Request for Bid for Stringed Wooden Instrument Repair

The Madison Metropolitan School District's Department of Curriculum and Instruction is seeking bids for stringed wooden instrument repair services through Request for Bid (RFB) 4060. The procurement covers comprehensive repair services for eleven specific instrument repair tasks, including glue top cracks, bow repair, bridge replacement, fingerboard gluing, neck block and neck gluing, soundpost reset, and peg drilling. These repairs will be performed for violins (3/4 and 4/4 sizes), violas, cellos (3/4 size), and basses, with all work required to be completed locally by trained luthiers following traditional professional standards. The bid requires one original and three copies of documentation, with a submission deadline of October 25, 2019, at 2:00 PM CST. Bidders must provide individual repair pricing for each itemized service and demonstrate compliance with specific material quality standards, including hide glue composition, bridge grades, string and hardware replacements, and wood and metal fittings. Evaluation will focus on identifying the lowest responsive and responsible bidder meeting all district specifications and award criteria.

The procurement does not explicitly outline specific set-aside designations or restrictions for disadvantaged enterprises. Bidders must provide standard certifications regarding debarment, suspension, equal employment opportunity, and affirmative action requirements, with potential exemptions available based on specified criteria. The contract will be effective from the purchase order or contract execution date through June 30, 2020, with options for two additional one-year renewal periods by mutual agreement. The district currently experiences between twenty to fifty instrument repair needs monthly, with eighty to one hundred repairs anticipated during summer months. Historical annual repair expenditures range from $40,000 to $60,000, indicating the potential contract value. The district is exempt from Federal Excise Tax and Wisconsin State Sales Tax. Successful bidders must ensure safe transport of instruments between repair workshops and school sites, demonstrating logistical capabilities in addition to technical repair expertise.