RFP-2526-01 Music Repairs RFP Document.pdf

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MONROE-WOODBURY CENTRAL SCHOOL DISTRICT

EDUCATION CENTER, 278 ROUTE 32, CENTRAL VALLEY, NY 10917

TELEPHONE: 845-460-6200 / TELEFAX: 845-460-6085

TITLE: Music Instrument Repairs PROPOSAL NUMBER: RFP-2526-01

INVITATION TO SUBMIT A PROPOSAL

OFFEROR’S NAME: _________________________________________________________________

ADDRESS: ______________________________________________________________________

CONTACT NAME & PHONE #: ______________________________________________________

EMAIL: _______________________________________________________________________

Proposals for the above referenced RFP number and title will be received until: 2:00 PM on Monday, March

17, 2025 at the Monroe-Woodbury Central School District’s office of the Purchasing Agent, at the above address, at which time and place proposals will be publicly opened and read.

TERMS: July 1, 2025 - June 30, 2026

Please be advised: This “Bid / RFP” contract may have sections that reference commodity-based purchasing. For RFP purposes for Professional Services please disregard these sections.

• Vendors are required to register with Bidnet Direct. In order to provide consistent communication to all vendors, questions and answers will be posted to Bidnet Direct. Please register at:

https://www.bidnetdirect.com/register/information/2274555799?registrationFlow=STANDARD_A

If you have any questions pertaining to the proper completion of our RFP form, please contact the office of the Purchasing Agent at the above address and phone number.

DATED: 2/24/25

PLEASE MAKE COPY OF PROPOSAL FOR YOUR RECORDS

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TABLE OF CONTENTS

1. Introduction

2. Submission of Proposal

3. Proposals

4. Inserting Prices

5. Amendments

6. Taxes

7. Catalogue Reference

8. Bid Security

9. Acceptance or Rejection

10. Delivery

11. Firm prices and quantities

12. Samples when requested

13. Prevailing Wages

14. Unsatisfactory Performance

15. Damage to facilities

16. Subletting of Contract

17. Award of Bids

18. Civil Rights Act

19. Bidding Process

20. Questions Regarding bid

21. Insurance ............................................................................................................................................. 8-10

Prevailing Wage

*Proposal Certifications – Including Non-Collusion .................................................................................. 12-13

*Certification of Compliance with the Iran Divestment Act

*Declaration of Offeror’s Inability To Provide Certification of Compliance with the Iran Divestment Act

Vendor Disclosure Form

APPENDIX A - Monroe-Woodbury Central School District Buildings

APPENDIX B – SCOPE OF SERVICES, SPECIFICATIONS & REQUIREMENTS ............................. 18-20

*APPENDIX C – PRICING ........................................................................................................................ 21-22

*APPENDIX D – Scoring Sheet

*APPENDIX E – Form-W9

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*APPENDIX F - Vendor Information Form

*APPENDIX G - Bidder’s Checklist

INSTRUCTIONS TO BIDDERS

1. Introduction

Sealed proposals are requested for the furnishing, delivery and installation for the various items of equipment, supplies, or services as required by the Board of Education for the Monroe-Woodbury Central

School District. Requirements are set forth in the following specifications, prepared under the direction of said Board of Education, will be opened in the District Administrative Office of the Purchasing Agent on the date and time specified on page one. These bid instructions are to be considered an integral part of all proposals.

2. Submission of Bid

The person, firm or corporation making such proposal shall submit it in a sealed envelope to the Purchasing

Agent at the place herein mentioned on or before the hour and day stated on page 1 hereof, and the envelope shall be endorsed with the Bid Number, Bid Title, Name of the person, firm or corporation submitting the

Bid, and the Due Date. All Bids received after the date and time stated on page one (1) will not be considered and will be returned to the bidder. The bidder assumes the risk of any delay in the mail or in the handling of the 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. In the event of a school closing, the bid will be opened on the next business day at the same time and place.

3. Proposals

Proposals must be originals and submitted with all blanks appropriately filled in, using ink or typewritten – no facsimile’s or photocopies. Signatures shall be in ink and in longhand. Proposals that are incomplete or obscure may be rejected as informal. No Bids that are “conditionals” will be considered. No oral telephonic proposals or modification of proposals will be considered.

If an approved equal item is being offered, the name and product number of the approved equal item must be written on the bid proposal sheets, or it will be assumed that the bidder is bidding on items as specified, and it shall be the bidder’s responsibility to furnish same. The Board of Education will be the sole determiner of approved equal items.

4. Inserting Prices

The bidder shall insert the price per stated unit and the extension against each item in the schedule hereto annexed, which he proposes to furnish and deliver. Do not leave blanks, if not bidding on an item, please enter “no bid”. In the event of a discrepancy between the unit price and the extension, the unit price will govern. The price inserted must be net and must include shipping, handling and delivery charges. Where

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required, computation must be made of the total amount of the bid for all items bid upon and the total shall be stated in the space provided.

5. Amendments

Any verbal information obtained from or statements made by the Representative of the Monroe-Woodbury

Central School District or his designee at the time of examination of the documents or site shall not be construed as, in any way, amending the Bid documents. Only such corrections or addenda as are issued by the Purchasing Agent, in writing to all Contractors, shall become a part of the Bid and/or Contract. Any addendum issued during the time of bidding shall be included in bids and become a part of the Contract

Agreement.

6. Taxes

No charge will be allowed for federal, state or municipal sales excise taxes, for which the Board of

Education is exempt. The price bid shall be net and shall not include the amount of any such tax. Nor will the district pay for any fuel surcharges, unless addressed and accepted at the time of bid.

7. Catalogue Reference

When a catalogue reference follows the description of an item, such a catalogue reference is intended as a means of more fully describing the item and shall be considered as part of the specification.

8. Bid Security – NOT REQUIRED UNLESS SPECIFIED

No bid will be considered unless it is accompanied by a deposit of not less than 0% of the total amount of the bid. Such bid deposits shall consist of a bid bond or certified check drawn to the order of the Board of

Education, Monroe-Woodbury Central School District. Receipt for the bid deposit will not be given.

Bid deposits will be returned to all unsuccessful bidders within thirty days after awarding of the contract.

The bid deposit of the successful bidder will be returned upon the satisfactory completion of the contract.

9. Acceptance or Rejection

The Board of Education reserves the right to award this bid by items, groups of items or as a whole, or in its discretion, reject all bids and re-advertise in the manner provided by Section 103 General Municipal Law whichever, in the opinion of the Board of Education, will be in the best interest of the school district. Also reserved is the right to reject bids and to purchase items on State Contract, if such items can be obtained on the same terms, conditions, specifications, and at a lower price. No bids will be accepted with minimum delivery values or with delivery/shipping charges that are to be paid by the District.

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10. Delivery

Delivery will be required to be made inside the school as indicated between the hours of 8:00am and 2:00pm, Monday through Friday. All bids are to be made on the basis of F.O.B. to the designated school buildings within the Monroe-Woodbury Central School system. The orders for the school are to be completed within

30 days of the receipt of purchase order. All orders must be shipped by purchase order and are not to be combined. Each purchase order should be shipped in a separate package with packing slip affixed to the package outside or enclosed inside. Bidders are requested not to bid on items that cannot be delivered within the stated periods. If the successful bidder fails to deliver as ordered, the School District reserves the right to cancel the contract and purchase the balance from other sources.

11. Firm Price and Quantities

The term of the bid will be July 1, 2025, through June 30, 2026. Pricing must remain firm for that period of time. All quantities are estimated and may be increased or decreased at the time of purchase.

ALL PRICES MUST INCLUDE SHIPPING AND HANDLING.

12. Samples When Requested

Bidders shall submit with their bids, cuts and/or prints clearly illustrating the equipment they propose to furnish. Only at the request of the Purchaser shall bidders submit for inspection actual samples. Samples must be submitted within five days after such a request. Failure to comply with these requirements may be sufficient reason for disregarding the bid.

13. Prevailing Wage Rate

Any persons employed by the Contractor or any Sub-contractor will be paid at a rate not less than the prevailing wage established by the New York State Department of Labor for the appropriate trade(s), for the period of time involved. (See attached, if applicable).

14. Unsatisfactory Performance

Whenever, within one year of final acceptance of the apparatus, equipment, supplies, or materials by the

Board of Education, the Contractor is notified in writing by the School District that any item of apparatus, equipment, supply, material and/or workmanship has proved defective or is not meeting the specification requirements, he shall immediately replace, repair, or otherwise correct, as the School District may determine, the defect or deficiency without cost to the School District. If the successful bidder fails to make these adjustments noted, the School District may purchase from other sources said objects/items, and the successful bidder agrees to reimburse the School District for any excess costs occasioned by such purchases.

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15. Damage to Facilities

The Contractor shall repair or replace, to the satisfaction of the School District, any and all damage done to any building, facility, or its contents or to the work of other trades as a result of negligence or waste by said

Contractor, his agents, servant and/or employees while fulfilling his contract.

16. Subletting of Contract

The Contractor shall not assign or sublet any part of a contract without the prior written approval of the

Board of Education.

17. Award of Bids

The Proposals will be awarded based on criteria in the “Specifications” section (Appendix B) using the rubric in the “Scoring” section (Appendix D).

The Monroe-Woodbury Central School District reserves the right to purchase items or services included in this bid on State, County or other Governmental Agency contracts and National Cooperatives, if such items can be obtained on the same terms, conditions, specifications and at a lower price if applicable when available.

If in the event after Sixty (60) working days, of the Bid Opening date, awards have not been made all bids shall become null and void.

Unless otherwise stated in the NOTICE TO BIDDERS, the successful bidder will be required to furnish and deliver items and/or services covered by the specification for the stated period. In some cases, the bidder, with mutual consent BETWEEN VENDOR AND MONROE-WOODBURY CENTRAL SCHOOL

DISTRICT, may consent in writing, to renew/extend bid for two consecutive additional periods of twelve

(12) months, each upon the same identical terms that were originally agreed upon from the date of the BID

OPENING.

The Monroe-Woodbury Central School District reserves the right to allow all municipal, not-for-profit and political subdivisions authorized under the General Municipal Laws of the State of New York, to purchase any goods and/or services awarded as a result of this bid in accordance with the latest amendments to NYS

GML 100 through 104. 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 Monroe-Woodbury CSD and the vendor. Additionally, the School District reserves the right to purchase any goods or services included as part of this bid from any means legally available to it at any time.

CONTRACT TERM: Effective July 1, 2025, through June 30, 2026. Upon completion of the initial term and upon mutual agreement the contract may be extended for (4) four (12) month periods. The contract may also be extended on a month-to-month basis for a period not to exceed six (6) months, with the mutual agreement of both the respondent and the District.

PRICE REDETERMINATION/CONTRACT EXTENSIONS: A price redetermination may be considered by the District only at anniversary date of the contract for an additional term and shall be substantiated in writing (i.e. Manufacturer’s direct costs, postage rates, Federal /State minimum wage law; Federal/State

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unemployment taxes; F.I.C.A; Insurance Coverage Rates; etc.) or if specified in CONTRACT TERM section of the proposal, and shall be based on the then current Consumer Price Index for all Urban Consumer (CPI-

U) as published by the Bureau of Labor Statistics for the U.S. Department of Labor, New York state average.

These statistics will be referenced for negotiable purposes only; therefore respondent is not to interpret that

100% of the index rate will be applied. All requests for price redetermination with written substantiation must be submitted to the District at the time of notification of extension. The respondent’s past experience of honoring contracts at the proposal price will be an important consideration in the evaluation of the lowest and best proposal. The District reserves the right to accept or reject any/all of the price redetermination as it deems to be in the best interest of the District.

18. Civil Rights Act

Each contractor submitting a bid shall comply with Title VI of the Civil Rights Act of 1964 and the regulations of the Department of Health, Education and Welfare issued thereunder.

19. Bidding Procedure

The enclosed bid is to be signed and returned to:

Purchasing Agent

Monroe-Woodbury Central School District

Education Center

278 Route 32

Central Valley, NY 10917

20. Questions Regarding Bid

All questions pertaining to this solicitation must be in writing. Questions regarding this bid should be directed to Narinder Chandyok at nchandyok@mw.k12.ny.us or post your question on Bidnet Direct. Please make sure to include your company’s name, phone number and a reference to the bid in question. We will respond as soon as possible.

Vendors are required to register with Bidnet Direct. In order to provide consistent communication to all vendors, questions and answers will be posted to Bidnet Direct. Please register at:

https://www.bidnetdirect.com/register/information/2274555799?registrationFlow=STAN

DARD_A

mailto:nchandyok@mw.k12.ny.us

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21. Insurance

INSURANCE REQUIREMENTS – PROFESSIONAL CONSULTANTS

1. Notwithstanding any terms, conditions or provisions, in any other writing between the parties, the professional consultant hereby agrees to effectuate the naming of the District as an Additional Insured on the professional consultant's insurance policies, except for workers' compensation and N.Y. State

Disability insurance.

2. The policy naming the District as an Additional Insured shall:

a. Be an insurance policy from an A.M. Best A- rated or better insurer, licensed to conduct business in

New York State. A New York licensed and admitted insurer is strongly preferred.

b. State that the organization's coverage shall be primary and non-contributory coverage for the District, its Board, employees and volunteers with a waiver of subrogation in favor of the District.

c. Additional insured status shall be provided by standard or other endorsements that extend coverage to the District (CG 20 26) or equivalent. 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.

3. a. The certificate of insurance must describe the services provided by the professional consultant that are covered by the liability policies.

b. At the District's request, the professional consultant shall provide a copy of the declaration page of the liability and umbrella/excess policies with a list of endorsements and forms. If requested, the professional consultant will provide a copy of the policy endorsements and forms.

4. The professional consultant agrees to indemnify the District for applicable deductibles and self-insured retentions.

5. Minimum Required Insurance:

a. Commercial General Liability Insurance

$1,000,000 per Occurrence/ $2,000,000 Aggregate

$2,000,000 Products and Completed Operations

$1,000,000 Personal and Advertising Injury

$100,000 Fire Damage

$10,000 Medical Expense

b. Automobile Liability

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

c. Workers' Compensation and NYS Disability Insurance

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Statutory Workers' Compensation (C-105.2 or U-26.3); and NYS Disability Insurance (DB- 120.1) 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. A person seeking an exemption must file a CE-200 Form with the state. The form can be completed and submitted directly to the WC Board online.

d. Professional Errors and Omissions Insurance

$2,000,000 per occurrence/$2,000,000 aggregate for the professional acts of the consultant performed under the contract for the District. If written on a “claims-made” basis, the effective date must pre-date the inception of the contract or agreement. Coverage shall remain in effect for three years following the completion of work.

e. Umbrella/Excess Insurance

$3 million each Occurrence and Aggregate. Umbrella/Excess coverage shall be on a follow-form basis over the required Auto Liability, General Liability and Professional Liability coverages.

6. The Professional Consultant acknowledges that failure to obtain such insurance on behalf of the District constitutes a material breach of contract. The professional consultant is to provide the District with a certificate of insurance, evidencing the above requirements have been met, prior to the commencement of work.

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Prevailing Wage

Prevailing wage rates apply to this contract (if box is checked)

The successful offeror is required to pay the prevailing hourly wage rates and the prevailing hourly supplements pursuant to section 220-d of the New York State Labor Law.

• Contractors are responsible for paying all applicable prevailing rates throughout the term of the contract.

• A verified statement of payment of prevailing rates by the Contractor (Article 8 only) MUST be submitted to Monroe-Woodbury WCSD in order for payment to be made.

• Prevailing Wage Rates are incorporated into this document in accordance with the New York State

Labor Law.

PREVAILING WAGE RATES –

The awarded Contractor who provides the service to the Monroe-Woodbury CSD and component districts shall insure that each laborer or worker employed by the Contractor or Subcontractor shall not be paid less than the prevailing rate of wages as indicated on the current wage schedule provided by the New York State Department of Labor, Bureau of Public Works. The successful vendor(s) is/are responsible for complying with all current labor rates and regulations throughout the duration of any contract resulting from this document. A current wage schedule is available on the New York State Department of Labor’s website at www.labor.state.ny.us .

The new wage schedules are available on July 1 of each year.

**A CERTIFIED PAYROLL IS REQUIRED TO BE SUBMITTED WITH THE INVOICE TO THE SCHOOL DISTRICT

BEFORE PAYMENT OF SERVICES WILL BE MADE.

“The Contractor and subcontractor(s) if any shall submit to the school district with all requests for payment, certified payrolls or transcripts of the original payroll record, subscribed and affirmed as true under the penalties of perjury. At a minimum, payrolls must show the following information for each person employed on a public work project: Name, social security number, classification(s) in which the worker was employed, hourly wage rate(s) paid, supplements paid or provided, and daily and weekly number of hours worked in each classification”

PLEASE NOTE: Vendors currently on the NYS Labor Department Debarred list will not be considered for award. By submitting a proposal for consideration, the vendor is indicating to the school district that they are currently in good standing with the NYS Department of Labor at the time of the proposal.

http://www.labor.state.ny.us/

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*Proposal Certifications – Including Non-Collusion

Business Name:

Address: _______ ______

Contact Name: Telephone Number: _____ ______

Email: ______________________________________________________________________________

I. General Proposal Certification

The offeror certifies that he will furnish, at the prices wherein quoted, the materials, equipment and/or services as proposed on this proposal.

II. Non-Collusive Bidding Certification

By submitting of this proposal, the offeror certifies that he is complying with Section 103-d of the

General Municipal Law as follows:

Statement of non-collusion in proposals to political subdivision of the state. Every proposal or proposal hereafter made to a political subdivision of the state of any public department, agency or official thereof where competitive bidding is required by statute, 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 offeror and affirmed by such offeror as true under the penalties of perjury: Non-collusive bidding certification.

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

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

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

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

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(a) A proposal shall not be considered for award nor shall any award be made where (a) (1) (2) and

(3) have not been complied with; provided, however, that if in any case the offeror cannot make the foregoing certification, the offeror shall so state and shall furnish with the proposal a signed statement which sets forth in detail the reasons therefore. Where (a) (1) (2) and (3) above have not been complied with, the proposal 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 proposal is made, or proposal designee, determines that such disclosure was not made for the purpose of restricting competition.

The fact that a offeror (a) has published price lists, rates, or tariffs covering items being procured; (b) has informed prospective customers of proposed or pending publication of 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 of sub-paragraph one (a).

Any proposal hereafter made to any political subdivision of the state of any public department, agency or official thereof by a corporate offeror 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 proposal 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 offeror, and such authorization of the proposal and the inclusion therein of the certificate as to non-collusion as the act and deed of the corporation.

(b) In the event of the failure of the undersigned offeror to perform within the time stated in the schedule or purchase order as the case may be, the proposal deposit made with this proposal, or so much thereof as undersigned, shall be retained by the Board, on demand, the differences between the price or prices bid and the price or prices for which such items shall be subsequently purchased, less the amount of the proposal deposit retained by the Board. No plea of mistake in such accepted proposal shall be available to the undersigned offeror and a proposal may be withdrawn before the expiration of ninety days from the date of submission thereof.

Authorized Signature: ________________________

Title: _____________________________________

Date: _____________________________________

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*Certification of Compliance with the Iran Divestment Act

As a result of the Iran Divestment Act of 2012 (the “Act”), Chapter 1 of the 2012 Laws of New York, a new provision has been added to State Finance Law (SFL) § 165-a and New York General Municipal Law § 103-g, both effective

April 12, 2012. Under the Act, the Commissioner of the Office of General Services (OGS) will be developing a list of

“persons” who are engaged in “investment activities in Iran” (both are defined terms in the law) (the “Prohibited

Entities List"). Pursuant to SFL § 165-a(3)(b), the initial list is expected to be issued no later than 120 days after the

Act’s effective date at which time it will be posted on the OGS website.

By submitting a proposal in response to this solicitation or by assuming the responsibility of a Contract awarded hereunder, each Offeror/Contractor, any person signing on behalf of any Offeror/Contractor and any assignee or subcontractor and, in the case of a joint proposal, each party thereto, certifies, under penalty of perjury, that once the

Prohibited Entities List is posted on the OGS website, that to the best of its knowledge and belief, that each

Offeror/Contractor and any subcontractor or assignee is not identified on the Prohibited Entities List created pursuant to SFL § 165-a(3)(b).

Additionally, Offeror/Contractor is advised that once the Prohibited Entities List is posted on the OGS Website, any

Offeror/Contractor seeking to renew or extend a Contract or assume the responsibility of a Contract awarded in response to this solicitation must certify at the time the Contract is renewed, extended or assigned that it is not included on the Prohibited Entities List.

During the term of the Contract, should the School District receive information that an Offeror/Contractor is in violation of the above-referenced certification, the School District will offer the person or entity an opportunity to respond. If the person or entity fails to demonstrate that he/she/it has ceased engagement in the investment which is in violation of the Act within 90 days after the determination of such violation, then the School District shall take such action as may be appropriate including, but not limited to, imposing sanctions, seeking compliance, recovering damages or declaring the Offeror/Contractor in default. The School District reserves the right to reject any proposal or request for assignment for an Offeror/Contractor that appears on the Prohibited Entities List prior to the award of a contract and to pursue a responsibility review with respect to any Offeror/Contractor that is awarded a contract and subsequently appears on the Prohibited Entities List.

I, ___________________________________________, being duly sworn, deposes and says that he/she is the

___________________________ of the __________________________________ Corporation and that neither the

Offeror/Contractor nor any proposed subcontractor is identified on the Prohibited Entities List.

SIGNED

SWORN to before me this _______________ day of _______________ 201___

Notary Public: _________________________

OR

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*Declaration of Offeror’s Inability To Provide Certification of Compliance with the Iran Divestment Act

Offerors shall complete this form if they cannot certify that the offeror/contractor or any proposed subcontractor is not identified on the Prohibited Entities List. The District reserves the right to undertake any investigation into the information provided herein or to request additional information from the offeror.

Name of the Offeror: __________________________________________________________

Address of Offeror: ____________________________________________________________

Has offeror been involved in investment activities in Iran? ____________________

Describe the type of activities including but not limited to the amounts and the nature of the investments (e.g.

banking, energy, real estate):

If so, when did the first investment activity occur? _________________________

Have the investment activities ended? ________________________________________

If so, what was the date of the last investment activity? ____________________

If not, have the investment activities increased or expanded since April 12, 2012?

Has the offeror adopted, publicized, or implemented a formal plan to cease the investment activities in Iran and to refrain from engaging in any new investments in Iran?

If so, provide the date of the adoption of the plan by the offeror and proof of the adopted resolution, if any and a copy of the formal plan. ________________

In detail, state the reasons why the offeror cannot provide the Certification of Compliance with the Iran

Divestment Act below (additional pages may be attached):

I, ____________________ being duly sworn, deposes and says that he/she is the ____________________ of the __________________________________ Corporation and the foregoing is true and accurate.

SIGNED

SWORN to before me this _______________ day of _______________202___

Notary Public: _________________________

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VENDOR DISCLOSURE CERTIFICATION

Vendor must complete either Section A or B below and return with your proposal

A. This is to certify that the principal members of the company listed below are not related to any member of the Monroe-Woodbury CSD and no member of the Monroe-Woodbury CSD is directly or indirectly interested in this bid or the supplies, materials, equipment, work or services which are related to it, or in any portion of the profits thereof.

SIGNATURE PRINT NAME

TITLE COMPANY NAME

B. This is to certify that the following Monroe-Woodbury CSD board members or employees are related to principal members of the company listed below or have a direct or indirect interest in this bid or the supplies, materials, equipment, work or services which are related to it, or in any portion of the profits thereof.

NAME RELATIONSHIP NAME OF MONROE-WOODBURY

CSD RELATION

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Appendix A - Monroe-Woodbury Central School District Buildings

Monroe-Woodbury High School

155 Dunderberg Road

Central Valley, New York 10917

Monroe-Woodbury Middle School

199 Dunderberg Road

Central Valley Elementary School

45 Route 32

North Main Street Elementary School

212 North Main Street

Monroe, New York 10950

Pine Tree Elementary School

156 Pine Tree Road

Monroe, New York 10950

Sapphire Elementary School

159 Harriman Heights Road

Harriman, New York 10926

Smith Clove Elementary School

21 Smith Clove Road

Monroe-Woodbury Education Center

278 Route 32

Monroe-Woodbury CSD

Transportation Department

27 Mine Road

Monroe, NY 10950

Monroe-Woodbury CSD

Buildings & Grounds Dept.

45 Route 32

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APPENDIX B – SCOPE OF SERVICES, SPECIFICATIONS & REQUIREMENTS

Request for Proposal (RFP) for Music Instrument Repairs

BIDDER’S NAME: ________________________________________________________________

I. Repair Specifications:

1. All instruments requiring repair must be picked up according to a regular weekly schedule to be determined by the Music Department Director and must be returned within six (6) working days. Repairs requiring more time must be discussed with the Director, and if requested, a loaner instrument of comparable quality must be made available at no charge.

2. The successful bidder or bidders agree to complete all work specified on district provided repair tags. If additional repairs are needed, the vendor(s) will contact the Music Department Director for approval. No work shall commence prior to the Director’s approval.

3. The vendor must have a minimum of ten (10) years of continuous service in repairing school instruments and have an in house/on site repair shop. The District will also require and check references.

4. The District requires management or owner bios and credentials/ certifications of repair techs on staff

(e.g. The National Association of Professional Band Instrument Repair Technicians (NAPBIRT) as an example.)

5. All service shall include but not limited to: Inspection, cleaning, any required adjustment and replacement of worn, broken or missing parts. All replacement parts shall be new, standard commercial quality and be compatible with the equipment. All replaced parts must carry manufactures warranty

6. The vendor shall guarantee all work provided against defects in workmanship; and shall satisfactorily correct, at no cost to the District, any defect that may become apparent within the 30 day period. The guarantee period shall commence upon date of acceptance, inspection and approval by the District’s representative.

7. If the awarded vendor is notified in writing of a fault, deficiency, or error in the work provided within the

30-day period, the awarded vendor shall either re-perform the work or portions of the work to correct the fault, defect or error, at no additional cost to the District, or refund to the District, the charges paid.

8. The music teacher in conjunction with the District Music Director will make the final determination of the adequacy of the repair. If a repair is deemed unsatisfactory, the instrument must be re-repaired immediately at no additional cost to the District.

9. The unit price you bid is for the complete repair, which must include labor, parts and transportation

10. It is the intention to award each classification or package as a whole (string Instruments, Band

Instruments). We reserve the right to award on an item by item basis or in total to one vendor. However, it is

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EDUCATION CENTER, 278 ROUTE 32, CENTRAL VALLEY, NY 10917

our intention to make an award for each classification (package) in total. Consequently, bidders are required to offer prices for a minimum of 90% of each classification of the items listed (any areas left blank will indicate that the vendor does not offer that service).

II. Service Work Order:

All repaired instruments upon return must have a “Service Ticket” attached stating the date, description of the work performed, number of hours worked upon, and any parts used. Copies of the service ticket must be attached with invoices submitted for payment to be processed.

III. Invoicing:

The vendor’s invoice must contain detailed and legible description of all completed work performed, list the number of man-hours worked, manufacturer and the name of Part, Part number, Suggested Mfg. Resale

Price, Discount Offered and the net price. Invoices not submitted in this format will not be paid until corrected. Invoices must include copies of the service ticket that applies to that particular invoice. The vendor’s labor charges must correspond to the rates supplied with the bid. The vendor agrees and hereby certifies that all labor charges contained in the invoices shall be only those that were required and necessary to complete the work. Invoices held for verification, missing information, or returned for corrective re-submittal shall not be subject to late fees.

IV. Inspection of work:

The quality of service performed and the replacement parts used shall be subject to inspection by the designated representative of the School District at any time. Should it be found that the quality of the service being performed or the replacement parts being used is not satisfactory, and that the specifications are not being met, it may be considered as grounds for the termination of the contract.

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EDUCATION CENTER, 278 ROUTE 32, CENTRAL VALLEY, NY 10917

Repair Specifications for Brass/Woodwind Instruments

Playing condition includes

Brass: Woodwind: Woodwind overhaul:

Pull slides Replace pads, corks, felts, springs, and screws as needed

All keys and corks removed

Dent work Solder Work Keys straightened

Solder work Dent Work Keys and body sterilized

Valve work Straighten Bent Keys Nickel and silver keys polished

Ultrasonic treatment Refit Loose or Jammed Keys Dents removed

Flush and Clean Entire Horn

Oil and Grease Keys Solder work

Springs, Corks, and Felts as needed

Oil Bore Instrument assembled using the finest pads, corks, and felts

Spot Lacquer Reseat Pads Woodwind overhaul Plus:

Grease and Oil Play Test In addition to Woodwind Overhaul:

Play Test Clean Mouthpiece and Case All springs are replaced

Clean Mouthpiece and Case

Hard felt pads used on flutes and clarinets

Cork pads used on oboes

Premium treated pads and resonators are fit to saxophones

Please insert prices in the boxes on the following pages be mindful to complete all applicable boxes. Enter the average price of the repair. If a box is left blank, it will factor into our bid tabulation.

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EDUCATION CENTER, 278 ROUTE 32, CENTRAL VALLEY, NY 10917

Appendix C – Pricing*

BRASS/WOODWIND INSTRUMENTS REPAIR PRICING

(PROVIDE THE AVERAGE PRICE OF THE REPAIR)

Playing Condition -student instruments

Playing condition for step up/pro instruments

Woodwind Overhaul

Woodwind overhaul Plus

Brass Chem Clean/Ultrasonic

Flush

Flute: closed hole N/A

Flute: open hole N/A

Clarinet N/A

Alto/Bass Clarinet N/A

Oboe N/A

Alto/soprano Sax N/A

Tenor Sax N/A

Bari Sax N/A

Bassoon N/A

Trumpet/Cornet N/A N/A

Trombone N/A N/A

Trombone with F attachment N/A N/A

Baritone: 3 valve N/A N/A

Baritone: 4 valve N/A N/A

French Horn: single N/A N/A

French Horn:

double N/A N/A

Tuba: 3 valve N/A N/A

Tuba: 4 valve N/A N/A

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EDUCATION CENTER, 278 ROUTE 32, CENTRAL VALLEY, NY 10917

STRING INSTRUMENTS

New Bridge

Bridge Adjustment

Reset Soundpost

Reset Fingerboard

Bow Rehair

Repair Cracks

Repair Necks

Violin

Viola

Cello

Bass

Authorized Signature: _______________________

Title: ___________________________________ __

Date: ____________________________________ _

* All pricing must be represented in whole dollar values. Price ranges are not acceptable. The District understands that there is an evaluation of each instrument and some require more extensive work than others, but recommends the vendor assign an average cost.

PERCUSSION INSTRUMENTS

Timpani Maintenance of pedals and tuning mechanism

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EDUCATION CENTER, 278 ROUTE 32, CENTRAL VALLEY, NY 10917

Appendix D - Scoring Sheet

References, the Bidder has provided music repair services to the following school districts within the last three (3) years (these references will be contacted). If you have worked with the Monroe Woodbury CSD that will automatically count as one of your references so you only need to list two additional references.

NAME ADDRESS CONTACT PERSON TELEPHONE

1._________________________________________________________________________________

2._________________________________________________________________________________

3._________________________________________________________________________________

RFP Score Matrix

Points

1 Experience of vendor repairing instruments for school districts, measured by references.

2 Owner or management experience, measured by biographies or resumes.

3 Repair technician certification / credentials. 10

4 Total cost of the proposal (based on pricing sheet calculation)

Total Points 100

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EDUCATION CENTER, 278 ROUTE 32, CENTRAL VALLEY, NY 10917

Contract(s) will be awarded to the best Proposer(s) as determined by the District. It is appropriate to emphasize that the Proposer submitting the lowest cost may not be the best. The District recognizes the importance of reliable and quality music repair services. When instruments are out of service, student instruction is impacted. In order to adequately measure the capabilities of the Proposer, the District will evaluate and score each proposal in accordance with the categories presented below.

1. PREVIOUS EXPERIENCE

The evaluator will rate the Proposer’s previous experience in providing service to the District and other school districts (with focus on Districts of comparable size, if applicable). Repair quality, service turnaround and availability of loaner instruments are to be considered in evaluation of the Proposer.

• Source: References and prior experience with the Monroe Woodbury CSD

• Scores may range from a high of 40 points to a low of 0 points.

2 OWNER & MANAGER

The evaluator will rate the interaction with managers & repair personnel during the course of performance in the District and, if applicable, other districts. If the Proposer has not had previous experience with the

District, the evaluator may contact other districts where comparable service has been provided by the

Proposer. The District will also review biographies of owners and\or managers who will be assigned to oversee this contract.

• Source: References, prior experience with the Monroe Woodbury CSD, Biographies.

• Scores may range from a high of 10 points to a low of 0 points.

3. OVERALL COST

The scores for total cost of the proposal will be scored as follows:

• 30 points for the lowest cost proposal

• Points for overall cost will be awarded based on a formula awarding 30 points to the lowest Proposer and deducting the percentage difference between the lowest Proposer and the other Proposers (i.e., if the total cost between the lowest Proposer and the next lowest Proposer is 10%, then Proposer two will have 3 points deducted from the maximum score of 30).

• Source: Pricing Sheet

The District reserves the right to reject any and all proposals upon its sole discretion. Responsible Proposers who meet the District's criteria are requested to submit a sealed proposal for the Services. The listed factors will be considered in any award of a contract and all the Services will be performed pursuant to all applicable federal, State and local laws including, but not limited to the rules and regulations of the New York State

Department of Education and District policies and regulations.

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EDUCATION CENTER, 278 ROUTE 32, CENTRAL VALLEY, NY 10917

Appendix E – Form W-9

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EDUCATION CENTER, 278 ROUTE 32, CENTRAL VALLEY, NY 10917

Appendix F– Vendor Information Form

To be completed by Vendor

Company Information Complete information below.

Company or Individual Name:

DBA (if different):

Street Address:

City / State / Zip Code:

Taxpayer ID #:

Website Address

Order Information Do you accept emailed PO’s Yes No

Email:

Street Address:

City / State / Province:

Zip Code:

Remit Payment Information Complete information below, if different from Company Information.

Company or Individual Name:

Street Address:

City / State / Province:

Zip Code:

Contact Information Complete information below.

Sales Representative:

Phone / Email:

Billing Contact:

Phone / Email:

MWCSD Office Use Only

Date Entered:

W-9 Scanned (Y/N):

1099 Needed (Y/N):

Assigned Vendor #:

A Completed Form W-9 must be submitted for ALL VENDORS Please return this form and a completed Form W-9 to the Monroe-Woodbury Business Office via email (nchandyok@mw.k12.ny.us) or mail to the Education Center, 278 Route 32, Central Valley, NY 10917 Attn: Business Office.

mailto:nchandyok@mw.k12.ny.us

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EDUCATION CENTER, 278 ROUTE 32, CENTRAL VALLEY, NY 10917

Appendix G – Bidder’s Checklist

BIDDER’S NAME: ______________________________________________________

1. ______Invitation to Bid Cover Sheet

2. _____ Bid Proposal Certifications

3. _____ Non-Collusive Bidding Certifications

4. _____ Certification of Compliance with the Iran Divestment Act

5. _____ Certificate of Insurance Issued by Insurance Company

6. ______Vendor Disclosure Certificate

7. _____ Completed Specifications & requirements (Appendix B)

8. _____ Pricing (Appendix C)

9. _____ Scoring Sheet (Appendix D)

10. _____ Vendor W-9 Form (Appendix E)

11. _____ Completed Vendor Information Form (Appendix F)