Request for Bid (RFB# 3384) for Essential Elements Books 2017

The Madison Metropolitan School District (MMSD) is conducting a Request for Bid (RFB #3384) for Essential Elements Books, specifically targeting music education materials for approximately forty schools. The procurement seeks comprehensive music instructional materials, including Essential Elements 2000 for Strings (Books 1 and 2) and Essential Elements 2000 for Band (Book 1), covering various instrumental parts such as string instruments (violin, viola, cello, bass), woodwind instruments (flute, oboe, clarinet, saxophone, bassoon), brass instruments (trumpet, horn, trombone, baritone, tuba), and percussion. The bid requires vendors to provide high-quality, first-quality materials with no substitutions, with detailed specifications for each instrumental part and accompanying teacher editions. Submissions were due by July 10, 2017, at 2:00 PM (CST), with vendors required to submit one original and three copies via mail or delivery service. The district mandates delivery within 30 days of order placement to Central Stores at 4711 Pflaum Road, Madison, Wisconsin, with materials pre-sorted by Purchase Order number and organized by school and quantity. Evaluation criteria focus on selecting the lowest responsive and responsible bidder meeting MMSD's specific requirements.

The procurement does not explicitly indicate specific set-aside designations for disadvantaged enterprises, though vendors must comply with Affirmative Action requirements and submit supporting documentation including Equal Employment Opportunity/Affirmative Action Employer Information Reports. Non-exempt vendors must maintain worker's compensation insurance, commercial liability insurance with a minimum of one million dollars coverage, and motor vehicle insurance during contract performance. The district is tax-exempt (Tax-Exempt Number ES42341) and expects vendors to provide governmental and educational discounts in their unit pricing. While a specific budget range is not detailed, the bid covers approximately 1,594 units across various instrumental categories, suggesting a substantial procurement value. Pricing must remain firm during the initial bid period and potentially through subsequent ordering periods, with vendors required to provide a price expiration date to accommodate potential additional purchases in January or February 2018 for new students. The comprehensive nature of the bid indicates a strategic approach to equipping the district's music education curriculum with standardized, high-quality instructional materials.