Request for Bid (RFB# 3383) for Various Instruments (Strings) 2017

The Madison Metropolitan School District's Curriculum & Instruction department is seeking bids for a comprehensive procurement of string instruments through Request for Bid (RFB #3383). The solicitation covers the acquisition of 177 Eastman Model 80 string instruments, including specific quantities of cellos (12 and 13 units), violas in 13" and 14" sizes (27 and 22 units), and violins in 1/2, 3/4, and 4/4 sizes (19, 33, and 31 units respectively). Each instrument must be a complete outfit, consisting of the instrument, fiberglass bow, and case, and must be fully set up and ready to play prior to delivery. The bid was issued on June 16, 2017, with a submission deadline of July 10, 2017, at 2:00 PM CST. Vendors are required to submit one original and three copies of their bid via US mail, hand delivery, or delivery service, with the option to bid on all or part of the itemized list. The District reserves the right to award to the lowest responsive and responsible bidder, with the potential to purchase instruments from a single vendor or multiple vendors. Delivery is expected within 45 days of Purchase Order issuance to the Administrative Services - Central Stores location in Madison, Wisconsin.

The solicitation allows vendors to propose alternative comparable makes and models for District consideration and requires pricing to remain firm throughout the bid, delivery, and ordering process. Vendors must include all shipping and handling costs in their unit pricing, with the understanding that the District is exempt from Federal Excise Tax and Wisconsin State Sales Tax. Non-exempt vendors must comply with affirmative action requirements and submit appropriate employment documentation and policy statements. While a specific budget range is not explicitly stated, the comprehensive nature of the procurement suggests a significant investment in musical instruments for the school district. The District qualifies for governmental and educational discounts, which must be reflected in unit pricing. Any necessary adjustments discovered upon delivery can be handled by the vendor through a local Madison-area repair shop. Vendors should note that all goods must be delivered and accepted by the District prior to payment, and the procurement process emphasizes flexibility in vendor selection and instrument acquisition.