Strings w:attached list of instruments2024.pdf

February 2024

REQUEST FOR PROPOSALS (RFP)

25SCH001G

TOWN OF NEEDHAM

SCHOOL DEPARTMENT

Instrumental Musical Equipment (Strings) Rental Services

The Needham School Committee invites sealed bid proposals for the provision of Instrumental Musical Equipment (Strings) Rental Services for the three year period beginning July 1, 2024 through June 30, 2027. Request for Proposal packages will be available from the Office of the Assistant Superintendent for Finance and Operations, 28 Glen Gary Road, Needham, MA 02494, or may be downloaded from http://www.needhamma.gov/bids.aspx beginning February 12, 2024 9:00 AM.

Proposals are returnable to the Office of the Assistant Superintendent for Finance and Operations, 28 Glen Gary Road, Needham, MA 02494 no later thanMarch 20, 2024 at 10:30 AM, at which time and place they will be opened in the presence of one or more witnesses. LATE PROPOSALS will not be accepted. The Town reserves the right to reject any and all proposals as determined to be in the interests of the Town and to waive minor informalities.

Bids will be awarded by the Needham School Committee, acting through the Superintendent.

This legal notice is also posted on the Massachusetts Newspaper Publishers Association’s (MNPA) website at http:// masspublicnotices.org/.

Daniel E. Gutekanst Superintendent of Schools Town of Needham Needham, Massachusetts http://www.needhamma.gov/bids.aspx

Needham Public Schools Procurement in Brief

Primary Procurement Contact

Melane Bisbas School Business and Operations Coordinator Needham Public Schools 28 Glen Gary Road Needham MA 02494 781-455-0400 x 11204 melane_bisbas@needham.k12.ma.us

Event Date Details Title Instrumental Musical Equipment (Strings) Rental Services Contract Number 25SCH001G

RFP Available February 12, 2024 at 9:00 AM

Request for proposal packages are available from the Office of the Assistant Superintendent for Finance and Operations, 28 Glen Gary Road, Needham, MA 02494, or may be downloaded from http://www.needhamma.gov/bids.aspx.

Bidders who access bid materials from the Town’s website are responsible for acknowledging receipt of those materials using the Acknowledgement of Receipt form found in Appendix B and for checking the website periodically for any addenda that may be issued.*

Pre-Bid Meeting No Pre-Bid is Scheduled Proposal Presentation None Required

Deadline for Written Questions

March 11, 2024 12:00 PM Needham Public Schools will not respond to questions submitted after the above date.

Questions must be submitted in writing, via fax, email or US post to:

Melane Bisbas School Business and Operations Coordinator Needham Public Schools 28 Glen Gary Road Needham MA 02494 781-455-0400 x 11204 melane_bisbas@needham.k12.ma.us Oral communications are not binding on the School Department. Responses to questions submitted in writing will be forwarded to all persons on record as having received the RFP.

Addenda

If any changes are made to this RFP, an addendum will be issued.

Addenda will be mailed or faxed or emailed to all bidders on record as having received the RFP. Addenda also will be posted to the Town of Needham bid website at http://www.needhamma.gov/bids.aspx.

When and Where are Bids Due?

March 20, 2024, at 10:30 AM

LATE PROPOSALS will not be accepted.

Bids are due to the Office of the Assistant Superintendent for Finance and Operations, 28 Glen Gary Road, Needham, MA 02494 by the due date and time. If, on the bid due date, the above office is closed due to uncontrolled events such as fire, snow, ice, wind, or building evacuation, the bid opening will be postponed to the next normal business day (M-F, excluding holidays.) Bids will be accepted at the same location until that date and time.

Number of Required Copies One original + 3 copies of all forms

Bid Opening March 20, 2024, at 10:30 AM

Sealed proposals are NOT publicly opened. Proposals will be opened in the presence of one or more witnesses.

A list of bidders will be made available after the submission deadline.

Bid Surety (Bond) Requirements None Required Contract Award Award will be made within 90 business days after the bid opening.

Contract Length Three years

Upon Award of Contract Payment Bond None Required Performance Bond None Required Insurance Refer to Contract Terms

* Bid Acknowledgement

It is recommended (but not required) that bidders acknowledge receipt of the bid package using the Acknowledgement of Receipt form found in APPENDIX D. Bidders who complete and return this acknowledgement will be entered as a bidder of record in the Bid Distribution Register, thereby ensuring that they will receive notification of any addenda or answered questions related to this bid. Bidders who do not complete and return the Acknowledgement Form are responsible for checking the website regularly for any addenda that are issued to this bid.

NEEDHAM PUBLIC SCHOOLS

28 Glen Gary Road Needham MA 02494

February 2024

Instrumental Musical Equipment (Strings) Rental Services

REQUEST FOR PROPOSALS (RFP)

25SCH001G

I. INFORMATION & INSTRUCTIONS TO BIDDERS

1. Questions:

Bidders must read these specifications carefully. Questions about the specifications shall be submitted in writing via fax, email or U.S. post to the address specified below, no later thanMarch 11, 2024 at 12:00 PM. Needham Public Schools will not respond to questions submitted after that date.

Melane Bisbas School Business and Operations Coordinator Needham Public Schools 28 Glen Gary Road Needham MA 02494 781-455-0400 x 11204 fax 781-455-0434 melane_bisbas@needham.k12.ma.us

Bidders also take note that ORAL COMMUNICATIONS ARE NOT BINDING ON THE SCHOOL DEPARTMENT. The School Department will respond to all questions submitted in writing and will forward responses to all persons on record as having received the RFP.

2. Downloading Bid Documents from the Town of Needham website

Bid documents, including addenda, may be downloaded from the Town of Needham website at http://www.needhamma.gov/bids.aspx. Bidders who access bid materials from the Town’s website are responsible for acknowledging receipt of those bid materials using the Acknowledgement of Receipt form found in APPENDIX D and for checking the website periodically for any addenda that may be issued.

3. Bid Acknowledgement

It is recommended (but not required) that bidders acknowledge receipt of the bid package using the Acknowledgement of Receipt form found in APPENDIX D. Bidders who complete and return this acknowledgement will be entered as a bidder of record in the Bid Distribution Register, thereby ensuring that they will receive notification of any addenda or answered questions related to this bid. Bidders who mailto:melane_bisbas@needham.k12.ma.us do not complete and return the Acknowledgement Form are responsible for checking the website regularly for any addenda that are issued to this bid.

4. Bid Addenda

If any changes are made to this RFP, an addendum will be issued. Addenda will be mailed, faxed or emailed to all bidders on record as having received the RFP. Addenda also will be posted to the Town of Needham bid website at http://www.needhamma.gov/bids.aspx. Bidders who do not complete and return the Acknowledgement Form are responsible for checking the website regularly for any addenda that are issued to this bid.

5. Pre-Bid Conference

No Pre-Bid Conference is scheduled.

6. When and Where are Bids Due?

Bids will be received by the Assistant Superintendent for Finance and Operations, Needham Public Schools, 28 Glen Gary Road, Needham, MA 02494, untilMarch 20, 2024 at 10:30 AM, at which time and place they will be opened in the presence of one or more witnesses. This is not a public bid opening.

7. Unexpected Closure or Delays

If, at the time of the scheduled bid submission deadline, the designated location for delivery of the bid is closed due to uncontrollable events such as fire, snow, ice, wind or building evacuation, the bid opening will be postponed to the next normal business day (M-F, excluding holidays at the same designated time.) Bids will be accepted at the same location until that date and time.

8. Late Submissions

Bids received after the date and time specified shall not be considered. The Town of Needham assumes no responsibility for late submissions due to mail, courier or delivery delays.

9. Submission Requirements

A. Proposals consist of a non-price (technical) proposal and a price proposal, which must be submitted separately from one another. The non-price proposal must be submitted separately from the price proposals, in a sealed envelope marked “Non-Price Proposal.” Price proposals must be submitted in a separate, sealed envelope marked “Price Proposal.” INCLUSION OF ANY PRICE

INFORMATION IN THE NON-PRICE PROPOSAL, OR ANY COPY THEREOF, SHALL BE

THE CAUSE FOR REJECTION OF THE ENTIRE PROPOSALS, WITHOUT EXCEPTION.

B. Bids are to be prepared and submitted on the bid forms provided herein. Bids submitted on other forms, which are incomplete, or which are not signed, may be rejected.

C. A bid must be signed as follows: 1) if a bidder is an individual, by him/her personally; 2) if the bidder is a partnership, by the name of the partnership, followed by the signature of each general partner; and 3) if the bidder is a corporation, by the authorized officer, whose signature must be attested to by the Clerk/Secretary of the corporation and the corporate seal affixed.

D. A complete proposal will include the following items, in the designated quantities, completed in full and appropriately signed:

Non-Price Proposal:

Document/Item Quantity

1. Bid Form I, Bid Checklist

2. Bid Form II, Non-Price Proposal Form, Bidder

Information & Statement of Qualifications One Original + 3 Copies

3. A Plan of Services, describing how the bidder shall fulfill the Scope of Services, and other required documentation as identified on Bid Form II

One Original + 3 Copies

4. A list of operator-owned instruments by type, brand, age, condition and student playing level (Beginner, Intermediate, Advanced) of instrument. (DO NOT

INCLUDE PRICE INFORMATION)

One Original + 3 Copies

5. Bid Form IV, Certificate of Compliance with Massachusetts Tax Laws & Non-Collusion, signed by the individual authorized to negotiate for and contractually bind the Proposer.

One Original + 3 Copies

6. Bid Form IV, Certificate of Corporate Vote, completed and signed.

One Original + 3 Copies

7. Three current reference letters, preferably from School Districts where instrument rental services are provided by your company.

One Original + 3 Copies

Price Proposals (SUBMITTED IN A SEPARATE SEALED ENVELOPE)

Document/Item Quantity

1. Bid Form III, Price Proposal Form, signed by the individual authorized to negotiate for and contractually bind the Proposer.

One Original + 1 Copy

2. A completed W-9 form, “Request for Taxpayer Identification Number and Certification.”

One Original + 1 Copy

10. Premature Bid Opening

The Needham Public Schools (NPS) will not be responsible for the premature opening of any bid not properly identified. The School Department may reject bids, which are incomplete, not properly endorsed or signed, or which otherwise are contrary to these instructions.

11. Bid Modifications or Withdrawals

Bidders may correct, modify or withdraw a bid prior to the submission deadline. Requests to do so must be received by the Assistant Superintendent for Finance and Operations prior to the time and date set for the bid opening. Bid modifications must be submitted in a sealed envelope clearly labeled “Modification No.____.” Each modification must be numbered in sequence, and must reference the original bid.

After the submission deadline, bidders may not change the price or any other provision of the bid in a manner that is prejudicial to the interests of the governmental body or fair competition. The Needham Public Schools will waive minor informalities or allow the bidder to correct them. If a mistake and the intended bid are clearly evident on the face of the bid document, the Needham Public Schools will correct the mistake to reflect the intended correct bid, and will notify the bidder in writing. A bidder may withdraw a bid if a mistake is clearly evident on the face of the bid document but the intended correct bid is not similarly evident.

12. Rejection of Bids

The School Committee of Needham reserves the right to reject in whole or in part any and all bids, if the Committee determines that cancellation or rejection serves the best interests of the District.

13. Bonds

No bond required.

14. Uniform Procurement Act (MGL Ch30B)

Bids shall be prepared, considered, and the Contract awarded in accordance with Massachusetts General Law (M.G.L.) Chapter 30B, the Uniform Procurement Act.

15. Prices Firm for 90 Days

All bid prices submitted in response to this RFP must remain firm for ninety (90) days following the bid opening, until a contract is executed, or the RFP is canceled, whichever occurs first.

16. Taxes

Purchases made by the Needham Public Schools are exempt from the payment of all federal excise tax and the payment of Commonwealth of Massachusetts sales tax. As such, sales tax must not be included in the bid price. If requested, the School Department will provide the awarded bidder with a copy of the certificate of exemption.

17. Public Records

Under Massachusetts General Laws, the Needham Public Schools cannot assure the confidentiality of any materials or information that may be submitted in response to this Bid. Vendors who choose to submit confidential information, do so at their own risk. All materials submitted by the vendor in response to this Bid will be open for inspection by any person and in accordance with Massachusetts General Laws, Chapter 66 (Public Records Law.) Any statements reserving any confidentiality or privacy rights in the submitted responses or otherwise inconsistent with these statues will be void and disregarded. Unless specifically addressed by statute, the Town may charge five cents ($0.05) per page for photocopies. The Town may charge the actual cost of reproducing a copy of a record that is not susceptible to ordinary means of reproduction, such as large computer records or over-sized plans. The Town may charge and recover a fee for the time in excess of two hours that an employee spends searching, redacting, photocopying and re-filing a record. The Town will provide a written, good faith estimate of the applicable copying, search time and segregation time fees to be incurred prior to complying with a public records request. The cost of performing a search and segregation of records generally will not exceed $25.00 per hour.

18. Conflict of Interest

By executing a contract with the Town of Needham, the Bidder acknowledges that the Town of Needham is a municipality for the purposes of Massachusetts General Laws, Chapter 268A (the Massachusetts Conflict of Interest statue), and agrees, as circumstances require, to take actions and to forbear from taking actions so as to be in compliance at all times with the obligations of the contractor based on said statute.

19. Other Notices

Bid evaluation and contract award will be made without regard to race, color, sex, age, handicap, religion, political affiliation or national origin.

The Bidder shall adhere to the provisions of the Fair Employment Practices Law of the Commonwealth (Massachusetts General Laws, Chapter 151B).

The provisions relating to non-discrimination and affirmative action in employment shall flow through all contracts and subcontracts that the successful Bidder may receive or award as a result of this contract.

Any services provided by the Bidder shall be rendered through a professional services contract; the Bidder will not be considered an employee of the Town and will not receive any benefits of an employee.

The Bidder shall comply with Massachusetts General Laws, Chapter 66A if the Bidder becomes a "holder" of "personal data". The Bidder shall also protect the physical security and restrict any access to personal or other Town data in the Bidder's possession, or used by the Bidder in the performance of the Contract, which shall include, but is not limited to the Town's public records, documents, files, software, equipment or systems.

II. BASIS FOR USE OF COMPETITIVE SEALED PROPOSALS (RFP)

The school procurement officer has determined that selecting the most advantageous proposal for Instrumental Music Equipment (Strings) Rental Services will require comparative judgments of factors in addition to price, including: condition and quality of instruments, convenience to parents, and ability to perform services.

III. CONTRACT AWARD & BIDDER QUALIFICATIONS

1. Rule for Award/Contract Issuance:

A. One contract for Instrumental Musical Equipment (Strings) Rental Services will be awarded to the responsive and responsible bidder providing the most advantageous proposal based on the evaluation criteria and price. The award will be subject to satisfactory reference checks.

B. The Needham School Committee will award the contract under this bid within ninety (90) business days after the opening of the bids.

C. Should there be a reason why the contract cannot be awarded within the time referenced herein, the time for award may be extended for up to 45 additional days by mutual agreement between the Needham Public Schools (NPS) and the successful bidder.

D. The Needham Public Schools reserves the right to reject any and all proposals as determined to be in the best interest of the Town and to waive minor informalities.

E. The successful bidder must enter into the Short Form Agreement prepared by the Town Counsel of the Town of Needham (Appendix A), or a contract in substantially similar format.

F. This Contract is subject to cancellation if funding is not appropriated or otherwise not made available.

G. The award will be subject to satisfactory reference checks, conducted by the School Department.

2. Bidder Qualifications:

A. To be considered qualified under this bid:

a. Bidders must provide all services specified herein, and comply with all bid submission requirements.

b. Bidders must provide evidence of satisfactory ability and experience to execute the requirements, specifications, and conditions of this Bid. This information will be provided on Bid Form I. If requested, a bidder may be required to submit additional evidence to demonstrate satisfactory ability and experience to the Needham Public Schools.

B. The School Committee reserves the right to investigate the financial responsibility of any and all bidders to determine what assurance the owner may have of subsequent service. It further reserves the right to withhold contract award when the bidder is unable to furnish satisfactory evidence of adequate ability, experience and/or capital to execute the completion of a project in accordance with the prescribed requirements, specifications and conditions of the Bid Documents. Needham Public Schools reserves the right to solely determine what constitutes satisfactory evidence of adequate ability, experience and/or capital to execute the bid requirements under this section.

3. Estimated Quantities:

Unless otherwise stated, the quantities identified herein are ESTIMATES ONLY, given for informational purposes and as a basis for comparison of bids. Actual quantities may be more or less than the estimates provided herein.

IV. PURCHASE DESCRIPTION & SCOPE OF SERVICES:

1. Overview

The Needham Public Schools, through this RFP, is procuring a vendor who will provide musical equipment (strings) rental services directly to families for the period beginning July 1, 2024, and ending June 30, 2027. These services include:

a. Instrument rental to students participating in Needham Public School instrumental music programs; and

b. Optional insurance against instrument theft/damage/loss.

2. Scope of Service

The Contractor must provide the following rental instruments under this contract, including both appropriate cases and the accessories specified below:

a. Violin (all sizes) each student instrument will be in a case and have new dominant strings, fine tuners on all strings, string protectors for A and E strings, custom hand fitted bridge, fiberglass or wood bow with horsehair on the bow. Additionally, each student will be provided with an extra set of strings, a fitted foam shoulder rest, new rosen, and the specified method book.

b. Viola (all sizes) each student instrument will be in a case and have new dominant strings, fine tuners on all strings, string protectors for A and D strings, custom hand fitted bridge, fiberglass or wood bow with horsehair on the bow. Additionally, each student will be provided with an extra set of strings, a fitted foam shoulder rest, new rosen, and the specified method book.

c. Cello (all sizes) each student instrument will be in a case and have new dominant strings, fine tuners on all strings, custom hand fitted bridge, fiberglass or wood bow with horsehair on the bow. Additionally, each student will be provided with an extra set of strings, an endpin anchor strap, new rosen, and the specified method book.

d. Bass (all sizes) each student instrument will be in a case and have new dominant strings, hand-fitted bridge, fiberglass or wood bow with horsehair on the bow. Additionally, each student will be provided with an extra set of strings, an endpin stopper, rosin and the specified method book.

Instruments must be the appropriate quality for a students level; Beginner, intermediate, and advanced.

Instruments will be recognized national name brands and in playable condition. See Appendix C for reference.

The Contractor must provide one “scholarship” instrument for every 25 rented to families at no charge.

The scholarship instruments shall be delivered to the Director of Fine & Performing Arts for re-distribution to needy students. The Director of Fine & Performing Arts shall make the determination of who will receive a scholarship instrument using Needham School Department guidelines. These “scholarship” instruments are for use during the school year and will be returned by the Director of FPA to the Contractor by June 30th. The Needham Public Schools wishes to preserve the confidentiality of the recipient(s) of the loaner instruments.

In addition, the Contractor must provide a set of instruments for teachers use at no charge to the Needham Public Schools. The teacher instruments shall meet the criteria below and will be delivered to to the Director of Fine & Performing Arts at the beginning of each school year:

● Each Elementary school and High Rock should receive one a half size (1/2) violin (six total), one 12” viola (or equivalent) (6 total), one a half size (1/2) cello (6 total), and one ½ size bass (6 total). [This represents 6 (six) sets of instruments.]

● Pollard Middle School: one ¾ size violin, one 13” viola (or equivalent), one ¾ cello, and one ½ size bass.

● High School: one 4/4 violin, one 16” viola, one 4/4 cello, and one 4/4 size bass.

● Two sets of the following instruments to be distributed to each of the Middle

School/Elementary String Teachers (two sets total): one 4/4 violin, one 16” viola, and one 4/4 cello.

These teacher instruments are for use during the school year and will be returned to the Contractor by June 30. The instruments must be in playable condition and ready for use. The vendor will be responsible for maintenance of these teacher instruments.

Under this RFP, the winning bidder will rent directly to parents. Parents will sign rental agreements with the winning bidder, will make all rental payments, and will assume liability for the instrument being rented. The Needham Public Schools will make no payments to the winning bidder under this agreement. If a student/family wishes to purchase their rental instrument at the end of the rental period, the rental payments made to date shall be credited to the eventual purchase of the instrument.

Instruments loaned to “scholarship” students or teachers may not be purchased for private ownership.

The instrument rental bid prices specified on Bid Form III: PRICE PROPOSAL shall include the cost of the case and specified accessories, as well as any markup necessary to provide the scholarship instruments. Unit prices shall be based on a rental period of one month. The bid award will be based on a 12 month period, although parents may rent for less than 12 months.

The maintenance (repair and replacement) and insurance bid prices specified on Bid Form III: PRICE PROPOSAL shall be expressed in unit prices of one month. The bid award will be based on a 12 month period, although parents may rent for less than 12 months.

The bid quantities are specified in Bid Form III: PRICE PROPOSAL are estimates only. If less or more than the estimated number of instruments are required, the contract quantities will be adjusted to reflect the actual number of instruments needed at that time, based on the bid price per instrument.

In addition to the above the winning bidder will:

● Provide the Fine and Performing Arts Department with materials to be shared with families outlining the rental program prior to September 1 of each school year.

● Schedule instrument demonstrations at each of the Elementary Schools during the School Day upon request of the Fine and Performing Arts Department.

● Visit the Needham Public Schools on at least two evenings in the Fall of each school year (date to be determined in collaboration with the Needham School Department) and other dates as requested, to make a presentation of program details to the families and deliver the rental instruments.

● Designate at least two evenings at the end of each school year (date to be determined in collaboration with the Needham School Department) to come to each school to pick-up instruments from families.

If a rented instrument requires repair, the Contractor will provide a loaner instrument to the student renter at no additional charge. The successful bidder will make weekly site visits to designated schools in Needham, at a time that is mutually agreeable to both the bidder and the Director of Fine Arts, for the purpose of providing weekly service. Weekly service at the schools will include:

a. Delivery and pickup of needed supplies and instruments

b. Delivery of loaner instruments as needed

c. Pickup of instruments needing repair at the store

d. On-site minor repairs of rental instruments

The successful bidder must provide a listing of all students who receive rental instruments each year, sorted by school, to the Director of Fine & Performing Arts, Needham High School, 609 Webster Street, Needham MA 02494 by October 30 of each school year.

The successful bidder will be required to obtain and maintain general liability and motor vehicle and insurance as required by Article 13 of Appendix B: Short Form Agreement Between Town and Contractor. In addition, the successful bidder will be required to execute the Short Form Agreement found in Attachment A.

The vendor must operate and maintain a retail outlet within 40 miles of the Needham Public Schools Administration Building, located at 1330 Highland Ave Needham MA 02492. The retail outlet must have repair facilities and the ability to meet customer needs on site.

1. Quality Requirements

a. Proposals must meet the following REQUIRED MINIMUM CRITERIA to be eligible for contract award:

i. Proposers must comply with the Submission Requirements (Section I, item 9)

ii. Proposers must have been in business for at least two (2) years providing musical equipment sale and/or leasing as well as maintenance services.

iii. The vendor must operate and maintain a retail outlet within 40 miles of the Needham Public Schools Administration Building located at 1330 Highland Avenue Needham MA 02492. The retail outlet also must have repair facilities, and the ability to meet customer needs on site.

iv. Proposers must meet all product, quantity and service requirements and quality requirements.

v. Proposers must provide sample instruments for evaluation and/or allow access to the retail outlet so that Needham Public Schools personnel may evaluate the instrument inventory prior to award of the bid. The Director of Fine and Performing Arts will determine both the scope and method of evaluation. The Director of Fine and Performing Arts will work cooperatively with the Proposer to identify mutually agreeable dates for the instrument inventory evaluation.

a. Proposers must have good references.

b. Employees of the proposer who will enter Needham Public School buildings during regular school hours must pass a CORI records check conducted by Needham Public Schools, prior to the scheduled start of the School Year.

c. The School Committee reserves the right to investigate the financial responsibility of any and all bidders to determine what assurance the owner may have of subsequent service. It further reserves the right to withhold the awarding of any contract under its jurisdiction when the bidder is unable to furnish satisfactory evidence of adequate ability, experience and/or capital to execute the completion of a project in accordance with the prescribed requirements, specifications and conditions of the Bid Documents.

d. Proposals shall be prepared, considered, and the Contract awarded in accordance with Massachusetts General Law (M.G.L.) Chapter 30B.

e. Proposals must be completed on the forms provided herein, and must be submitted by the required due dates.

2. Selection Process

a. Proposals will be evaluated in a two-stage process by a Technical Review Committee and the School Procurement Officer.

i. Proposals first will be reviewed by a Technical Review Committee, consisting of the Director of Fine and Performing Arts, two Fine and Performing Arts teachers and a representative from the School Business Office. This committee will review the non-price proposals that meet the Submission Requirements outlined in Section I.9, without knowledge of price. Proposals will be judged based on the comparative evaluation criteria described in Section V. At the conclusion of the evaluation, the Committee will prepare a summary evaluation of the non-price proposals and will submit the summary evaluation to the School Procurement Officer for review.

ii. The School Procurement Officer then will open the price proposals, after the evaluation of the non-price proposals is completed.

iii. The School Procurement Officer will determine the most advantageous proposal, taking into consideration both the Technical Review Committee’s evaluation of the non-price proposals, as well as the price proposals, and will submit this recommendation to the Superintendent.

b. The Needham School Committee, acting through its Superintendent, will award the contract to the responsive and responsible bidder offering the most advantageous proposal.

V. COMPARATIVE EVALUATION CRITERIA

a) Proposals that meet the submission requirements described in Section I.9, will be further evaluated on the comparative criteria listed below. For each criterion, proposals will be assigned a rating of Highly Advantageous, Advantageous, Not Advantageous or Unacceptable. After rating each proposal based on the following criterion, an overall rating will be assigned. The criteria that will be used for comparative purposes are listed below.

Overall Proposal Highly Advantageous The proposal is complete, and demonstrates a nuanced understanding both of the scope of services to be performed and how the services would be provided in accordance with the Needham School Department’s needs.

Advantageous The proposal is generally complete and identifies how the services would be performed in all substantive respects.

Not Advantageous The proposal is incomplete and/or lacks a clear understanding of how the scope of services would be performed and/or how the services would be provided, in accordance with the Needham School Department’s needs.

Unacceptable The proposal does not meet the required Scope of Services in one or more aspects.

Proximity to Needham Highly Advantageous The vendor has a retail facility located within 15 miles of the

NPS Administration Building that also has repair facilities.

Advantageous The vendor has a retail facility located within 16-25 miles of the NPS Administration Building that also has repair facilities Not Advantageous The vendor has a retail facility located within 26-40 miles of the NPS Administration Building that also has repair facilities Unacceptable The vendor does not have a retail facility and/or no repair facilities and/or has a retail facility located more than 40 miles from the NPS Administration Building.

Condition & Quality of Musical Instruments Highly Advantageous The submitted instrument inventory includes instruments that meet all bid specifications and a majority are high quality, when considering tone quality, playability, and overall condition.

Advantageous The submitted instrument inventory includes instruments that meet all bid specifications and a majority are good quality, as determined by tone quality, playability, and overall condition

Not Advantageous The submitted instrument inventory listing includes instruments that meet all bid specifications, but a majority are fair and/or poor quality, when considering tone quality, playability, and overall condition.

Unacceptable The submitted instrument inventory listing does not meet the bid specifications in one or more aspects related to condition and quality.

Variety of Instruments

Highly Advantageous The submitted instrument inventory includes at least three brands of instruments that are suited to each instrument level;

beginner, intermediate, and advanced.

Advantageous The submitted instrument inventory includes at least two brands of instruments that are suited to each instrument level;

beginner, intermediate, and advanced.

Not Advantageous The submitted instrument inventory includes at least one instrument brand in every category of playing levels;

beginner, intermediate, and advanced.

Unacceptable The submitted instrument inventory does not include instruments in or or more categories of level; beginner, intermediate, and advanced and/or does not meet the bid specifications in one or more aspects related to instrument variety.

Bid Form I

CHECKLIST

Company Name: __________________________________________________________________________

Top of Form Acknowledgement of Receipt Form (Appendix B), completed and returned, if bid materials downloaded from the Town of Needham bid website.

Bid Form II, Bidder Information & Statement of Qualifications, completed, signed and submitted in the Non-Price Proposal envelope. Include required General Program Information as an attachment to this form.

Bid Form III, Price Proposal, completed, signed and submitted in the Price Proposal envelope.

Bid Form IV, Certificate of Compliance with Massachusetts Tax Laws & Non-Collusion, completed, signed and submitted in the Non-Price Proposal envelope.

Bid Form V, Certificate of Corporate Vote, completed, signed and submitted in the Non-Price Proposal envelope.

Bidder acknowledged all addenda, if any:

Addendum #1, Dated _____________ Addendum #2, Dated _____________ Addendum #3, Dated _____________ Addendum #4, Dated _____________

BID FORM II

NON-PRICE PROPOSAL FORM

Needham Public Schools

The following information is provided as evidence of the bidder’s qualifications to perform work, as bid upon, in accordance with the contract specifications. All questions must be answered. Additional data may be submitted on separate, 8.5 x 11 inch attached sheets.

BIDDER IDENTIFYING INFORMATION:

Company Name: ___________________________________________________________________________ Main Office Address: _______________________________________________________________________ Official Mailing Address: ____________________________________________________________________

Individual to be Contacted About the Bid:

Contact Person: ____________________________________________________________________________ Telephone Number: _____________________________ Fax Number: _______________________________ E-Mail Address: ___________________________________________________________________________

Individual Authorized to Contractually Bind the Company (This will be the individual, whose name and title will appear in the contract and will execute the contract on behalf of the company):

Name: ___________________________________________________________________________________ Title: ___________________________________________________________________________________ Telephone Number: _____________________________ Fax Number: _______________________________ E-Mail Address: ___________________________________________________________________________

The named organizational entity submitting this Bid is (check one):

Proprietorship Partnership Corporation LLC

Retail Facility Facility Location & Contact Information:

Street Address of Retail Facility:_______________________________________________________________ Contact Person: ____________________________________________________________________________ Telephone Number: _____________________________ Fax Number: _______________________________

Maintenance/Repair Facility Location & Contact Information:

Street Address of Repair/Maint. Facility :________________________________________________________ Contact Person: ____________________________________________________________________________ Telephone Number: _____________________________ Fax Number: _______________________________

MINIMUM BID REQUIREMENTS:

1. Has the Proposer been in business for at least two (2) years providing musical equipment sale and/or leasing and maintenance services? ☐ Yes ☐ No

Needham Public Schools

2. Bidder agrees to meet all product, quantity and service requirements specified in Section IV.1 Overview and IV.2 Scope of Services? ☐ Yes ☐ No

3. The Bidder agrees to provide sample instruments for evaluation and/or facility access to the Needham Public Schools to evaluate the equipment inventory prior to bid award. ☐ Yes☐ No .

4. The Bidder agrees to submit CORI forms and identification documentation to the Needham Public Schools Director of Personnel Resources no later than 30 days prior to the start of the school year for all employees who will enter Needham Public School buildings during regular school hours Additionally, the Bidder acknowledges that the Needham Public Schools may reject any of the Proposer’s employees who fails pass the CORI check in a manner satisfactory to the School Department, or who behaves in a manner which the School Department considers to be inappropriate or unlawful. The Bidder agrees to replace any of its employees so rejected, with alternate personnel sufficient to meet the needs of Needham Public Schools.☐ Yes ☐ No

5. The Bidder agrees to provide evidence of adequate ability, experience and/or capital to execute the bid specifications, in the format requested by Needham Public Schools. Such documentation can include, but is not limited to: financial statements for the prior year, bank letter of credit, proof of insurance and professional references .☐ Yes ☐ No

PROPOSED PLAN OF SERVICES:

Attach a description of how the Proposer intends to meet the scope of services outlined in Section IV.

Additional information may be attached, as needed or pertinent. The description must include a plan for providing the rental and maintenance services, including: sample family rental information (including a copy of any rental agreements families will be asked to sign), a description of the delivery service and a description of the delivery services and a description of the instrumental distribution and pick up nights. Do not include any price information in this part. All price information must be separately provided (and sealed) in Bid Form III.

INSTRUMENT LIST:

Attach an itemized list of musical equipment to be made available under this contract, including:

1) Type

2) Brand

3) Age

4) Condition

5) Student playing level (Beginner, Intermediate, and Advanced)

In furnishing this list, the Proposer understands that Needham Public Schools reserves the right to examine sample instruments, and/or view the entire inventory, to verify the Proposer’s ability to meet the bid specifications. Appendix C is provided as a guide to determining instrument levels.

Needham Public Schools

STAFF:

Attach information about staff members who will provide on-site services under this bid, including names, resumes and credentials.

COMPANY PROFILE:Attach a company profile. The profile should document the number of years the proposer has been in business providing instrument sale and/or rental and maintenance services. The company profile also shall describe the extent to which the business has provided services that are similar to the scope of services identified in this solicitation.

REFERENCES:

Attach three written professional references, including the contact name, address, telephone number, fax, contact person, a description of the actual work performed, and fee charged. The reference should attest to the quality of the product delivered and to the timeliness and reliability of delivery services.

LIST OF CONTRACTS:

List contracts performed within the last five (5) years of similar size or scope to that proposed in this RFP. Description of services provided shall include rates, and any other material or information to adequately describe the program offered. Such information must be submitted with the Bid Documents:

A. Contract Entity: ____________________________ Contact Name: __________________________ Address: _________________________________________________________________________ Phone: ______________________________________ Fax: ________________________________ Contract Value $: ___________ Contract Years: _________________ Service Quantity: ___________ Description and Date(s) of Services Provided: _____________________________________________

B. Contract Entity: ____________________________ Contact Name: __________________________ Address: _________________________________________________________________________ Phone: ______________________________________ Fax: ________________________________ Contract Value $: ___________ Contract Years: _________________ Service Quantity: ___________ Description and Date(s) of Services Provided: _____________________________________________

C. Contract Entity: ____________________________ Contact Name: __________________________ Address: _________________________________________________________________________ Phone: ______________________________________ Fax: ________________________________ Contract Value $: ___________ Contract Years: _________________ Service Quantity: ___________ Description and Date(s) of Services Provided: _____________________________________________

Needham Public Schools

D. Contract Entity: ____________________________ Contact Name: __________________________ Address: _________________________________________________________________________ Phone: ______________________________________ Fax: ________________________________ Contract Value $: ___________ Contract Years: _________________ Service Quantity: ___________ Description and Date(s) of Services Provided: _____________________________________________

E. Contract Entity: ____________________________ Contact Name: __________________________ Address: _________________________________________________________________________ Phone: ______________________________________ Fax: ________________________________ Contract Value $: ___________ Contract Years: _________________ Service Quantity: ___________ Description and Date(s) of Services Provided: _____________________________________________

F. Contract Entity: ____________________________ Contact Name: __________________________ Address: _________________________________________________________________________ Phone: ______________________________________ Fax: ________________________________ Contract Value $: ___________ Contract Years: _________________ Service Quantity: ___________ Description and Date(s) of Services Provided: _____________________________________________

OTHER INFORMATION:

1. Has the Bidder placed any special conditions or restrictions in its Request for Proposals?☐ Yes ☐ No If yes, provide details on an attached sheet.

2. Has the Bidder identified any and all exceptions to the School Department’s specifications and are they included in the submission? ☐ Yes ☐ No If yes, provide details on an attached sheet.

3. Is the Bidder prepared to provide the insurances as required?☐ Yes ☐ No

4. Is the Bidder prepared to execute the Town’s contract if awarded to the Bidder?☐ Yes ☐ No

5. Has the Bidder (Company) ever been debarred from doing business with any federal, state or local agency?☐ Yes ☐ No If yes please provide the details (on a separate paper attached to this form) including agency name, date and reason for debarment.

Needham Public Schools

6. Have any of the principals/officers of the Bidder (Company) ever been debarred from doing business with any federal, state or local agency?☐ Yes ☐ No If yes please provide the details (on a separate paper attached to this form) including agency name, date and reason for debarment.

7. Has the Bidder (Company) ever defaulted on a contract or has been rejected as non-responsive within the past five years? ☐ Yes ☐ No If yes please provide details.

8. Has the Bidder (Company) or anyone a party to the proposed contract ever failed to complete a contract awarded? ☐ Yes ☐ No If yes, provide details.

9. Have you ever defaulted on a contract? ☐ Yes ☐ No If yes, provide details

10. Can the Bidder (Company) provide, upon request, proof of financial solvency? (The Town may request audited financial statements, financial references, and/or conduct an independent background check)?

☐ Yes ☐ No

SIGNATURE/ ACKNOWLEDGEMENT:

This section must be signed by an individual with the authority to commit the bidding entity to a binding agreement. If the Bidder is an individual, this section must be signed by the Bidder, personally. If a partnership, the Bid must be signed by the name of the partnership, followed by the signature of each partner. If a corporation, the Bid must be signed by an authorized officer, whose signature shall be attested by the Secretary of the Corporation and the Corporate Seal affixed.

The undersigned assures that this bid, as presented in its entirety, is made in good faith, without fraud, collusion, or connection of any kind with any other bidder for the same work. Additionally, the undersigned assures that he/she has informed himself/herself fully of the information presented in this bid, and he/she has made his own examinations and estimates and from them makes this Bid.

The undersigned also understands that the School Committee reserves the right to waive any informalities in, to reject any and all bids, or any part thereof, and/or accept any bid or part thereof, or to select a bidder whose bid is not the lowest, which it considers to be in the best interests of the Needham Public Schools and the Town of Needham.

With the above understanding, the undersigned proposes to furnish the services described in this bid, and to comply in all respects with said specifications for the sum or sums stated herein. In addition, the undersigned agrees that, if awarded this contract, he/she will execute a contract within ninety business days, after presentation by the awarding authority, in accordance with the terms of this Bid.

Signature of Bidder *: _________________________________________________Date: _________________ Name of Bidder: ___________________________________________________________________________ Title of Bidder: ____________________________________________________________________________

Needham Public Schools

* If a partnership, additional partners should sign below:

Signature: _________________________________ Signature: _________________________________

Name: ____________________________________ Name: ___________________________________

Date: _____________________________________ Date: ____________________________________

Signature: _________________________________ Signature: _________________________________

Name: ____________________________________ Name: ___________________________________

Date: _________________________ Date: ________________________ If a corporation, please attach: a completed Certificate of Corporate Vote, with Corporate Seal affixed

BID FORM III

PRICE PROPOSAL FORM

NEEDHAM PUBLIC SCHOOLS

The undersigned proposes to offer Instrumental Musical Equipment (Strings) Rental Services in accordance with the Scope of Services. This Price Proposal Form is to be signed by the individual authorized to negotiate for and commit the Proposer to a binding agreement. The bid price indicated on this form shall be construed to cover all costs incurred by the Contractor in the performance of this contract, excluding transportation to and from the camp. All bid prices are to be indicated in ink (or typewritten), and written in both longhand and numerals. If there appears to be discrepancy between these figures, the price indicated in longhand shall prevail.

Company Name: __________________________________________________________________________

PRICE PROPOSAL REQUIREMENTS:

The total contract price will be calculated on a per instrument basis, based on the quantities estimated below. In any given year during the contract term, the number of instruments may be more or less than the estimated quantities. Additionally, the number of rental months may be less than 12. Any increase or decrease will be at the unit prices specified on this form. The rental price per instrument shall be set at the common rental rates below, irrespective of the student’s musical ability or instrument level.

I. INSTRUMENT RENTAL BID PRICES:

A. Year One:

Instrument Brand Name(s) + Model #

Est* Qty

Rental Rate Per Month

Total Annual Price (12 Mo) *

Violin – Half Size 30 A

Violin – Three Quarter Size 30 B

Violin – Full Size 20 C

Viola – Half Size

D

Viola – Three Quarter Size 5 E

NEEDHAM PUBLIC SCHOOLS

Viola – Full Size 5 F

Cello – Half Size 10 G

Cello – Three Quarter Size 10 H

Cello – Full Size 5 I

Bass- Non-Electric – One…