RFB-046-026 Instrument Repair.pdf

EAST IRONDEQUOIT CENTRAL SCHOOL DISTRICT

ADMINISTRATIVE OFFICES

600 PARDEE ROAD

ROCHESTER, NY 14609

(585) 339-1200 * FAX (585) 339-1209

http://eastiron.org

July 28, 2025

RFB-046-026 Instrument Repair

To Whom It May Concern:

In accordance with provisions of Municipal Laws regarding bidding, sealed bids will be publicly opened and read in the Business Office of the East Irondequoit Central School District, 600 Pardee

Road, Rochester, New York 14609, on August 8, 2025, at 9:00 a.m.

Attached is a copy of each of the bid forms and specifications for RFB-046-026 Instrument

Repair for which the district is advertising.

Those wishing to bid must submit a sealed bid with the following documents:

1. Bid Certifications: (Non collusion statement) must be signed by authorized person

2. Iranian Divestment Act Certification: Must be signed by authorized person

3. Bid Specifications: Must be filled out and signed by authorized person

4. General Specifications and Instructions: Must be signed by authorized person

If you have any questions regarding this bid, please call Kristen Munger at (585) 339-1260 or email kmunger@eastiron.org.

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Purchasing Agent

IMPORTANT: MARK ON THE LOWER LEFT-HAND CORNER OF THE SEALED ENVELOPE THE

FOLLOWING:

RFB-046-026 Instrument Repair

"BUILDING A FUTURE, ONE STUDENT AT A TIME"

NON-COLLUSIVE BIDDING CERTIFICATION

First Name:

Business Address:

Telephone Number:

I. General Bid Certification

The bidder certifies that he/she will furnish, at the prices herein quoted, the materials, equipment and/or services as proposed on this bid

II. Non-Collusive Bidding Certification

By submission of this bid proposal, the bidder certifies that he/she is complying with Section 103-d of the General Municipal Law as follows:

Statement of non-collusion in bids and proposals to political subdivision of the state. Every bid or proposal hereafter made to a political subdivision of the state or any public department, agency or official thereof where competitive bidding is required by statue, rule, regulation, or local law, for work or services performed or to be performed or goods sold or to be sold, shall contain the following statement subscribed by the bidder and affirmed by such bidder as true under the penalties of perjury: Non-collusive bidding certification.

(a) By subdivision of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best knowledge and belief:

(1) The prices in this bid have been arrived at independently without collusion, consultation, communication or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor:

(2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor; and

(3) No attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition.

Date of Bid:

(b) A bid shall not be considered for award nor shall any award be made where (a) (1) (2) and (3) above have not been complied with; provided, however, that if in any case the bidder cannot make the foregoing certification, the bidder shall so state and shall furnish with the bid a signed statement which sets forth in detail the reasons therefore.

Where (a) (1) (2) and (3) above have not been complied with, the bid shall not be considered for award nor shall any award be made unless the head of the purchasing unit of the political subdivision, public department, agency or official thereof to which the bid is made, or his/her designee, determines that such disclosure was not made for the purpose of restricting competition.

The fact that a bidder (a) has published price lists, rates, or tariffs covering items being procured, (b) has informed prospective customers of proposed or pending publication of a new or revised price lists for such items, or

(c) has sold the same items to other customers at the same prices being bid, does not constitute, without more, a disclosure within the meaning subparagraph one (a).

2. Any bid hereafter made to any political subdivision of the state or any public department, agency or official thereof by a corporate bidder for work or services performed or to be performed or goods sold or to be sold, where competitive bidding is required by statute, rule, regulation, or local law, and where such bid contains the certification referred to in subdivision one of the section, shall be deemed to have been authorized by the board of directors of the bidder, and such authorization shall be deemed to include the signing and submission of the bid and the inclusion therein of the certificate as to non-collusion as the act and deed of the corporation.

Signature (Authorized)

Title

By signing and submitting this bid for consideration the vendor acknowledges that they have read, understand and agree to all aspects of the specifications.

IRANIAN DIVESTMENT ACT CERTIFICATION

By submitting a bid in response to this solicitation or by assuming the responsibility of a Contract awarded hereunder, Bidder/Contractor (or any assignee) certifies that it is not on the "Entities Determined To Be Non-

Responsive Bidders/Offerers Pursuant to The New York State Iran Divestment Act of 2012" list ("Prohibited

Entities List") posted on the OGS website at: http:/Awww.ogs.ny.gov/about/regs/docs/ListofEntities.pdf and further certifies that it will not utilize on such Contract any subcontractor that is identified on the Prohibited Entities List.

Additionally, Bidder/Contractor is advised that should it seek to renew or extend a Contract awarded in response to the solicitation, it must provide the same certification at the time the Contract is renewed or extended.

During the term of the Contract, should East Irondequoit Central School District receive information that a person

(as defined in State Finance Law §165-a) is in Violation of the above-referenced certifications, East Irondequoit

Central School District will review such information and offer the person an opportunity to respond. If the person fails to demonstrate that it has ceased its engagement in the investment activity which is in violation of the Act within 90 days after the determination of such violation, then East Irondequoit Central School District shall' take such action as may be appropriate and provided for by law, rule, or contract, including, but not" limited to, seeking compliance, recovering damages, or declaring the Contractor in default.

East Irondequoit Central School District reserves the right to reject any bid, request for assignment, renewal or extension for an entity that appears on the Prohibited Entities List prior to the award, assignment, renewal or extension of a contract, and to pursue a responsibility review with respect to any entity that is awarded a contract and appears onthe Prohibited Entities list after contract award.

Signature

Title

CompanyName

Date

GENERAL SPECIFICATIONS AND INSTRUCTIONS

EAST IRONDEQUOIT CENTRAL SCHOOL DISTRICT

600 Pardee Road, Rochester New York 14609

(585) 339-1260

SEALED ENVELOPE

Bids are to be placed in a sealed envelope and indicated by the words, "Bid Proposal for= Name and Item, Bid Opening Date. Bidders are to use the attached bid forms in submitting their bids. Bids must be received in the Business Office by the Purchasing Agent prior to the bid opening date and time.

All Bids received after the time stated in the Notice To Bidders may not be considered and will be returned unopened to the Bidder. The Bidder assumes the risk of any delay in the mail or in the handling of mail by employees of the School District. Whether sent by mail or by means of personal delivery, the Bidder assumes responsibility for having his Bid deposited on time at the place specified.

NON-COLLUSION

This bid shall be made without any previous understanding, agreement or connection with any other person, firm or corporation making a bid for the same purpose and is in all respects fair and without collusion and fraud. Bidders are also required to complete and sign the attached non-collusion statement entitled "Bid Proposal Certifications." Failure to complete, sign and attach this certification may disqualify the bid.

TOTAL COST

Bid prices must include cost of furnishing, delivering and installing the items unless otherwise indicated and there must be no additional charges made. All costs incurred by the Bidders in preparation, estimating and submission of a Bid are the total responsibility of the Bidder.

PRICES

The bidder shall insert the price per stated unit.

TAXES

No charge will be allowed for Federal, State, municipal sales and excise taxes, for which the

School District is exempt by statute.

QUANTITIES

Request for bids are based upon estimated quantities.

INSURANCE

The successful bidder guarantees to furnish adequate protection from damage for all work and to repair damages of any kind for which he or his workmen are responsible, to the building or equipment, or to his own work.

The successful bidder guarantees to carry adequate insurance to protect the school district from loss in case of accident, fire, theft, etc., and will provide proof of such before commencing work.

AWARD

Awards will be made to the lowest responsive and responsible Bidder. The Board of Education reserves the right to award this bid on either an "item" basis or an "entire bid" or by grouping one or more of various items.

Notification of bid award shall take the form of a purchase order or series of purchase orders referencing the bid. No other form of notification shall be considered valid or binding on the district without the written verification of the purchasing agent.

Payment will be made only after correct presentation of claim forms or invoices as may be required.

RESPONSIBILITY TO PERFORM

Vendor will promptly supply proof of the ability to perform under the bid specifications or contract upon request of the school district.

NON-PERFORMANCE

The district shall have the right to cancel this contract at any time during its term for failure on the part of the vendor to meet the requirements of bid specifications. The district shall make a reasonable attempt to provide the vendor with written notice of cancellation in advance. In the event of cancellation for non performance, the vendor shall be liable for all additional costs incurred by the district and any penalties imposed by the terms of these bid specifications.

RESPONSIVENESS

Bidders must respond to all specifications, including work and materials required. Only after the bidder responds to the specifications may he then suggest an alternate method or materials to be used.

RIGHT TO REJECT

The Board of Education reserves the right to reject all bid and re-advertise in the matter provided by Section 103 of the General Municipal Law. Also reserved is the right to reject, for cause, any Bid in whole or in part; to waive technical defects; qualifications, irregularities; and omissions if in its judgment the best interests of the School District will be served. Also reserved is the right to reject Bids and to purchase items on State, County, or Piggyback contracts if such items can be obtained on the same terms, conditions, specifications, and at a lower price.

LAWFUL AGE

Said bidder certifies that he is of lawful age. Bidder also certifies that he is the only one interested in this bid with the exception in the case of a partnership or corporation.

CONFLICT OF INTEREST

That no member of the Board of Education of East Irondequoit Central School District, nor any officer or employee or person whose salary is payable whole or in part from the treasury of said Board of Education is directly or indirectly interested in this bid or in the supplies, materials, equipment, work or services to which it relates, or in any portion of profits thereof.

LISTING OF CUSTOMERS

The bidder will provide the District, with the bid submission, a listing of those schools presently being provided service indicating school contact person with address and telephone number.

COMPLIANCE

The bidder has carefully examined and will comply with General Specifications, the instructions to bidders, schedules and specific specifications prepared under the direction of the Board of Education, and will, if successful in this bid, furnish and deliver at the prices bid and within the time stated, all the materials, supplies, apparatus, goods, wares, merchandise, services or labor for which this bid is made.

PIGGYBACKING PROVISION

Other school districts, BOCES, or school district locations not listed in either the published Notice to Bidders and/or bid documents may participate only upon consent by both the East Irondequoit School District and the awarded vendor(s). Interested BOCES and/or school districts must first contact the East Irondequoit Business Office before making arrangements with the awarded vendor(s) to be serviced under the terms and conditions of this bid.

EXTENSION

The East Irondequoit Central School District reserves the right to extend the terms and conditions of this proposal for a period no greater than one (1) year from original date of award, upon mutual consent of the East Irondequoit Central School District and the awarded vendor(s).

INTERPRETATION OF SPECIFICATIONS OR CONTRACT DOCUMENTS

No interpretation of the meaning of the specifications or other contract document will be made to any Bidder orally. Every request for such interpretation should be in writing, addressed to the East Irondequoit Central School District, not later than five (5) days prior to the date fixed for the opening of Bids. Notice of any and all such interpretations and any supplemental instructions will be sent to all Vendors on record by the East Irondequoit Central School District in the form of an addenda to the specifications. All addenda so issued shall become part of the contract documents.

ASSIGNMENT

It is mutually understood and agreed that the successful Bidder shall not assign, transfer, convey, sublet, or otherwise dispose of the Contract or the right, title, or interest therein, or the power to execute such Contract, to any other person, company, or corporation, without the previous written consent of the School District.

INSURANCE

Bidders shall maintain adequate insurance to protect them from all claims under the Workers9 Compensation Act. If requested, a Certificate of Insurance shall be submitted verifying Liability and Commercial Automobile Insurance coverage.

BIDDER9S ACKNOWLEDGEMENT OF GENERAL SPECIFICATIONS AND

INSTRUCTIONS

By signing below and submitting this bid for consideration by the School District, the Bidder acknowledges that he/she has read, understood and agreed to all aspects of the General Specifications and Instructions as presented without reservation or alteration. The Bidder, Bidder9s affiliates, and any other agency that intercedes on the bidder9s behalf also agrees to hold the School District harmless and not responsible for any hardship that can or potentially could be caused, and subsequently impacts the Bidder(s), as a result of this Bid.

BIDDER

(Person, Firm or Corporate Name)

AUTHORIZED SIGNATURE

DATE

BID SPECIFICATIONS

Musical Instrument Repair Bid- East Irondequoit Central School District

Contract for repair and maintenance of district owned student model music instruments.

Bid prices must include all necessary parts (at cost), labor and services to repair student instruments. A greater portion of the contract involves many minor repairs, adjustments and maintenance.

Complete overhauls are less frequent, and prices will be considered separately from repair prices. This contract includes PICK UP and DELIVERY SERVICES with NO ADDITIONAL

CHARGES.

F.O.B. Destination, NO Shipping Charges, NO Fuel Surcharges.

The District reserves the right of final inspection for all repairs and overhauls to determine acceptance according to bid specifications. The contractor guarantees that all repairs and overhauls will meet specifications and that unacceptable repairs and overhauls will be performed again at NO extra cost. CONTRACT TERM - August 20, 2025 through June 30, REPAD = Disassemble instrument, clean body and keys, refit keys, replace all pads and corks to new playing condition.

Woodwind Instruments Repad Price

Piccolo

Flute- closed hole

Flute- open hole

Eb, Bb Clarinet

Alto Clarinet

Bass Clarinet

Oboe

English Horn

Bassoon

Soprano, Alto Sax

Tenor Sax

Baritone Sax P A I A I A I A A A A A e a| a

Frequent Repairs Repair Price

Remove stuck swab $

Average padreplacement | $

Needle spring $

Keys: solder, straighten $ and adjustment

Keys: braze and refit keys, | $ check condition of corks and replace as necessary

Tenon corks

Pin and fill average crack

Tenon replaced-

Clarinet/Oboe

Tenon replaced- other $ woodwinds

Tone hole replacement $

A

BRASS ULTRASONIC CLEANING = Disassemble instrument, ultrasonic clean, manually clean valves and slides, replace bumpers and corks, lubricate valves & slides NOTE: All ultrasonic cleaning must be pre-approved on a per-instrument basis prior to work being performed.

Brass Instruments Ultrasonic Price

Trumpet, Cornet, Flugelhorn

French horn, Single

French horn, Double

Trombone

Trombone, F Attachment or Valve

Baritone, 3 valve

Baritone, 4 valve

Tuba, 3 valve

Tuba, 4 valve

Tuba, Rotary

Sousaphone P I P A I A I A I A I A

A B A B

Frequent Repairs Repair Price

Remove stuck mouthpiece

Replace spit valve cork and adjust

Slides: alignment

Slides: pull stuck slides and clean, remove any dents preventing proper action, align

Valves: repair stuck valves

Valves: clean and oil

Restring rotors

Silver braze

Piston valve repair

Refit rotary valve bearings

Brace or joint solder

A A I A

P

I A I A I A

A a

Any repair or overhaul work that is not listed in this BID FORM will be charged on shop time, plus parts at a rate of $ per hour.

EMERGENCY REPAIRS will be identified as minor repairs needed in order to make the instrument playable for concerts, performances and/or festivals (including rehearsals) that will take place in 24 hours. EMERGENCY REPAIRS will be completed in no more than 3 hours after the instrument is delivered by the school. At the discretion of the district and in the interest of time, the instrument may be asked to be delivered to school.

ROUTINE REPAIRS shall have a turnaround time of 5 business days from the date of receipt.

Signature:

Date:

Company Name:

Address:

E-mail:

Phone: