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

Fayette County Public Schools (FCPS) in Georgia has issued an extended Request for Proposals (RFP 26-020-085) seeking qualified vendors to provide annual chemical cleaning and routine maintenance services for brass instruments used in middle and high school fine arts programs across the district. The procurement encompasses pick-up and delivery services for instruments from ten school locations—five middle schools and five high schools—with specific service locations identified in the solicitation documents. Respondents must demonstrate industry-standard cleaning and sanitizing procedures, describe routine maintenance tasks performed annually, and detail inventory tracking methods to ensure proper instrument accountability throughout the service cycle. Required proposal submissions include a letter of interest, technical proposal, qualifications and experience documentation, client references, detailed cost proposal in line-item format, Solicitation Response Form, Certificate of Insurance naming FCPS as an additional insured, W-9 Form, storage and handling requirements documentation, Material Safety Data Sheets for all cleaning chemicals, warranty documents if applicable, and minimum three letters of recommendation from similar-scope clients dated within the previous two calendar years. The evaluation will utilize a rating system designating responses as "Excellent," "Good," "Fair," or "Poor" with corresponding point values, with cost evaluated on a weighted scale where the lowest cost receives maximum available points; post-proposal interviews and presentations may be required at the evaluation committee's discretion. Proposals are due before 9:00 AM on Monday, May 11, 2026 (extended deadline), with respondent questions due by 9:00 AM on Monday, March 30, 2026; submissions are accepted electronically, by mail, or hand delivery to the LaFayette Educational Center.

The RFP document does not specify any set-aside designations, disadvantaged enterprise restrictions, or limitations on organizational types eligible to respond. No incumbent vendors or current contractors are identified in the solicitation materials provided. The initial contract term extends from the award date through June 30, 2027, with four optional one-year renewal terms available, with each term aligned to the fiscal year from July 1st to June 30th. The award recommendation will be issued by the evaluation committee following completion of the evaluation process, with final approval required from the Superintendent and/or Board of Education. The RFP does not disclose a specific budget range or award value; interested vendors should request detailed cost information and specifications from FCPS or review the complete RFP document for financial parameters and detailed service requirements.