Chemical Cleaning and Routine Maintenance of Brass Instruments (RFP 26-020-085)

Fayette County Public Schools (FCPS) in Georgia is issuing Request for Proposals 26-020-085 to procure annual chemical cleaning and routine maintenance services for brass band instruments across the District's five middle schools and five high schools. The scope of work includes pick-up and delivery of instruments during spring and summer, chemical cleaning and sanitization using industry best practices, minor routine maintenance to ensure instruments remain in playable condition, and comprehensive inventory tracking throughout the service process. Respondents must submit detailed descriptions of their cleaning procedures, maintenance methodologies, instrument handling protocols, and inventory tracking systems, along with cost proposals in line-item format with a grand total, Material Safety Data Sheets for all cleaning chemicals, storage and handling requirements documentation, certificates of insurance, W-9 forms, and a minimum of three letters of recommendation from clients served within the previous two calendar years. The evaluation committee will assess proposals using a four-point rating scale (Excellent = 4 points, Good = 3 points, Fair = 2-1 points, Poor = 0 points) based on compliance with specifications, vendor qualifications and experience, and cost, with cost evaluated on a weighted scale where the lowest cost receives the most available points. The contract term will commence upon award and extend through June 30, 2027, with four optional one-year renewal terms available. Questions from potential respondents are due before 9:00 AM on Monday, March 30, 2026, and proposals must be submitted before 9:00 AM on Monday, April 13, 2026. The primary point of contact for pick-up scheduling is Dr. Dan Lane in the Fine Arts Department.

The RFP document does not identify any specific set-aside designations or restrictions limiting the types of organizations that can respond, disadvantaged enterprise requirements, or incumbent vendors. All respondents must acknowledge receipt of the FCPS General Terms and Conditions and comply with the Georgia Open Records Act, with any trade secrets requiring submission of an affidavit for protection from public disclosure. No specific budget range or award value is listed in the available documentation. The District reserves the right to reject any or all proposals, and final contract approval requires sign-off from the Superintendent and/or Board of Education. Vendors should be prepared to coordinate with the Fine Arts Department regarding pick-up and delivery scheduling during the spring and summer periods to minimize disruption to the District's instructional programs.