Bensalem Township School District
Dorothy D Call Administrative Center
Purchase Department
3000 Donallen Drive
Bensalem, Pa. 19020-1898
215 750 2800 ext. 4211
215 359 0154 fax
REQUEST FOR QUOTATION
The Bensalem Township School District is seeking quotations for:
MUSICAL INSTRUMENT RENTAL / REPAIR & LOANER / PURCHASE PROGRAM
Forward all quotations to the address at top of this page via USPS, FedEx, UPS, or other delivery services. The quotation must be in a sealed envelope and marked with the Title and Quote Number #Q16-031
Quotations must be submitted no later than April 14, 2016
The program period shall run for three (3) years and renewal will be based on prior year performance. This quotation will be for the 2016-2017 School Year and will include the option to renew for the 2017-2018 and 2018-2019 School Years.
Primary contact: Karen Burke Baumeister
Purchasing Agent
QUOTE NO.: #Q16-031
Quotation requirements to be included as part of quote submission.
1. Enclose a sample of the rental agreement to be utilized, and include company policies in complete detail.
2. Provide a complete listing of all instruments to be offered by type and brand name. Indicate if rental instruments are new or used.
3. Provide detailed instrument trial period, monthly renewals, and student purchase options. Include sample sales agreement form for parent/guardian review. Sale agreements must include firm pricing showing new or used instruments and exact sales terms with total payment period terms.
a. Length of Contracts: 5-month trial and 10-month trial options
4. Shall have only one contract form covering both Orchestra and Band Rentals
5. Supplies should be provided in the following manner:
o Three reeds for clarinets and saxophones;
o Two reeds for oboes;
o Clarinets should start at 2 ½ strength;
o Saxes at 2 strength
o All Clarinets and Saxes come with a cleaning swab
o Oboes reeds should be medium soft.
o All woodwinds should come with reed guards
o Cork grease needs to be supplied as well.
o One bottle of valve oil and slide cream/oil for rented brass instruments.
o Violins and violasshould bedelivered with a rosin and sponge.
o All rentals should come with a free music stand and Method Book, 2nd year rentals a tuner/metronome instead.
6. Provide detailed policy for instrument exchanges, instrument loaners, and instrument repair coverage on rentals.
7. Provide detail policy on handling instrument repairs; include basic repair turn around time frame and general repair prices by instrument type.
8. Provide all types of continuing services and upgrade programs through your company.
9. Provide a group access/discount for SmartMusic subscription
10. Provide a detail reference page for company locations and full contact information for student’s parents / guardians, and School District staff.
11. Tuner / Metronome should be on the contract
12. Teacher’s selected method book to be included for Band at no cost
13. Teacher’s selected method book be included for Orchestra at no cost
14. All instrumental teachers shall be issued with quality demo instruments at the beginning of each school year. The instruments will be used by the teachers during lessons and by any student not having their instrument for lessons. The security and replacement cost for missing instruments shall be the responsibility of the teacher signing for the demo instruments.
15. FOR RECRUITMENT PURPOSES a student should be able to play on a new working instrument.
16. Provide other pertinent information you feel would be relevant for this quotation.
17. A general pricing list with all applicable discounts shall be provided for a more comprehensive quotation review.
18. Provide reference information for clients with in a 50 mile radius of Bensalem, PA.
a. References are mandatory
The awarded company shall be invited to the student (parents/guardians included) orientation night in the fall. Each Instrumental Teacher and School Principal shall be responsible for establishing dates and cancellation make up dates with awarded company. Parents/guardians will be informed they may purchase new or used instruments at the store of their choice, but all rentals will be secured only via the awarded company.
The quotation review will be conducted to determine the best value for the students and parents/guardians in the Bensalem Township School District. The lowest most responsive, responsible company will become the recommended source in the presentation to the School Board Directors for approval.
Questions: (Please check or X appropriate response)
1. A Tuner / Metronome – 2nd/3rd yr rental Yes_____ No_____
2. Stands & Method Book – 1st yr rental Yes_____ No_____
3. Rosin (Option – Student Purchase) - STRINGS Yes_____ No_____
4. Sponges (Option – Student Purchase) – STRINGS Yes_____ No_____
5. Supply teacher selected method book for Band Yes_____ No_____
at no charge
6. Supply “teacher selected method book for Orchestra Yes_____ No_____
at no charge
The awarded company shall not increase prices without giving six (6) months notice prior to contract renewal for the 2017-2018 and 2018-2019 School Years.
______
Signature of submitting Company Officer Date
ANTI-DISCRIMINATION CLAUSE
(Section 755, Pennsylvania School Code)
In accordance with the provisions of the Pennsylvania School Code, the contractor agrees:
1. That in hiring of employees for the performance of work under this contract, or any sub-contract hereunder, no contractor, sub-contractor, nor any person acting on behalf of such contractor or sub-contractor, shall, by reason or race, creed or color, discriminate against any citizen of the Commonwealth of Pennsylvania who is qualified and available to perform the work to which the employment relates;
2. That no contractor, sub-contractor, nor any person on his behalf, shall in any manner discriminate against or intimidate an employee hired for the performance of work under this contract on account of race, creed or color;
3. That there may be deducted from the amount payable to the contractor under this contract, a penalty of five dollars ($5) for each person for each calendar day during which such person was discriminated against or intimidated, in violation of the provisions of the contract; and,
4. That this contract may be cancelled or terminated by the School District and all money due or to become due hereunder may be forfeited, for a second or any subsequent violation of the terms or conditions of this portion of the contract.
INSTRUCTIONS FOR NON-COLLUSION AFFIDAVIT
l. This Non-Collusion Affidavit is material to any contract awarded pursuant to this bid. According to the Pennsylvania Antibid-Rigging Act, 73 P.S. §§ 1611 et seg, governmental agencies may require Non-Collusion Affidavits to be submitted together with bids.
2. This Non-Collusion Affidavit must be executed by the member, officer or employee of the bidder who makes the final decision on prices and the amount quoted in the bid.
3. Bid rigging and other efforts to restrain competition, and the making of false sworn statements in connection with the submission of bids are unlawful and may be subject to criminal prosecution. The person who signs the Affidavit should examine it carefully before signing and assure himself or herself that each statement is true and accurate, making diligent inquiry, as necessary, of all other persons employed by or associated with the bidder with responsibilities for the preparation, approval or submission of the bid.
4. In the case of a bid submitted by a joint venture, each party to the venture must be identified in the bid documents, and an Affidavit must be submitted separately on behalf of each party.
5. The term "complementary bid" as used in the Affidavit has the meaning commonly associated with that term in the bidding process, and includes the knowing submission of bids higher than the bid of another firm, any intentionally high or noncompetitive bid, and any other form of bid submitted for the purpose of giving a false appearance of competition.
6. Failure to file an Affidavit in compliance with these instructions will result in disqualification of the bid.
NON-COLLUSION AFFIDAVIT
State of : Bid No.______:
County of :
I state that I am ______of______, [Title] [Name of my firm]
moreover, that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this bid.
I state that:
(1) The price(s) and amount of this bid have been arrived at independently and without consultation, communication or agreement with any other contractor, bidder or potential bidder.
(2) Neither the price(s) nor the amount of this bid, and neither the approximate price(s) nor approximate amount of this bid, have been disclosed to any other firm or person who is a bidder or potential bidder, and they will not be disclosed before bid opening.
(3) No attempt has been made or will be made to induce any firm or person to refrain from bidding on this contract, or to submit a bid higher than this bid, or to submit any intentionally high or noncompetitive bid or other form of complementary bid.
(4) The bid of my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive bid.
(5) , its affiliates, subsidiaries,
[Name of my firm]
officers, directors and employees are not currently under investigation by any governmental agency and have not in the last four years been convicted or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract, except as follows:
I state that understands and acknowledges
[Name of my firm]
that the above representations are material and important and will be relied on by the BENSALEM TOWNSHIP SCHOOL DISTRICT when awarding the contract(s) for which this bid is submitted. I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from the BENSALEM TOWNSHIP SCHOOL DISTRICT of the true facts relating to the submission of bids for this contract.
[Name – Printed and Signed]
SWORN TO AND SUBSCRIBED
BEFORE ME THIS DAY
OF ______20
Notary Public My Commission Expires