Musical Instrument Rental and Repair Services

(District) is seeking a vendor for Musical Instrument Repairs and Rentals. These instruments include woodwinds, brass, string, and percussion. Term of Contract: Upon approval through June 30, 2025. The vendor will be responsible for supplying all repairs and rentals on this bid, at the price quoted, during the entire contract. 1. Successful bidder(s) will pick up instruments that require repairs from each school on a weekly basis. Each instrument will be tagged detailing the work that needs to be done. The successful bidder will agree to a specific day and time each week to pick up damaged instruments and deliver the repaired ones. Repaired instruments must be returned within six (6) working days. On those rare occasions when it is impossible to return the instruments on time, comparable quality instruments must be loaned to the district at no extra charge. Repairs requiring more time must be discussed with the Music Department Lead Teacher, and if requested, a loaner

instrument/equipment of comparable quality must be made available at no charge. 2. A list of three (3) references must be completed and submitted with your bid. 3. After vendor’s determination, the Music Department Lead Teacher must first approve all repair costs in excess of one hundred ($100) before any repair is made. 4. The music teacher in conjunction with the Music Department Lead Teacher will make the final determination of the adequacy of the repair. All unsatisfactory work as reported by the above stated team would immediately be picked up by the repair vendor and re-repaired at no additional cost. 5. Any repairs not specifically described in the bid will also be performed, after a mutually acceptable price is agreed upon, with the Music Department Lead Teacher. 6. The unit price you bid is for the complete repair, which must include labor and parts. 7. If a vendor cannot bid the entire bid, a partial bid will be welcomed for consideration. 8. The School District reserves the right to award on an item-by-item basis, by item classification, or in total to one vendor. This contract may be cancelled by the School District when, in the opinion of the music Department Lead Teacher, the service rendered is incompetent, inadequate, or unresponsive to the School District’s needs. Page | 2 B. Submission of Bid Proposal To be considered, the Island Park School District Business Office must receive 3 copies of the Proposal at 99 Radcliffe Road, Island Park, New York by: 2:30 p.m., June 6, 2024 The person, firm or corporation making the proposal shall mail or have delivered a sealed envelope to the Business Office on or before the hour and day stated above; and the envelope shall be endorsed on the face thereof with the name of the person, firm or corporation making such proposal, the date and hour of the bid opening, and the title of the services, materials, equipment and/or supplies for which such proposal is made. The Technical Proposal should include the following: a. Title Page showing the request for proposals subject, the firm’s name; the name, address and telephone number of the contact person; and the date of the proposal. b. Table of Contents c. Transmittal Letter- A signed letter of remittal briefly stating the proposer’s understanding of the work to be done, the commitment to perform the work within the time period, a statement why the firm (or individual) is the best qualified to perform the engagement, and a statement that the proposal is a firm and irrevocable offer for services to be rendered. d. Name, Qualifications, and Related Experience- A summary statement or résumé of the individual who will be on-site completing the Scope of Services described below, detailing his/her professional credentials and years of experience with the scope of services as performed in other school districts. The proposer shall submit three (3) copies of a dollar cost proposal in a separate envelope marked as follows: ISLAND PARK UNION FREE SCHOOL DISTRICT COST PROPOSAL MUSICAL INSTRUMENT RENTAL AND REPAIRS FOR THE YEAR July 1, 2024– June 30, 2025 The Island Park School District reserves the right to reject any or all proposals submitted. The Island Park School District reserves the right, where it may serve the district’s best interest, to request additional information and clarifications from proposers, or to allow corrections of errors or omission. Any such information given, either orally or in writing, is not given in confidence and may be used, or disclosed to others, for any purpose at any time without obligation or compensation and without liability of any kind whatsoever. At the discretion of the Island Park School district, firms submitting proposals may be requested to make oral presentations as part of the evaluation process at a time determined by the District. Page | 3 It is anticipated that the selection of a firm will be completed by June 30, 2024. Following the notification of the selected firm, a contract will be executed between both parties as soon as possible thereafter. C. Term of Engagement An initial ten-month contract from July 1, 2024, to June 30, 2025 with provisions for annual renewals for the periods July 1 through June 30 for the years 2025-2026, 2026-2027, 2027-2028, 2028-2029 is contemplated, said term being subject to the annual review and approval of the Island Park Board of Education. D. Rental of Instruments Scope of Services/Special Conditions 1. Contract period is from July 1, 2024, through June 30, 2025 2. Rental of the instrument will be based on the lowest price and quality of the instrument. 3. Where applicable, a new mouthpiece will be included with the instrument. 4. Any major malfunction of the instrument is the responsibility of the successful vendor unless caused by student damage. 5. Cases on all rental instruments must be included. 6. All bids must list the brand of instrument that is available to rent. 7. Prices on all items must include delivery to the appropriate locations within the school district. 8. Vendor will indicate a guaranteed time of delivery after receipt of order (ARO) for each item. 9. Bids where vendors have stipulated prices are only in combination with other items will not be considered. 10. No outsourcing will be allowed unless prior approval has been obtained from the school district. 11. The school district reserves the right to award this bid to the responsible lowest bidder as per item basis or a total award basis. 12. The bidder should operate from a storefront and have at least ten years of experience. 13. The bidder should offer references from three school districts in which he/she is currently supplying rental instruments. 14. The bidder should have sufficient liability insurance to cover all rental instruments (to be furnished at request of school district). E. Cost Indicate on the Cost Summary Sheets included in this packet. 1. Rental of instrument will be based upon lowest price and quality of the instrument. If no instrument is available and vendor cannot provide instrument, then next lowest bidder will be contacted. 2. Where applicable, new mouthpieces will be provided with the instrument. 3. The rental period is from July 1, 2024 through June 30, 2025. 4. Any major malfunction of the instrument is the responsibility of the rental company unless caused by student damage. 5. All rental instruments include a case. 6. The bid should list brand of instrument that is available for rent. 7. Include additional explanation of costs and list assumptions that could influence the cost. Page | 4 Instrument Rental Bid Specifications Name of Vendor: ___________________________________________________ String Instruments Instruments Price A Specify maker(