ITB 27-270548/KJ: Instrument Repairs

The School Board of the City of Hampton, Virginia is soliciting bids on musical instrument repair services for approximately 400 instruments annually on an on-demand basis under ITB 27-270548/KJ, with sealed bids due September 29, 2026 at 11:00 a.m. EST. The contract carries subcontracting goals of 4.34% for minority-owned businesses (MBE) and 3.82% for non-minority women-owned businesses (WBE), with all subcontractors required to be certified by the Virginia Department of Small Business and Supplier Diversity.

Hampton City Schools owns approximately 800 woodwind instruments, 400 brass instruments, 30 percussion instruments, 10 string instruments, 10 electronic instruments, and 50 acoustic pianos distributed across 33 schools and early-childhood centers. The contractor must furnish all labor, materials, and equipment necessary to perform repairs on-demand with two-week standard turnaround and five-business-day rush turnaround. Bidders establish firm fixed hourly labor rates by instrument type (woodwind, brass, percussion, string, electronic, and acoustic piano), diagnostic evaluation fees per instrument, and a percentage markup for parts that shall meet or exceed retail discounts. Repairs may not exceed 60% of instrument replacement cost without approval, and case repairs may not exceed 50% of replacement cost. All parts must be new, genuine, manufacturer-recommended components with a 90-day warranty or manufacturer's warranty, whichever is longer. Weekly consolidated pickups and deliveries across multiple schools are expected; transportation and delivery costs must be included in hourly rates.

The contract term is one year with potential extensions for four additional one-year periods at the same prices and terms, with allowable price adjustments not to exceed 5% annually based on Bureau of Labor Statistics CPI-U Wage Rate for the South Region. The contract may be awarded to one or multiple bidders with work allocation based on lowest price and specialized repair needs. No performance bond is required. Commercial General Liability insurance of $1 million per occurrence / $2 million aggregate and Workers' Compensation insurance per Virginia statute are required. No pre-bid conference is scheduled.