RFQ 26_044 Band Repairs Bid File.pdf

BIBB COUNTY SCHOOL DISTRICT

PROCUREMENT OFFICE

RFQ: 26-044

BIBB COUNTY PUBLIC SCHOOLS – Request for Quotes

BIBB COUNTY SCHOOL DISTRICT

Bid Responses Must Be Done Online via

BONFIRE

RFQ # 26 -044

RFQ – Band Repair Services – Districtwide

RFQ Schedule - Date & Time

RFQ Issued 06/09/2026

Deadline for Questions 06/18/2026 @ 8 am, EST

RFQ Due Date and Time 06/25/2026 @ 8 am, EST

Proposals must be received by the due date and time. No late proposals will be accepted.

RFQ Buyer Contact Information

Name Dr. Elaine M Wilson

E-Mail Elaine.Wilson@bcsdk12.net;

Any inquiries or requests regarding clarification of this RFQ document shall be submitted to the buyer in writing. Offerors may contact ONLY the buyer regarding the terminology stated in the procurement documents.

RFQ Submittal Location

All Submittals are completed Via

BONFIRE:

https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities.

Registration is FREE – A valid account is needed to review the bid opportunity.

RFQ Term

This is a one-year term for the 2026-27 School Year. With the option of Renewal for the next 4 years.

mailto:Elaine.Wilson@bcsdk12.net https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities

THE PERSON SIGNING THIS BID MUST BE LEGALLY AUTHORIZED TO

BIND THE COMPANY

DATE:

COMPANY NAME:

COMPANY ADDRESS:

TELEPHONE NUMBER (AREA CODE & EXTENSION):

VENDOR FAX NUMBER:

VENDOR EMAIL ADDRESS:

PRINT REPRESENTATIVE NAME:

SIGNATURE OF REPRESENATIVE:

TITLE OF REPRENTATIVE:

FED ID NUMBER: -

VENDOR WEB PAGE ADDRESS:

Ladies and Gentlemen:

The Bibb County School District takes this opportunity to announce that we are requesting bids for Band Repair Services, For the FY 2026-2027 General Fund will be the method of payment.

Bids will be accepted before June 25th, 2026 At which time will they be released to the review committee for evaluation purposes?

All bids will be evaluated as described in the attached document. Time is of the essence and any bids received after the announced time and date for submittal, whether by mail or otherwise, will be rejected. The time of receipt shall be determined by the time clock stamp in the Purchasing

Department.

Late bids received will be so noted in the bid file in order that the vendor's name will not be removed from the subject commodity/service list. Late bids will not be considered.

All Vendors completing this bid should register online as well. Please visit the Bibb County

School District website, under Department, Procurement, and Vendor Registry, www.bcsdk12.net.

If you have any questions concerning this bid, please submit them in writing to Elaine M.

Wilson, Elaine.wilson@bcsdk12.net. In addition, all communication relating to this bid solicitation, either before or after the bid opens, must be coordinated through the Purchasing

Department to Elaine Wilson, via email ONLY; Elaine.Wilson@bcsdk12.net.

Your interest and participation in submitting a bid will be appreciated.

Dr. Elaine M. Wilson

Executive Director of Procurement http://www.bcsdk12.net/ mailto:Elaine.wilson@bcsdk12.net

I. INTRODUCTION

The Bibb County School District (hereinafter referred to as “District”) is soliciting proposals from

Providers (hereinafter referred to as “PROPOSER” qualified to provide Band Repair Services as needed for FY 2027.

The information provided in the Request for Proposal (hereinafter referred to as “RFQ”) specifications is only to be used for the purpose of preparing a proposal detailing the costs of providing the quotes for the product. Each PROPOSER is expected to read these specifications with care. Failure to meet each or a combination of specified conditions may invalidate your proposal.

The Bibb County School District believes that the data contained in these specifications is sufficient for the preparation of offers. The information is believed to be accurate and is based upon the latest available information but is not to be considered in any way as a warranty. The DISTRICT reserves the right to reject any or all offers or any portion thereof and to accept the offer deemed most advantageous to the

DISTRICT.

II. GENERAL BACKGROUND

• The DISTRICT is comprised of 38 School Locations; this bid will be under the Fine Arts

Department.

IV. SCOPE OF SERVICES

I. Band Instrument Repairs (Brass, Percussion, and Woodwind): Band instrument repairs may be conducted on-site in a mobile vehicle designed to service band instruments or at the vendor’s place of business.

II. Once requested by the Department of Fine Arts & Magnet Programs of the Bibb County School

District through use of the Repair Request Form and authorization number, the majority of band instrument repairs throughout the year will be required to be completed through a method designed to service band instruments (with return to the school) within seven business days.

Any instrument requiring more than the required seven business days for repair and return to the school must immediately be reported to the Department of Fine Arts & Magnet Programs of the Bibb County School District.

III. Summer band instrument repairs may be conducted on-site in a mobile vehicle designed to service band instruments or at the vendor’s place of business.

IV. Record keeping must be impeccable in accounting for and repairing specifically tagged instruments in groups that have specific authorization numbers as identified through the

Department of Fine Arts & Magnet Programs.

V. Instruments must be repaired as approved in advance by the Department of Fine Arts & Magnet

Programs and invoiced to the Department of Fine Arts & Magnet Programs with authorization number and with teacher signature indicating completion of the approved repairs for the entire authorization number.

VI. If an instrument is potentially cost-prohibitive in charges projected to be more than half the value of the instrument to the District, the vendor must provide a written estimate only regarding the repair.

VII. The vendor is not permitted to be on-site at a school without prior appointment arranged through the

Department of Fine Arts & Magnet Programs.

VIII. The vendor will ONLY receive the award approval from the designated BCSD representative. Once the award is made, we will make sure you receive a meeting including our discussion of instructions pertaining to repairing the instruments, as included above.

IX. The bidder shall provide the lowest cost and the highest cost for each item on this RFQ, which will remain valid throughout the stipulated performance period. The pricing shall include the items as specified. If so stated in the bid specifications, the Board may request an option to renew the contract at the bid price for a specified time period.

X. We would like to have a bidder within 250 Miles of the Bibb County School District, due to the delivery schedules needed within the district.

VII. PREPARATION OF PROPOSALS

A. PROPOSER is expected to examine this Request for Proposal (RFQ) carefully, understand the terms and conditions for providing the pertinent services, and respond completely. Failure to respond completely may result in disqualification. Questions about this RFQ shall be directed, in writing or by email to

Elaine.wilson@bcsdk12.net.

B. If any carrier contemplating submitting a proposal is in doubt as to the true meaning of any part of these specifications, contact the DISTRICT’s Procurement office for a written request for interpretation thereof. It is suggested that any and all questions be sent by email to Elaine.Wilson@bcsdk12.net. No inquiries or questions of substantive nature will be answered after 8:00 am on 04/27/208, to allow ample time for distribution of answers and/or any changes.

C. Failure to respond to all portions of this RFQ may result in the PROPOSER's response being deemed non-responsive. If DISTRICT deems a Proposal non-responsive, it will be disqualified. An officer or principal of the PROPOSER must sign proposals, however, an agent if accompanied by written evidence of authority may sign them.

D. The Proposal response should indicate whether the PROPOSER would be able to include all items identified in this RFQ. If a Proposal does not identify whether the

PROPOSER will include these items, the PROPOSER may be disqualified.

E. All Proposals should include the PROPOSER's federal tax identification number.

VIII. SELECTION PROCESS

The district will conduct a comprehensive, fair and impartial evaluation of all Proposals received in response to this RFQ. Each Proposal will be analyzed to determine overall responsiveness and qualifications under the RFQ. Criteria to be evaluated, not necessarily in order of priority, may include the items listed below. Final approval of a selected PROPOSER is subject to the action of DISTRICT’s District Council.

DISTRICT may accept, within the time specified herein, any Proposal in whole or in part, whether there are negotiations after its receipt. If subsequent negotiations are conducted, they shall not constitute a rejection or alternate RFQ on the part of DISTRICT.

The Contract will be awarded to the respondent whose Proposal will be most advantageous to

DISTRICT, as determined by the evaluation factors listed herein and by the recommendation of the Selection Committee, with approval of the District Board if applicable

IX. RESERVATION OF RIGHTS

The DISTRICT reserves the right to:

• Reject any and all Proposals received.

• Issue a subsequent RFQ

• Cancel the entire RFQ

• Remedy technical errors in the RFQ process

• Negotiate with any, all or none of the respondents to the RFQ

• Accept the written Proposal as an offer

• Waive minor informalities and irregularities

• Accept one or more Proposals for all or part of the RFQ.

This RFQ does not commit the DISTRICT to enter a Contract, nor does it obligate it to pay any costs incurred in preparation and submission of Proposals or in anticipation of a Contract.

REQUEST FOR QUOTES ONLY

REQUEST FOR INFORMATION

All questions and/or correspondence during the entire proposal process shall be directed in writing to the Administrator. Correspondence may be submitted via e-mail to Elaine.wilson@bcsdk12.net. OR ON THE EUNA/BONFIRE PORTAL During the entire period of solicitation, proposal, and evaluation, no Offeror shall contact any

Board member or employee of BCSD concerning this solicitation. Such action could result in the Offeror being removed from further consideration in this solicitation.

Offeror’s Responsibility:

It shall be the responsibility of the selected Offerors to meet all specifications and guidelines set forth therein. No offer will be considered that does not provide a serious and reasonable proposal to the solicitation. Each proposal will be evaluated in its entirety.

Submission of Proposal:

BONFIRE SUBMISSION ONLY

Basis of Award:

Pricing and Delivery

Preparing the Proposal:

We are seeking Pricing ONLY.