Musical Instrument Cleaning & Sanitizing

Fayette County Public Schools' Purchasing Department in Georgia issued RFP 23-021-085 for cleaning and sanitizing of musical instruments, with proposals due April 19, 2023. The opportunity has closed; Big Note Music was awarded the contract on May 1, 2023.

The scope covered 151 marching band instruments (trumpets, mellophones, trombones, marching baritones, sousaphones) and 301 concert instruments (trumpets, French horns, trombones, euphoniums, tubas) distributed across five high schools and five middle schools. Marching instruments were scheduled for pickup on or near May 22, 2023, with concert instruments picked up on or about May 30, 2023; all instruments were to be returned by July 10, 2023. Respondents were required to describe cleaning and sanitizing procedures complying with or exceeding industry best practices, detail instrument inventory and tracking methods, and provide a list of cleaned instruments upon return. The contractor assumed all liability for damages during service and coordinated scheduling with school points of contact.

The awarded contract term runs through June 30, 2024, with four optional one-year renewal terms extending through June 30, 2028. Big Note Music of Cartersville, Georgia was selected at a total cost of $40,120 with an evaluation score of 46, outcompeting four respondents despite a lower score than Art's Music Shop, Inc. (score 47, $75,771).

Evaluation used a four-point scale (Excellent = 4 points, Good = 3 points, Fair = 2 points, Poor = 0 points). Respondents were required to submit cost proposals in line-item format, minimum three letters of recommendation from clients within the prior two calendar years, current Certificate of Insurance naming the district as additional insured, completed W-9, and a Respondent Information Form. Post-proposal interviews were at the evaluation committee's discretion. Questions were due April 12, 2023. Dan Lane (Fine Arts Coordinator) and Kristen Hatten (Fine Arts Assistant) managed project coordination; Matthew D. Roberts (Purchasing Manager) handled contract inquiries.