Music Instrument Repair & Maintenance-Strings

The purpose of this request for bid (RFB) is to solicit competitive sealed bids from qualified suppliers for repair and maintenance of string music instruments throughout Canyons School District (CSD). It is anticipated that this RFB may result in a contract awarded to the qualified supplier or suppliers for the service defined further in the solicitation. The resulting contract is intended to be set up to service instrument repairs and maintenance for all the schools in CSD as needed. This RFB is designed to provide interested suppliers with sufficient basic information to submit bids meeting minimum requirements, but is not intended to limit a bid's content or exclude any relevant or essential data. All bid preparation costs and any associated activities related to this RFB are the sole responsibility of the Supplier.
 
When using Utah State Contract pricing, please reference contract number.

All solicitation responses and questions must be submitted electronically through Ion Wave.   Details of Work 1) All bidding suppliers must have certification in music instrument repair or equivalent. Copy of Credentials must be submitted with the bid. 2) Supplier will be required to provide continuous repair and maintenance of District Instruments throughout the entire contract period.  3) Repairs may include cases and other essential items for adequate use and protection of the instruments. 4) Strings may be provided to schools to replace broken strings. Repair time shall not be used to replace broken items unless such replacement is required as part of other repairs being performed on the instrument.    5) Instruments brought in by the students or parents must be accompanied by a CSD Musical Instrument Repair Authorization Form signed by the school music teacher before repair can begin. 6) Each instrument picked up from the school must be properly tagged and the tag must remain with the instrument until returned. At time of pickup, a receipt for each instrument will be prepared. 7) Suppliers will provide 24-hour emergency repair service before concerts, trips, festivals, etc. Emergency is defined as a student not having an instrument for performance unless it is repaired.  8) Cost of materials is to be included in the bid price. 9) Supplier will be required to furnish their own necessary repair tools to complete the job. 10) Orders will be placed on an "As-needed basis". 11) The Buyer reserves the right to visit and inspect the operation and the inventories of any company being considered for this contract. 12) Warranties will start with the student use of equipment. 13) All repaired instruments must be warranted unconditionally for one (1) year against craftsman/product defects and agree that all replacement/shipping/handling costs are the responsibility of the seller/bidder. Instrument damage due to abuse is the responsibility of CSD. 14) Supplier will recommend the condemnation of instruments that are not reasonably repairable to the Canyons School District Art Consortium Chair. A form is required to be provided by the awarded Supplier(s) for such recommendation. 15) Bid price will include an option to use spare parts salvaged from condemned CSD instruments which can reasonably be used for parts-such parts will be used for CSD instruments only. 16) Instruments requiring major refurbishing or overhaul beyond resonable repair and maintenance will be reviewed by the Arts Consortium Chair. 17) Supplier will provide monthly invoices, by school location. showing instruments repaired including serial number, and specifically what work was done. 18) Services rendered under this contract will be evaluated periodically. 19) Supplier must be located no more than 100 mile radius of the District Office to be considered for this contract: District Office address: 9361 South 300 East, Sandy, Utah 84070. 20) If the repair will take longer than thirty (30) days, teacher or CSD Arts Consortium Chair will be contacted with an approximate timeline.    
Contract Period
This agreement shall commence on the date of the RFB award by the Board of Education and continue for one (1) year. Each bid must include an option whereby CSD, at its sole discretion, can extend the contract annually for up to four (4) additional years with the same terms, prices, and conditions set forth in this document and/or as negotiated between the successful supplier and the Procurement Officer. The option shall be exercisable at the end of the first year. If the option is not exercised, then the contract shall automatically expire at the end of the contract term. Notice of exercise of the option must be given at least thirty (30) days prior to the end of the contract term.  
Prices All prices must be FOB Destination, freight prepaid. Prices will not include tax. All prices should be rounded to the nearest cent.    Delivery All deliveries shall be considered FOB Destination Prepaid and Allowed, unless otherwise indicated to various locations. No freight charges will be accepted unless it is under special circumstances and prior approval is given by the CSD Purchasing Department. In some instances, pickup and/or delivery by Supplier may be deemed necessary. Please indicate delivery charge where requested on the bid.    Restocking Charges The CSD will not accept restocking charge for returned parts or supplies. Finance charges will not be allowed.    Payment Each statement will include Purchase Order number, a detailed breakdown of all charges, and will be based on completion of tasks or deliverables. Invoices will be submitted to the Accounting Department address listed on the Purchase Order. Upon inspection and acceptance of the merchandise, the CSD will render payment within thirty (30) days. All payments to the Supplier will be remitted by mail unless paid by the District's Purchasing Card (major credit card). The Supplier shall accept the District's credit card, currently a VISA, as a payment option for orders placed under this contract. Additional fees for use of a credit card shall not be added to the contract price.    CSD reserves the right to make an award based on the grand total or per sub-total (award to a single suppler or make a multiple supplier award). The Board of Education reserves the right to reject any or all bids and to waive any informality or technicality in any proposal in the best interest of CSD.

When using Utah State Contract pricing, please reference contract number.   All solicitation responses must be submitted electronically through Ion Wave.
 
Prices good for: 30 days