single limit per occurrence for bodily injury and property damage.

D. Pollution Liability Insurance of $2,000,000 combined single limit per occurrence for bodily injury and property damage.

E. The Thompson School District R2-J shall be named as an additional insured on the Commercial General Liability and Automobile Liability Insurance Policy (leases and construction contracts will require the additional insured coverage for completed operations on endorsements CG 2010 11/85, CG 2037 or equivalent). Coverage required of the contract will be primary over any insurance of self-insurance program carried by Thompson School District R2-J.

All insurance policies required above shall be issued by companies authorized to do business under the laws of the State of

Colorado. The Company must be rated no less than “B+” by the latest edition of Best’s Insurance Guide which is published by A.M. Best Company, Oldwick, New Jersey. In insurance coverage required shall include those classifications, as listed in standard liability insurance manuals, which most nearly reflect the operations of the Bidder. The Bidder shall be responsible for notifying the District of any modification to, or cancellation of, these policies during the contractual period;

including, but not limited to, any pending or paid claims against the aggregate amount of the policy.

13. WARRANTY SHALL BE SUPPLIED IN WRITTEN FORM: The Bidder shall supply a copy of its written warranty certificates with its bid proposal. If this written warranty is not provided in the bid proposal, the Bidder may be given the opportunity to submit these certificates to the District during the bid evaluation period in its best interest. The warranty supplied by the Bidder shall remain in force for the full period identified by the Bidder; regardless of whether the

Bidder is under contract with the District at the time of defect. Any payment by the District on behalf of goods and services received from the Bidder does not constitute waiver of these warranty provisions.

14. WARRANTY SHALL BE FOR SPECIFIED PERIOD: In addition to all other warranties that may be supplied by the Bidder, the Bidder shall warrant its product and/or service against faulty labor and/or defective material for a minimum one-year period after the date of acceptance by the District for the labor, materials and/or equipment provided by the Bidder. This warranty requirement shall remain in force for the full period identified above; regardless of whether the Bidder is under contract with the District at the time of defect. Any payment by the District on behalf of goods and services received from the Bidder does not constitute waiver of these warranty provisions.

15. ELIGIBILITY OF BIDDERS: MUST BE ENGAGED IN SUPPLYING PRODUCTS OR SERVICES RENDERED: Bids will only be considered from firms which have been engaged in the business of manufacturing or as an approved authorized distributor/re-seller for the goods as described in this Invitation to Bid. The bidders must be able to provide evidence that they have an established satisfactory record or performance for a reasonable period of time and have sufficient financial support, equipment and organization to ensure that they can satisfactorily provide the product or service if awarded a contract. The term “equipment and organization” as used herein shall be construed to mean a fully equipped and well established company in line with the best business practices in the industry and as determined by the proper authorities of the District. Pre-award inspection of the Bidder’s facility may be made prior to award of the contract.

The District reserves the right, before awarding the Contract, to require a bidder to submit such evidence of its qualifications as it may deem necessary, and may consider any evidence available to it (including, but not limited to, the financial, technical and other qualifications and abilities of the bidder, including past performance and experience with the

District) in making the award in the best interest of the District.

16. NO SUBSTITUTE: All Items identified on the Bid Proposal Form are the only products that will be accepted on this Bid solicitation because these items must match existing equipment and/or systems previously purchased by the District.

There will be no substitutions allowed.

17. CONSIGNMENT OF CONTRACT NOT ALLOWED: No part of this contract may be assigned to another vendor.

18. OMISSION FROM SPECIFICATIONS: The apparent silence and/or omission from any detailed description contained in the specifications of this solicitation and/or any subsequent addendum shall be regarded as meaning that only the best commercial practices are to prevail and that only materials and workmanship of first quality are to be used. All interpretations of this specification shall be made upon the basis of this agreement

19. METHOD OF PAYMENT: INVOICE FOR A SINGLE DELIVERY: The successful Bidder shall submit an invoice to the District’s

Financial Services Department. The invoice shall reference the appropriate purchase order number, the delivery address, and the corresponding delivery ticket or packing slip number that was signed by the authorized representative of the

District when the items were delivered and accepted. The date of the invoice shall not exceed thirty (30) calendar days from the date of delivery or the items. Under no circumstances shall the invoice be submitted to the District in advance of such completion and acceptance.

20. QUESTIONS PERTAINING TO BID DOCUMENT INFORMATION: Any and all questions pertaining to this Invitation to Bid must be submitted in writing, according to the timeline published in this solicitation.

21. CONTACT PERSONNEL FOR ADDITIONAL INFORMATION OR QUESTIONS PERTAINING TO THIS BID: Please contact Deb

Huffsmith at (970)613-6874: debra.huffsmith@tsd.org.

22. BID OPENING: No In-person Bid Opening will be held. Please contact deb.huffsmith@tsd.org to obtain a Bid Tabulation of the results.

mailto:debra.huffsmith@tsd.org

BID PROPOSAL FORM

Thompson School District R2-J Materials & Procurement Office

ITB 1750 – New Musical Instruments

Opening Date and Time:

Thursday, October 9, 2025 at 2:00pm (1400hrs) MST

READ CAREFULLY – Bid Proposals must be received by the date and time specified above. Bid Proposals received after the date and time specified shall be considered non-responsive and shall be returned unopened. To be considered for award, one (1) original copy of this Bid Proposal Form must be emailed to: debra.huffsmith@tsd.org

Submitted By (Please type or print):

Bidding Company Name: _____________________________________________________________________________

Address: ________________________________________ City: __________________ State: ______ Zip: ____________

Telephone: ____________________ Fax: ____________________ Email: ______________________________________

Bid Certification (If a Bid is offered)

The Undersigned hereby affirms that:

- He/She is a duly authorized agent of the Bidder;

- He/She has read the General Terms and Conditions, the Special Conditions and any Technical Specifications which were made available to the Bidder in conjunction with this Bid and fully understands and accepts these terms unless specified variations have been expressly listed on the Bid Proposal Form;

- The Bid Proposal is being offered independently of any other Bidder and in full compliance with the collusive prohibitions specified in Section I.2.C.4 of this bid solicitation; and

- The Bidder will accept any awards made to it as a result of this Invitation for a minimum of ninety (90) calendar days following the date and time of the Bid opening.

Signature of Agent: _______________________________________________________ Date: __________________

Printed Name of Agent: ______________________________________________ Title: ________________________

Note: Bid Proposals without the manual signature of an authorized agent of the Bidder shall be considered

Non-responsive and ineligible for award.

PAYMENT TERMS: District Terms are Net/30. Please identify if you have a prompt payment term discount.

Discount: _______ % _______ Days

VARIATIONS:

The Bidder shall identify all variations and exceptions taken to the General Terms and Conditions, the Special Conditions and any Technical Specifications in the space provided below; provided, however, that such variations are not expressly prohibited in the Bid documents. For each variation listed, reference the applicable section of the bid document. If no variations are listed here, it is understood that the Bidder’s Proposal fully complies with all terms and conditions. It is further understood that such variations may be cause for determining that the Bid Proposal is non-responsive and ineligible for award:

Section: _________ Variance: ________________________________________________________________________

Section: _________ Variance: ________________________________________________________________________

Section: _________ Variance: ________________________________________________________________________

Attach additional sheets if needed.

REFERENCES:

Bidders are required to list three (3) business references for product/services completed in the most recent twenty four

(24) month period with specifications equal to or greater than the District’s requirements in this Invitation to Bid.

Company Name Contact Person Phone Number Type of Product Provided

1.________________________ ____________________ __________________ ______________________________

2.________________________ ____________________ __________________ ______________________________

3.________________________ ____________________ __________________ ______________________________

NO BID INDICATION (If “No Bid” is offered):

Indicate reason(s) why a Bid Proposal is not being submitted at this time. In accordance with Section 3D of the General

Terms and Conditions, a “no bid” indication is required in order to maintain active status on the District’s Bid List.

MODIFICATIONS TO DOCUMENTS: The District shall issue a written addendum if substantial changes, which impact the technical submission of proposals, are required. A copy of such addenda will be immediately posted to the same venue as the originating solicitation. The Bidder shall certify its acknowledgement of the addendum by signing below.

Receipt of Addendum (attach additional sheets if needed):

Number and Name of Addendum Received By Date

1. _________________________________________ _________________________________ ___________

2. _________________________________________ _________________________________ ___________

3. _________________________________________ _________________________________ ___________

PRODUCT PRICING (NO SUBSTITUTIONS):

Qty Description Make/Model

Unit Price

Extended Price

2 Alto Saxophone BR Giardinelli GAS-300 Alto Saxophone

1 Euphonium BR Giardinelli GEP-300 Series 3-Valve Euphonium

1 Drumset BR Pearl RS525SC/C Roadshow 5-piece Drum Set - Jet Black

1 3/4 Size Violin BR CAP130VN Capitani 130 Telemann Violin

4 4/4 Violin Bow BR Howard Core 1088VN Fiberglass Violin Bow - 4/4 Size

4 3/4 Violin Bow BR Howard Core 1088VN Fiberglass Violin Bow - 3/4 Size

3 Viola Bow BR Howard Core 1088VA Fiberglass Viola

4 4/4 Cello Bow BR Howard Core 1088VC Fiberglass Cello

3 3/4 Cello Bow BR Howard Core 1088VC Fiberglass Cello Bow - 3/4 Size

2 1/4 Size Bass WC CAP110B1/4

1 Percussion Kit WC Yamaha SBK-350

2 15.5" Viola WC CAP130VA-15.5

2 16" Viola WC CAP130VA-16

1 Alto Saxophone HP Yamaha YAS-26 Standard Alto Saxophone Lacquer with Nickel Keys

1 French Horn HP

Yamaha YHR-567 Geyer Series Intermediate Double French Horn Standard

1 Alto Sax PV Selmer, Yamaha or Cannon Ball

2 trumpet PV Yamaha

2 Bb clarinets PV buffet or yamaha

2 trombone PV Yamaha

4 clarinet PV Rovner ligatures; Dark

4 Alto Sax PV Rovner ligatures; Dark

1 pair staccato timpani mallets PV vic firth

1 pair soft timpani mallets PV vic firth https://www.musicarts.com/giardinelli-gas-300-alto-saxophone-main0278453 https://www.musicarts.com/giardinelli-gep-300-series-3-valve-euphonium-main0278424 https://www.musicarts.com/giardinelli-gep-300-series-3-valve-euphonium-main0278424 https://www.sweetwater.com/store/detail/RS525SC-JB--pearl-roadshow-5-piece-complete-drum-set-with-cymbals-22-inch-kick-jet-black https://www.sweetwater.com/store/detail/RS525SC-JB--pearl-roadshow-5-piece-complete-drum-set-with-cymbals-22-inch-kick-jet-black

Qty Description Make/Model

Unit Price

Extended Price

1 Pair Metal bell mallets PV

1 Portable Speaker TU JBL Partybox 110

1 Melodica TU Yamaha P-37D

2 Baritone TU Yamaha YEP-201 Baritone

2 Clarinet TU Yahama YCL-255

Yamaha Double Horn RV Yamaha YHR-567

Low C Orff Contrabass Bar RV

Onor Orff Palisono NKS 100 PO Sub- Contrabass Bar, C

G Orff Contrabass Bar RV

Sonor Orff Primary KPS 60 X Contrabass Bar, G

Adaptive Bass Bar Mallets RV

American Drum Orff TM4 Adaptive Soft Yarn Bass Bar Mallet

Remo Versa Tubano Drums Nested Pack with Comfort Sound Technology Orange LU Remo Versa Tubano

2 Set of 4 maracas LU Suwimut

Pack of tambourines LU Yeshone

1 French Horn LU Yamaha YHR-567

1 ¾ Cello LU Capitani 130C

1 ¼ Double Bass LU Capitani 110B