RFQ 26_011_085.pdf

String Instruments for Fine Arts Programs Request for Quotes No. 26-011-085

Georgia Procurement Registry Event No.

PE-65615-NONST-2026-000000085

NOTICE TO VENDORS

Complete solicitation documents may be obtained at www.fcboe.org. FCPS is not responsible for respondents and/or subcontractors not obtaining the information provided through the full set of contract documents.

Responses must be submitted via email, mail/parcel delivery, or hand delivery to the Fayette County Public Schools offices located at the LaFayette Educational Center and directed to Matthew D. Roberts, Purchasing Manager. Envelopes should be sealed and marked conspicuously on the front with the solicitation name and number above.

SUBMISSION - BY HAND, MAIL OR COMMON COURIER

Fayette County Public Schools ATTN: Matthew Roberts, Purchasing Department LaFayette Educational Center 205 LaFayette Ave., Fayetteville, GA 30214

SUBMISSION - BY EMAIL to: roberts.matthew@fcboe.org http://www.fcboe.org mailto:roberts.matthew@fcboe.org

String Instruments for Fine Arts Programs (RFQ 26-011-085)

Objective

The Fayette County Public Schools Purchasing Department (hereinafter FCPS) invites you to participate in a request for quote (RFQ). This RFQ will consist of providing and delivering string instruments as ordered to various fine arts programs at schools within the school district.

Responses Due

Responses to this request for quote are due no later than the date and time specified in the timeline of events either physically or electronically to the FCPS Purchasing Department located at the LaFayette Educational Center, Building A, 205 LaFayette Avenue, Fayetteville, GA, 30214. Quotes received after the specified date and time will not be considered.

Vendors are instructed to carefully read all items, conditions, terms, specifications, and attachments herein and referenced before completing their quote. Failure to comply with any requirements of the RFQ may be a cause for rejection.

Section A: Instructions to Respondents

1. Solicitation Schedule 1.1.

RFQ Issued September 15, 2025

Questions Due Before 9:00 AM (ET), Friday, September 19, 2025

Responses Due Before 9:00 AM (ET), Wednesday, September 24, 2025

2. Respondent Registration

2.1. Respondents are encouraged to register with the issuing agent, Matthew

Roberts, by sending an email to roberts.matthew@fcboe.org after reviewing this solicitation. Respondents who register will automatically receive an email update with additional documents such as addenda and be notified of award issuance, even if they choose not to submit a response.

3. Project Documents and Forms

3.1. Documents and forms required for submission as part of this RFQ can be found on the FCPS Purchasing Department website. Failure to include required submissions listed herein may result in a rejection of the response. A list of required forms is contained herein and additional submissions may be required per the specifications contained herein.

4. Response Delivery

4.1. Responses may be submitted electronically, by mail, or hand-delivered to the

LaFayette Educational Center, Building A, 205 LaFayette Avenue, Fayetteville, Georgia 30214, Attention: Purchasing Department.

4.2. Quote openings will occur at the date and time specified at the address above.

- 2 -mailto:roberts.matthew@fcboe.org

4.2.1. No faxed or telephone responses will be accepted or considered.

4.3. Responses may be emailed to the issuing agent if meeting the following guidelines:

4.3.1. Emailed responses must be in a consistent, clear, and readable format and complete. (Adobe PDF format is preferred)

4.3.2. All response documents should be bound in one document. Multiple separate documents may result in evaluation score reductions.

5. Attachments

5.1. Any specification listed with “Must Include Attachment” should include a document within the response conforming to standards set forth.

5.2. All attachments must be marked and labeled using the following format:

Attachment #, Solicitation Reference, Respondent Name, Solicitation Title, and Number.

6. Response Format Requirements

6.1. The solicitation document has been carefully organized. All sections, specifications, requirements, and appendices are numbered; therefore responses should be organized in the same manner referencing the solicitation document when necessary.

6.2. All pages should be numbered and contain page headings or footers with the respondent's name and the solicitation title and number.

6.3. Multiple Response from the Same Respondent

6.3.1. Respondents may submit more than one response when offering multiple alternatives.

6.3.2. Responses must be separate and each should conform to all terms and conditions within the solicitation.

6.3.3. Responses must be labeled separately to easily identify differing responses from the same respondent.

Section B: Scope of Work and Specifications

7. Scope of Work

7.1. The awarded respondent will provide string instruments as specified herein for fine arts programs within the Fayette County Public Schools. Schools will place individual orders with the awarded vendor based on pricing quotes submitted in this RFQ.

8. Technical Specifications

8.1. String instruments must be new and meet the specifications set forth in the attached Quote Worksheet for each line item.

- 3 -

8.2. Individual instrument quotes must include delivery to schools within the District as designated by corresponding purchase order.

8.3. Respondents must list the estimated delivery time in days after receipt of order (ARO) for each item in the space provided in the quote worksheet.

Section C: General Terms and Conditions

FCPS’s General Terms and Conditions are posted on the Purchasing Department website under the heading of Vendor Terms, Conditions, and Forms at www.fcboe.org. By submission of a response, the respondent acknowledges they have read and understood these General Terms and Conditions as well as any terms and conditions contained herein.

Section D: Special Terms and Conditions

9. Quote Opening

9.1. Quotes will be opened at the date and time provided in the schedule of events. All results will be publicly posted on the FCSD website once an award recommendation is made.

9.2. Quote openings are open to the public.

9.3. Quotes must be marked with the RFQ number.

9.4. Electronically delivered quotes will utilize the timestamp generated on the email.

9.5. Quotes must conform to the guidelines listed herein.

9.6. Quotes received late will be marked “non-responsive” and may not be considered at the sole discretion of the FCPS Purchasing Department.

10. Questions

10.1. All questions concerning this solicitation must be submitted in writing by email to the issuing agent.

10.2. No questions other than written will be accepted and only answers provided via addenda shall be binding.

11. Award Oversight

11.1. The awarded respondent will report to the District Fine Arts Coordinator or their designee.

12. Quote Evaluations

12.1. According to the Fayette County Board of Education policy, DJE “lowest price alone will not be the sole determining criteria in the selection process”.

12.2. Factors that may be used in evaluating responses may include but are not limited to, the following: price/cost, warranty, service guarantees or past performance, costs of ownership analysis, business capabilities analysis,

- 4 -https://www.fcboe.org/Page/2707 delivery schedules and methods, and product-specific manufacturer/quality standards.

12.3. Respondents may inquire as to specific evaluation methods and may request in writing an explanation of evaluation methods used to determine an award.

See General Terms and Conditions regarding award protests.

13. Delivery

13.1. Delivery is expected on or about the date requested ARO.

13.2. Freight is FOB destination, freight prepaid (allowed).

13.3. The respondent must contact the end-user listed on purchase orders at least 24 hours before delivery to confirm the delivery date and time.

13.4. FCPS standard hours of operation are 7:30 AM to 3:30 PM (EST), Monday through Friday, except for school holidays.

13.5. The delivery location does not have a loading dock; therefore, all deliveries must be made as an inside delivery as defined in the solicitation, any resulting purchase order, or resulting contract.

13.5.1. Inside-delivery will be defined as follows: the driver will be required to move the material from the interior bed of the truck to the interior of the facility.

13.6. Any pallets must be covered or shrink-wrapped to protect cartons from dirt and moisture during shipment and pallet construction should allow for four-way entry of handling equipment and surface/platform board approximately one inch apart minimizing carton damage.

13.7. Failure to deliver per the response could result in the awarded respondent being declared in default.

13.8. The awarded respondent shall be responsible for the delivery of items in good condition at the point of destination.

13.9. Respondent shall file with the carrier all claims for breakage, imperfections, and other losses, which will be deducted from invoices.

13.10. Back Orders: Back orders may be made only when specifically authorized to do so by the project administrator. The necessity to back-order may be deemed a breach of contract.

14. Cost Escalation/Price Change

14.1. The Purchasing Department recognizes that independent market factors may result or necessitate the need for price changes. Through the submission of a quote, the respondent agrees to the following:

- 5 -

14.2. All price increases must be based upon product cost ONLY, and documentation of the price increase is required.

14.3. Quote prices must be held firm for the term of the solicitation or December 31st of the issuing year, after which an escalator can be invoked.

14.4. The awarded respondent must provide the FCPS Purchasing Department written notification at a minimum of 30 days before a price escalation change.

14.5. Single changes of no more than 10% are allowed. There are exceptions only when market conditions dictate a revised escalator for a particular commodity.

14.6. FCPS reserves the right to accept or reject any price escalation. A rejection of a price escalation may result in the termination of any agreement, contract, purchase order, or other agreement without fault or obligation.

15. Quantities

15.1. Specific quantities cannot be guaranteed. Multiple purchase orders for various qualities and delivery locations will be placed over the term of the award.

16. Term

16.1. The term of this RFQ and resulting agreement is from the date of resulting award issuance until December 31, 2027, with the option to renew for four (4) additional one-year terms beginning January 1st and ending December 31st of each year.

16.2. The RFQ and resulting agreement will automatically renew each year beginning January 1st with the awarded pricing structure unless a cost escalation/price change process is initiated per the General Terms & Conditions.

16.3. Per the General Terms & Conditions, should the Fayette County Board of Education fail to appropriate funding for each fiscal year beginning July 1st, this solicitation and resulting contract or purchase orders will be canceled with no-fault or obligation beyond products or services already received and properly invoiced.

16.3.1. FCPS may notify the awarded bidder in writing thirty (30) days prior to cancellation for non-appropriation.

17. Required Forms

17.1. The forms listed below are required for submission and included as attachments. They may also be located on FCPS’s Purchasing Department website at www.fcboe.org.

- 6 -https://www.fcboe.org/Page/2707

17.1.1. Solicitation Response Form

17.1.2. Reference Form

17.1.3. Quote Response Worksheet (Attached)

17.2. Failure to include any form may result in a reduction in evaluation scoring or the submitted quote being declared non-responsive at the sole discretion of the FCPS Purchasing Department.

17.3. This request for quote, any addenda, and the awarded quote will be incorporated into any resulting contract and/or purchase order.

- 7 -

Solicitation Response Form

RFP 26-011-085: String Instruments for Fine Arts Programs

Place this form on top of your response.

Company Name:

Point of Contact:

Street Address:

City:

State:

Zip Code:

Telephone:

Email:

Website:

Authority to Act The undersigned states that he/she has the requisite authority to act on behalf of his/her employer in these matters and has offered to provide the products/services in accordance with the terms and conditions herein.

Terms, Conditions, and Specifications Through the submission of response and signature below, the respondent verifies that their solution, if applicable, complies fully, or complies with an exception, to all stated general and special terms, conditions, and specifications. See the FCPS General Terms and Conditions for further information and directions on notating exceptions to stated specifications.

Addenda Through the submission of response and signature below the respondent verifies that they have read and understood any addenda issued for this solicitation if issued.

Signature: ______________________________ Date:_____________________

- 8 -

FCPS Purchasing Department Reference Form

Respondent Name: __________________________________

Requested Information Response

Reference Name

Contact for Reference

Street Address

City, State, Zip

Phone Number

Email

Requested Information Response

Reference Name

Contact for Reference

Street Address

City, State, Zip

Requested Information Response

Reference Name

Contact for Reference

Street Address

City, State, Zip

- 9 -

Quote Worksheet (RFQ 26-011-085) String Instrument Specifications

Instrument Price Quote

(USD-$)

Delivery Time (ARO-

Days) Instrument Make Instrument Model Desired Specifications

VIOLINS

Beginning Violin - 3/4 Hand carved; solid wood; hand applied antique finish; spruce top; maple back, sides, & neck; case;

dark rosin, ebony fittings; Nickel mounted bow; hand carved Despiau bridge; custom fit pegs; inlaid purfling; lifetime warranty on pegs, bridge, and soundpost

Beginning Violin - 7/8

Beginning Violin - 4/4

Intermediate Violin - 3/4 Hand carved; solid wood; hand applied antique finish; spruce top; maple back, sides, & neck; case;

dark rosin, ebony fittings; Nickel mounted bow; hand carved Despiau bridge; custom fit pegs; inlaid purfling; lifetime warranty on pegs, bridge, and soundpost

Intermediate Violin - 7/8

Intermediate Violin - 4/4

Advanced Violin - 4/4 Hand carved; solid wood; hand applied antique finish; spruce top; maple back, sides, & neck; case;

dark rosin, ebony fittings; ebony tailpiece; Whitner e-tuner; Nickel mounted bow; hand carved Despiau bridge; custom fit pegs; inlaid purfling; lifetime warranty on pegs, bridge, and soundpost

VIOLAS

Beginning Viola - 15" Hand carved; solid wood; hand applied antique finish; spruce top; maple back, sides, & neck; case;

dark rosin, ebony fittings; Brazilwood bow; hand carved Despiau bridge; custom fit pegs; inlaid purfling; lifetime warranty on pegs, bridge, and soundpost

Beginning Viola - 15.5"

Beginning Viola - 16"

Intermediate Viola - 15" Hand carved; solid wood; hand applied antique finish; spruce top; maple back, sides, & neck; case;

dark rosin, ebony fittings; Nickel mounted bow; hand carved Despiau bridge; custom fit pegs; inlaid purfling; lifetime warranty on pegs, bridge, and soundpost

Intermediate Viola - 15.5"

Intermediate Viola - 16"

Advanced Viola - 16"

CELLOS

Beginning Cello - 3/4 Hand carved; solid wood; hand applied antique finish; spruce top; maple back, sides, & neck; case;

dark rosin, ebony fittings; Brazilwood bow; hand carved Despiau bridge; custom fit pegs; inlaid purfling; lifetime warranty on pegs, bridge, and soundpost

Beginning Cello - 7/8

Beginning Cello - 4/4

Intermediate Cello - 3/4 Hand carved; solid wood; hand applied antique finish; spruce top; maple back, sides, & neck; case;

dark rosin, ebony fittings; Nickel mounted bow; hand carved Despiau bridge; custom fit pegs; inlaid purfling; lifetime warranty on pegs, bridge, and soundpost

Intermediate Cello - 7/8

Intermediate Cello - 4/4

Advanced Cello - 4/4

BASSES

Beginning Bass - 1/2 Hand carved; solid wood; hand applied antique finish; spruce top; maple back, sides, & neck; case;

dark rosin, ebony fittings; Brazilwood bow; hand carved Despiau bridge; custom fit pegs; inlaid purfling; lifetime warranty on pegs, bridge, and soundpost Beginning Bass - 3/4

Intermediate Bass - 1/2 Hand carved; solid wood; hand applied antique finish; spruce top; maple back, sides, & neck; case;

dark rosin, ebony fittings; Nickel mounted bow; hand carved Despiau bridge; custom fit pegs; inlaid purfling; lifetime warranty on pegs, bridge, and soundpost Intermediate Bass - 3/4

STORAGE RACKS

Violin & Viola Rack Closed ends, laminated with flexible PVC, holds 16 instruments

Cello Storage Rack - 4 Instruments Closed ends, spacing for instruments half-sized and up, smooth rolling casters, laminated with flexible PVC, brass bow hooks

Cello Storage Rack - 6 Instruments Closed ends, spacing for instruments half-sized and up, smooth rolling casters, laminated with flexible PVC, brass bow hooks

String Bass Rack - 3 Instruments Closed ends, spacing for instruments half-sized and up, smooth rolling casters, laminated with flexible PVC, brass bow hooks

Quote Worksheet (RFQ 26-011-085) String Instrument Specifications

Instrument Price Quote

(USD-$)

Delivery Time (ARO-

Days) Instrument Make Instrument Model Desired Specifications

String Bass Rack - 4 Instruments Closed ends, spacing for instruments half-sized and up, smooth rolling casters, laminated with flexible PVC, brass bow hooks

Terms, Conditions, and Specifications

Addenda

FCPS Purchasing Department Reference Form

Quote Worksheet (RFQ 26-011-085)