RFP 25-01-SP - Musical Instruments, Accessories, and Related Services

Santa Rosa County District Schools seeks to establish a contract to supply various music equipment, supplies, and services to support the growing educational and artistic needs.  The purpose of this solicitation is for vendors to provide complete catalog/price list for equipment, supplies, and services on an as-needed-basis for all schools in Santa Rosa County District Schools.  All equipment and services must meet applicable educational, safety, and quality standards suitable for K-12 instructional use.

1. Equipment and Supplies
   1. Music and Band Equipment Includes But Not Limited To:
      1. Musical instruments for elementary, middle, and high school programs (e.g., woodwinds, brass, percussion, string, classroom, and keyboard/piano instruments).
      2. Music stands, instrument cases, and storage racks.
   2. Music Supplies Includes But Not Limited To:
      1. Tuning equipment, maintenance tools, and instrument cleaning supplies (e.g., oils, cleaning fluids, pads, reeds, mouthpieces, strings, mallets, straps).
2. Services
   1. Delivery and Installation Services Includes But Not Limited To:
      1. Timely and accurate delivery of all equipment and supplies to schools within Santa Rosa County School District. 
      2. Set up of large items ensuring they meet safety and functionality standards.
   2. Maintenance and Repair Services Includes But Not Limited To:
      1. Provide on-site and off-site repair services for musical instruments, including woodwinds, brass, percussion, string, classroom, and keyboard/piano instruments.
         1. Off-site repairs must be completed within 14 business days unless otherwise approved.
      2. Perform routine maintenance tasks such as cleaning, adjustments and tuning of instruments
         1. Provide maintenance schedule with detailed pricing structure (hourly rates, flat fee per service type, or per incident).
      3. Offer emergency repair services to address any immediate issues with instruments used for rehearsals or performances.
         1. Emergency repairs must be responded to within 72 hours.
      4. Replace broken or worn parts such as reeds, pads, strings, mouthpieces, and valves. 
      5. Ensure that all parts used are of high quality and appropriate for educational use.
      6. Provide regular evaluations of district instruments to ensure they are in good working condition and recommend repairs or replacements when necessary.
3. Vendor Responsibilities
   1. Vendor shall provide complete catalog with current pricing of all instruments and accessories, with educational discounts clearly indicated. 
   2. Vendor shall provide a detailed fee schedule for all repairs and maintenance services, including shop rates, labor charges, parts mark, and any minimum service charges.
   3. Vendor shall ensure the delivery of goods and services within the agreed-upon timeframes.
   4. Vendor shall ensure that all materials, equipment, and supplies meet or exceed industry standards.
   5. Vendor shall ensure that equipment and supplies are safe, durable, and fit for educational purposes.
   6. Vendor shall provide the necessary certifications, warranties, and insurance documents with equipment.
   7. Vendor shall assign a representative as the primary point of contact for the district and respond to inquiries within 24 hours.