RFP Instruments _ Equipment (HHS).pdf

REQUEST FOR PROPOSAL

Instruments and Equipment RFP Number: RFP-2026-002 Issue Date: July 31, 2026 Proposal Due Date: August, 31, 2026, 9:00 AM District: Jackson County School System

1. Purpose

The Jackson County School System (the District) is soliciting sealed proposals from qualified musical instrument manufacturers and authorized dealers to furnish new band and music classroom instruments, equipment, and accessories for Hoschton High School, scheduled to open in Fall 2027. The District anticipates purchasing a comprehensive inventory of musical instruments, equipment, and accessories to support the opening of Hoschton High School.

The District seeks educational-quality instruments that provide long-term durability, consistent performance, and value for students participating in concert band, marching band, percussion, jazz band, and classroom music instruction.

The District reserves the right to award contracts in whole or in part to one or more vendors whose proposals are determined to be in the best interest of the District. Submission of a proposal for the entire Scope of Work is not required. Vendors are encouraged to submit proposals only for those categories, products, or services they are able to provide in accordance with the specifications contained in this RFP.

2. Scope of Work

Vendor(s) shall provide:

● Musical instruments

● Music classroom equipment

● Instrument accessories

● Manufacturer warranty, where applicable

● Initial inspection and setup, where applicable

● Serial number documentation

● Product literature and warranty information

3. General Requirements

All products shall:

● Meet or exceed professional educational standards.

● Be suitable for daily use in a high school music program.

● Be in excellent operating condition and free from defects that would impair performance or reliability.

● Include standard manufacturer accessories appropriate for the equipment furnished.

● Include protective cases or storage solutions, where applicable.

● Be supplied by an authorized manufacturer or dealer, or another reputable vendor with demonstrated experience in educational music equipment.

Used, refurbished, or demonstration products may be proposed, provided the vendor clearly identifies their condition, certifies that they are fully functional, and includes all applicable warranty and service information. The District reserves the right to determine the acceptability of any proposed product based on its condition, expected service life, warranty, and overall value.

Equivalent products will be considered provided they meet or exceed the specifications contained in this RFP.

4. Instrument Specifications

The Jackson County School System seeks durable, educational-quality instruments and equipment to support a comprehensive high school band program. Instruments and equipment shall be suitable for classroom instruction, rehearsals, performances, and extracurricular activities.

Unless otherwise specified, all proposed instruments and equipment shall:

● Meet or exceed professional educational standards.

● Be suitable for daily student use.

● Include standard manufacturer accessories.

● Include protective cases or covers, where applicable.

● Be designed for long-term educational use.

The categories below represent the anticipated scope of equipment requested. Vendors may propose equivalent products that meet or exceed the specifications contained in this RFP.

Category Equipment May Include

Woodwinds Piccolos, Flutes, Bb Clarinets, Bass Clarinets, Soprano Saxophone, Alto Saxophones, Tenor Saxophones, Baritone Saxophones, Oboes, Bassoons

Brass Trumpets, Mellophones, French Horns, Trombones, Baritones, Euphoniums, Marching Baritones, Tubas, Marching Tubas: either sousaphone or contras

Concert Percussion

Timpani, Marimbas, Vibraphones, Xylophones, Glockenspiels, Chimes, Concert Bass Drums, Concert Snare Drums, Concert Toms, Concert Cymbals, Suspended Cymbals, Tam-Tams (Gongs), Auxiliary Percussion, Drum Sets

Marching Percussion

Marching Snare Drums, Multi-Tenor Drums (Quads/Quints), Marching Bass Drums, Marching Cymbals, Front Ensemble Equipment, Electronic Percussion, Percussion Carriers, Percussion Carts and Storage Equipment

Keyboard Instruments

Concert Piano, Upright Practice Piano, Digital Pianos, Electronic Keyboards, Synthesizers, and Harmony Director.

Equipment Field Conductors' Podiums, Drum Major Conducting Platforms, Field PA Systems, Wireless Microphones, Audio Mixers, Amplifiers, Speakers and Subwoofers, Audio Carts, Electrical Distribution Equipment, Cables and Connectors, Equipment Trailers, Instrument Carts, Percussion Carts

Additional Requirements

● Digital keyboards and pianos shall include manufacturer-recommended stands, pedals, benches (where applicable), power supplies, and standard accessories.

● Acoustic pianos shall include matching benches and manufacturer-recommended accessories necessary for installation and performance.

● The District reserves the right to purchase any combination of the equipment identified above.

5. Vendor Qualifications

Each proposal shall include:

● Company profile

● Years in business

● Authorized dealer status

● Three educational references

● Warranty information

● Service and repair capabilities

● Estimated delivery timeline

6. Delivery & Warranty

Vendor shall provide:

● Delivery inside designated music facilities

● Initial inspection

● Serial number documentation

● Warranty information

● Repair procedures

● Service contact information

● Estimated repair turnaround

7. Proposal Content Requirements

To facilitate a consistent evaluation, proposals should be organized in the following order:

● Cover Letter

● Product Specifications

● Price Proposal

● Delivery Schedule

● Warranty Information

● References

● Exceptions

Vendors proposing equivalent products shall clearly identify the manufacturer, model number, and documentation demonstrating that the proposed product meets or exceeds the minimum specifications contained in this RFP.

8. Price Proposal

Vendors shall submit a complete pricing proposal that clearly identifies the products and services being offered.

The pricing proposal shall include, at a minimum:

● Manufacturer

● Model Number

● Unit Price

● Delivery Time

● Warranty

● Discounts (if applicable)

If proposing an equivalent product, vendors shall clearly identify how the proposed product meets or exceeds the minimum specifications contained in this RFP.

The District reserves the right to negotiate final quantities, products, and pricing with the selected vendor(s) prior to contract award.

9. Evaluation Criteria

Proposals will be evaluated using factors that may include:

Evaluation Criteria Weight

Product Quality 35%

Vendor Experience 20%

Warranty & Service 20%

Price 20%

Delivery Schedule 5%

10. Submission Instructions

Submit proposals electronically in PDF format or in a sealed envelope marked 'Instruments and Equipment RFP – Do Not Open Until Official Review.' Proposals are due August 31, 2026, at

9:00 AM.

Submit to:

Melissa Gillespie Jackson County School System 1660 Winder Highway Jefferson, GA 30548 mgillespie@jcss.us

11. Timeline

Milestone Date RFP Issued July 31, 2026

Questions Due August 21, 2026

Addenda Issues (if necessary) August 25, 2026

Proposal Deadline August 31, 2026

Board Approval September 14, 2026

Delivery June 2027

12. General Conditions

The District reserves the right to reject any or all proposals, cancel this solicitation, negotiate with vendors, request additional information, waive minor irregularities, and award the contract in whole or in part. The District may request product demonstrations, clarifications, or best and final offers prior to award. Submission of a proposal constitutes acceptance of the terms of this RFP unless specifically noted otherwise.

13. Equal Opportunity

The District encourages participation by all qualified vendors and does not discriminate on the basis of any protected classification under applicable law.

14. Contact Information

All communications regarding this RFP shall be directed to:

Melissa Gillespie Jackson County School System 706-367-5151 ext. 33001 mgillespie@jcss.us