ITB 27-270548KJ Instrument Repairs Addendum 1- Questions.pdf

ADDENDUM NO 1

DATE: September 16, 2026 ITB/RFP ITB 27-270548/KJ: Instrument Repairs DATE ISSUED: August 25, 2026 BID DUE: September 29, 2026 at 11:00 AM EST SUBJECT: To provide responses to questions received.

Ladies/Gentlemen:

Addendum No. 1 is being issued to provide a response to questions received.

Questions:

1. Question: Please provide, if available, the number of instruments repaired and HCS’s total expenditures for musical instrument repair services for FY2024, FY2025, and FY2026, broken down by instrument category.

Answer: 2026: Approximately 390 instruments, 2025: Approximately 400 instruments, 2023: Approximately 420 instruments

2. Question: Has HCS previously contracted with one or more vendors for the repair services covered by this ITB? If so, please provide the applicable contract, purchase order, solicitation or other procurement reference number(s), awarded vendor(s), and pricing. If there was no formal contract, please identify the procurement method previously used for these services.

Answer: A cooperative clause was used for these services.

3. Question: Approximately how many instruments does HCS anticipate submitting for repair annually under this contract, broken down by instrument category if available?

Answer: Approximately 400 instruments in total.

4. Question: The ITB states that the contract may be awarded to one bidder or multiple bidders. If multiple contractors are awarded, please explain how repair work will be allocated, including whether awards will be made by instrument category, primary/secondary contractor designation, or individual repair order.

Answer: Repair work will be allocated based on the lowest price and specialized repair needs.

5. Question: Please clarify how HCS will evaluate the hourly labor rate, estimated repair time, diagnostic evaluation fee, and percentage markup for parts in determining the lowest responsive and responsible bidder.

Answer: The Total Price for Groups A and B will be used to determine the lowest bidder.

6. Question: The ITB defines a rush repair as requiring a five-business-day turnaround. What is the required turnaround time for standard/non-rush repairs, and approximately what percentage of repairs does HCS anticipate will require rush service?

Answer: The required turnaround time for standard/non-rush repairs is under two weeks.

7. Question: What pickup and delivery frequency does HCS anticipate? May the contractor establish scheduled consolidated routes serving multiple schools, or should bidders anticipate individual/on-demand pickups from each school? The ITB requires transportation and delivery costs to be included in the hourly rate, so anticipated routing requirements are important for accurate pricing.

Answer: Weekly pickups and delivery are expected. A route may be established.

8. Question: The repair specifications state that parts and workmanship are guaranteed for 90 days or the manufacturer’s warranty period, whichever is longer, while the General Terms and

Conditions contain a broader one-year warranty requirement. Please clarify which warranty period applies to musical instrument repair services. Additionally, please confirm that the warranty applies only to defects or failures attributable to the specific parts and workmanship provided by the contractor, and that subsequent damage, misuse, accidents, normal wear, or unrelated failures occurring after the instrument has been returned to HCS are considered new repair events and are not covered as warranty work.

Answer: The warranty period stated in the specifications supersedes the warranty requirement contained in the General Terms and Conditions. For clarification, the warranty requirement for the contract that results from the Invitation to Bid is revised to:

The contractor shall guarantee all parts and workmanship for a period of ninety (90) days or the manufacturer' s warranty period, whichever is longer. The warranty period shall apply whether work is performed by the contractor or a sub-contractor. Any repeated calls for repairs for the same reason or problem within this time period shall be made at no cost to Hampton City

Schools. The warranty shall not apply to defects or failures resulting from misuse, abuse, unauthorized modifications. normal wear and tear or damage that occurs and that is beyond the contractor’s control.

9. Question: The Special Terms and Conditions require the successful bidder to provide a bond in the sum of the contract amount. Since this is an on-demand contract and the solicitation does not state an estimated or guaranteed contract value, please clarify the required bond amount and how

HCS will calculate that amount. Additionally, please confirm when the bond must be provided.

Answer: Section II, Special Terms and Conditions, Paragraph D is removed from the Invitation for Bids. A bond is not required related to the contract that results from the Invitation for Bids.

10. Question: The ITB states that repairs may not exceed 60% of the actual replacement cost of an instrument without approval. When an instrument approaches or exceeds this threshold, what documentation does HCS require from the contractor, and does HCS require a repair-versus-replacement recommendation?

Answer: HCS does require a repair-versus-replacement approval/ recommendation.

11. Question: May a bidder quote only selected instrument categories (for example, woodwind and brass) and leave other categories unpriced? If so, how are partial bids evaluated?

Answer: Categories may be unpriced.

12. Question: The cover excludes pianos, while pages 5 and 21 include them; page 15, section EE, refers to radios in the award criteria. Which scope and evaluation criteria should readers follow?

Answer: Piano tuning and repairs can be included.

13. Question: Are the September 15th question deadline and September 29th bid opening intended to use Hampton local time? The PDF labels both EST. Where should we check for the official answers or an addendum?

Answer: Yes, Hampton local time is EST. The addendums will be located on eVA, Hampton.gov/bids, and DemandStar.

Bidders must take due notice and be governed accordingly. This addendum must be acknowledged as indicated in the Invitation to Bid or your Bid may not be considered.

All other terms and conditions must remain the same.

For the City of Hampton, Kyra Jackson, Buyer 1 Franklin Street Hampton, VA 23669 Phone: 757-727-2204 Email: kyra.jackson@hampton.gov mailto:kyra.jackson@hampton.gov