Music Instrument Repair & Maintenance - Woodwinds & Brass

The purpose of this request for bid (RFB) is to solicit competitive sealed bids from qualified suppliers for repair and maintenance of Woodwind and Brass 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 maintenance and repairs 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.   All solicitation responses must be submitted electronically through Ion Wave.
  All procurement-related inquiries relative to this bid must be submitted through the questions tab in Ionwave and will be answered through Ionwave up to the Q & A deadline.
  Eligibility Requirements
The proposing Supplier must be properly licensed to conduct business in the State of Utah. Copy of license must be attached to bid. All bidding Suppliers must have certification in music instrument repair or equivalent. Copy of credentials must be submitted with the bid. Suppliers must be located no more than 50 mile radius of the Canyons District Office to be considered for this contract.  District office address: 9361 South 300 East,  Sandy, UT 84070.
Supplier must be able to respond to a call from CSD within 24 hours.
General Information
Inquiries All inquiries relative to this RFB must be submitted through Ion Wave and will be answered through and Ion Wave up to the Q & A deadline. RFB Award When the award is made, it will be posted in Ion Wave. In the event that the RFB is canceled after the closing date, that information will be posted on Ion Wave as well. Right of Rejection CSD reserves the right to reject the low bid if the products bid are not equal to or better than the items listed on the Price Schedule and/or are not acceptable in appearance, durability, and performance (applicable if samples are requested and evaluated). Contract Period CSD intends to award a contract associated with this solicitation that will continue for one (1) year. Each bid must include an option whereby CSD, in its sole discretion, can extend the contract annually for up four (4) additional years on the same terms, prices, and conditions set forth in the bid. 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 ninety (90) days prior to the end of the contract term. Contract Pricing The contract will be a Firm Fixed Price Contract. Consideration for bid price increases or decreases will be made only for extreme changes in market conditions, as determined and agreed upon by the CSD Procurement Officer and the supplier.





Contract Period CSD intends to award a contract associated with this solicitation that will continue for one (1) year, beginning July 1, 2025. Each bid must include an option whereby CSD, in its sole discretion, can extend the contract annually for up four (4) additional years on the same terms, prices, and conditions set forth in the bid. 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 ninety (90) days prior to the end of the contract term.  
Scope of Work
Supplier shall provide a timely repair of instruments, no longer than thirty (30) days.  If the repair will take longer than thirty (30) days, teacher or CSD Arts Content Specialist will be contacted with an approximate timeline. Supplier will be required to provide continuous repair and maintenance of District Instruments throughout the entire contract period. Repairs may include cases and other essential items for adequate use and protection of the instruments. 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. Instruments brought in by students or parents must be accompanied by a CSD Musical Instrument Repair Authorization Form signed by the school music teacher. 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. Cost of materials is to be included in the bid price. Supplier will be required to furnish their own necessary repair tools to complete the job. Orders will be placed on an "As-needed basis". The Buyer reserves the right to visit and inspect the operation and the inventories of any company being considered for this contract. Warranties will start with the student use of equipment. 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. Instrument damage due to abuse is the responsibility of CSD. Supplier will recommend the condemnation of instruments that are not reasonably repairable to the Canyons School District Art Content Specialist. A form will be provided to awarded Supplier(s) for such recommendations. Bid price will include an established area for storage where the condemned District instruments can be placed and later reasonably used for parts. Such parts will be used for Canyons District instruments only until all condemnation procedures have been completed. Supplier must get signed approval from teacher, and give written notification to the Canyons School District Art Content Specialist. Instruments requiring major refurbishing or overhaul beyond reasonable repair and maintenance will be reviewed by the Art Content Specialist. Supplier will provide monthly invoices, by school location. showing instruments repaired, and specifically what work was done. Services rendered under this contract will be evaluated periodically.
Onsite Work Performance:  Any repair work that needs to take place on school property will be coordinated through the school's main office.  Visitors to the campus must check in before proceeding.    Preference will be give to Supplier who can pick up and drop off instruments to the schools. Please include cost, if any, on Schedule F.
   Bids will be evaluated based on the specifications, the warranty and best value.  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.