REQUEST FOR PROPOSAL CONDITIONS AND SPECIFICATIONS. MUSICAL INSTRUMENTS - Rental/Purchase. RFP Number

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1 CENTENNIAL SCHOOL DISTRICT Business Office 48 Swan Way, Warminster, PA (215) , Extension FAX: (215) Christopher M. Berdnik, PRSBA REQUEST FOR PROPOSAL CONDITIONS AND SPECIFICATIONS MUSICAL INSTRUMENTS - Rental/Purchase RFP Number Submission/Opening Date and Time: March 26, 2019 at 1:00 p.m. Destination for Delivery of Proposals: Centennial School District Business Office Administration Building 48 Swan Way Warminster, Pa Public Education in Centennial Schools Inspiring Students Building Intellect Forging Partnerships A Diverse Learning Community Where Students Succeed Through Academics, Athletics, and The Arts An Equal Opportunity Employer

2 CENTENNIAL SCHOOL DISTRICT Business Office/Administration Building 48 Swan Way Warminster, Pa RFP Number MUSICAL INSTRUMENTS March 2019 General Conditions The Centennial School District solicits sealed proposals for Musical Instruments for student Rental/Purchase for the Centennial School District Music Program for the 2019/20, 2020/21, and 2021/22 school years in accordance with these specifications and subject to the conditions listed below: 1. Each proposal must include the Summary Cover Sheet provided, and shall be delivered, sealed and plainly marked "Musical Instruments Proposal No " to the office of Mr. Christopher Berdnik, Business Administrator, Centennial School District, Administration Building, 48 Swan Way, Warminster, Pa on or before 1:00 p.m., March 26, Prices shall remain firm for sixty (60) days from RFP due date. 3. This RFP is for three school years, 2019/20, 2020/21, and 2021/22. Vendors will bid firm prices only that are guaranteed to remain firm for the three-year period. 4. The Centennial School Board reserves the right to reject any and all proposals, or to accept in part or in whole, as its best interests may appear. 5. The award for this contract will be to the District s preferred vendor. Parents are entitled secure music instruments and supplies in the manner of their choosing. 6. Be advised that in order to enter into a contract with the Centennial School District, it will be necessary for you to comply with Public School Law Section III relating to employee screening for certain criminal offenses and to enter into an indemnification agreement with the Centennial School District in the event of a violation of the law by the vendor/contractor if certain persons have contact with children. One copy of the agreement to comply with Section III of the Public School Code must be signed and attached to the proposal when submitted. Centennial School District requires all contractors, subcontractors and their employees who may come in contact with children to have a valid Criminal History Report (Act 34), Pennsylvania Child Abuse History clearance (Act 151), and FBI criminal History Record (Act 114) on file with the District. Reports and clearances cannot be more than one year old. The Contractor shall submit the originals to the District to copy. The District will return the originals to the Contractor to keep on record. This also applies to any new employee who performs service for the District during the contract.

3 RFP Number MUSICAL INSTRUMENTS March 2019 Please Note: Centennial School District uses a visitor registration system for all visitors entering our schools. All visitors, contractors, and subcontractors will need to present a state-issued driver s license, a state-issued identification card, or a military identification card to the security desk personnel. 7. Failure to complete and return the enclosed Non-Collusion affidavit with your proposal will result in disqualification. 8. Vendor agrees to adhere to Anti-Discrimination Clause included within the contents of this RFP. 9. If there are any questions concerning these specifications, please contact Chris Goppold at goppch@centennialsd.org. 10. Please check the Centennial School District website for addenda prior to submitting a proposal (

4 RFP Number MUSICAL INSTRUMENTS March 2019 Scope of work Specifications In an effort to continue a robust instrumental music program, the Centennial School District is seeking a rental program for the school community to use to secure instruments, materials, and appropriate repairs. In addition, access to education representative to manage this program on a weekly basis with our music department. Background Information The Centennial School District is a public school district serving the Borough of Ivyland, Upper Southampton Township, and Warminster Township in Bucks County, Pennsylvania. The district operates one High School, two Middle Schools, three Elementary Schools and one Alternative School. The District serves approximately 5,800 students. Evaluation Criteria 1. Cost to parents and students 2. Rental Program 3. Related services and programs (including repairs and weekly educational representative support) 4. Quality instruments 5. Insurance and damage waiver options 6. References 7. History Proposal Instructions For ease of comparison, each proposal shall be organized in the following manner: 1. Summary Cover Sheet complete and return the Summary Cover Sheet, included within these specifications, as page one of your proposal. 2. Vendor Profile Submit a brief description of your company, including history, years of rental experience, and location of the office that will service the District. 3. Describe in full the scope of services to be provided by respondent. Include rental program, repair services, availability of education representative (preferably on a weekly basis), and any other related services and programs. 4. Instrument description and specifications (if make and model are not listed on Summary Cover Sheet) 5. Insurance and damage waiver option details 6. Three references, preferably other school districts. Include the school/business name, address, contact name, title, phone number and Include any other pertinent information respondent feels would be helpful in evaluating this proposal.

5 RFP Number March 2019 Instruments Student model instruments, manufactured by Selmer, Yamaha, Jupiter, Scherl & Roth, Suzuki, or Englehardt must be supplied, no substitutes: Group "A" Group "B" Group "C" Group "D" * Secondary school only 1. Clarinets 2. Bell Kit 3. Flute 4. Trombone 5. Trumpet 6. Violin, Full-Size Only 7. Viola, Full-Size Only 1. Alto Saxophone 2. Cello, Full-Size only 3. Oboe * 1. Baritone Horn 2. Bass Clarinet * 3. Bassoon * 4. French Horn 5. Piccolo * 6. String Bass 7. Tenor Saxophone * Rental Plan Only Plans will be made available for students not yet needing a full size instrument. 1. Viola, up to 14" 2. Violin, up through 3/4" 3. Cello, up through 3/4" Accessories A. Each instrument will be supplied with a sheet of instructions pertaining to proper maintenance and care of instrument. B. All instruments will be supplied, at time of delivery, with proper lubricants, greases, swabs and spare reeds at no extra charge. The factory minimum accessories that will be provided at no charge to the student are as follows: Clarinet Reed case, cork grease (lipstick container type), two No. 2 reeds, cloth swab. Saxophone Reed case, cork grease (lipstick container type), two No. 2 reeds, cloth swab, padded neck strap

6 RFP Number March 2019 Strings Large rosin encased in wood container, foam rubber shoulder pad, fine tuners on all strings, flat chin rest. All bows must be hand rosined before delivery to the school. Brass Valve oil, grease (lipstick container type) C. All instruments will be provided with case at no extra charge. D. Vendor will offer a method book at a cost not to exceed $8.00 and a music stand at a cost not to exceed $ E. Except for instrument case (C above) and the instrument, all other items supplied to the student in Section II will remain the property of the student. F. All woodwind corks shall be greased before arrival to the school or student Delivery of Instruments Funding A. All instruments shall be removed from plastic packaging before arrival to the school or student. B. All prices will include delivery to each Centennial School District school. C. September delivery For orders placed prior to August 22 nd, instruments shall be delivered to the appropriate school on Tuesday through Friday following Labor Day. D. Delivery during school year - Delivery shall be made to the appropriate school within ten school days following receipt of payment. A. Funding for the purchase of instruments will not be made through an outside finance company. B. Complete and full responsibility for any financial transactions will be between parent and awarded vendor. C. Should it be necessary to refuse credit approval to any person, that person will be notified within one week and any deposits will be refunded within one week. The opportunity will remain to purchase on a cash basis if credit is not approved. Vendor Representative A representative of the approved vendor will be available upon District request to resolve problems, provide assistance and information, and conduct in-service programs.

7 RFP Number March 2019 Conditions of Rental/Sale of an Instrument A. Each student will be issued the instrument of his choice. The student s initial rental period will commence on the day the student received his first lesson with the understanding that the instrument methods book, music stand and accessories have all been received by that date. Prior to the end of the initial rental period, the instrument and music case may be returned at any time with no further obligation. B. All rental instruments will be warrantied for a period of one year, if purchased prior to the end of the initial rental period. C. All instruments supplied will be new or used instruments. Used instruments will be so identified and be available to parents for purchase at a lower cost than new instruments, and will have a 30-day exchange period at the sole discretion of the purchaser. D. With the approval of the music instructor and parent, the awarded vendor will allow one instrument type change during the initial rental period. E. The following purchase/rental option will be made available to parents: 1. Purchase at a discount at any time. The maximum discount for purchase will be available at all times and will not change with the duration of the rental. Actual cost to the customer will be the purchase price, less all accumulated rental fee credits, less the early purchase discount percent. 2. Continue to Rent with Credit Accumulating Toward Purchase. The established rental fee is continuously paid, month by month. 100% of all continuing payments (less tax) will generate credit toward the purchase price of a new or used instrument. The comprehensive instrument maintenance and repair plan will be in effect for the duration of the rental. Any student on the rental plan may at any time return the instrument and the rental plan will end. No rental fees will be refunded. F. Service to the instrument will be the responsibility of the awarded vendor until ownership of the instrument passes to the purchaser. All servicing will be done by the awarded vendor. If major repairs or adjustments are necessary, a replacement instrument will be loaned at no charge. G. Optional Damage Coverage Plan Vendors will provide for an optional plan available to parents who have completed purchase obligations that will cover:

8 RFP Number March Any major damage or breakage of instrument will be restored to perfect playing condition, including replacement of parts, at no charge. 2. All adjustments and repairs will be made to keep the instrument in proper playing condition, excluding restoration of finish and replacement of expanded accessories. H. Up-Sizing Program for String Instruments 1. Vendor will provide to the student a lesser than full size instrument for as long as the student requires. As the student matures from 1/2" to 3/4", then full, the proper size will be supplied as determined by the music instructor and/or parent. 2. When the student matures into a full size instrument, 100% of all lease payments (less tax) up to the time of purchase will be credited toward the purchase of a new or used instrument. I. Information Packets The District reserves the right to change the wording of information sent to parents. Successful vendor will supply the following for review and approval by the District prior to distribution. 1. Information letter to parents soliciting rental/purchase 2. Rent-to-Own Agreement 3. Access to vendor s website and online agreement, if offered to parents 4. Current Price List, new and used instruments J. At the end of each year, the awarded vendor will supply to the Centennial School District Business Office the number of instruments rented and purchased, by type, throughout the school year.

9 ANTI-DISCRIMINATION CLAUSE (Section 755, Pennsylvania School Code) 1. In accordance with the provisions of the Pennsylvania School Code, the contractor agrees: a. That in the hiring of employees for the performance of work under this contract, or any subcontractor hereunder, no contractor, subcontractor, nor any person acting on behalf of such contractor of subcontractor, shall by reason of race, creed, color, discriminate against any citizen of the Commonwealth of Pennsylvania who is qualified and available to perform work to which the employment relates; b. That no Contractor, subcontractor, or any person acting on behalf, shall in any manner discriminate against or intimidate any employee hired for performance of work under this contract on account of race, creed, or color; c. That there may be deducted from the amount payable to the contractor under this contract, a penalty of five dollars ($5.00) 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, d. That this contract may be canceled 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 1. This Non-Collusion Affidavit is material to any contract awarded pursuant to this bid. According to the Pennsylvania Antibid-Rigging Act. 73 P.S et seq.. 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 restraint 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 submissions 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.

10 Contract/Bid No. State of : :s.s. County of : NON-COLLUSION AFFIDAVIT I state that I am of (Title) (Name of Company) and 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 the 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 the bid opening. (3) No attempt has been made or will be made to induce any firm or person to refrain from bidding on this 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 Centennial School District when recommending for award 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 Centennial School District of the true facts relating to the submission of bids for this contract. (Print Name of Authorized Person and Company Position) Sworn to and subscribed before me this day of, 20 Signature of Authorized Person Notary Public My commission expires

11 AGREEMENT BY VENDOR OR INDEPENDENT CONTRACTOR OF THE CENTENNIAL SCHOOL DISTRICT TO COMPLY WITH ACT 111 OF THE PUBLIC SCHOOL LAWS 1. This agreement is part of the agreement between the undersigned business person or entity and the Centennial School District, dated, for the sale of goods or the provision of services as an independent vendor or contractor in the nature of:, Bid/Quote No.. 2. The undersigned understands that after January 1, 1986 independent contractors and their employees hired after that date must comply with 111 of the School Code, which provides, among other things, that a CRIMINAL HISTORY INFORMATION RECORD SEARCH must be obtained for each employee who could come into contact with school children, showing that such employees have not been convicted of certain crimes. A copy of the law is available upon request. 3. It is agreed that the Centennial School District has no right of direct control over the hiring, retention, screening or assignment of employees, agents or officers of the undersigned, and further that the undersigned is responsible for compliance with this law. In addition, should any official or employee of the school be subject to any claim, proceedings, lawsuit, fine, civil penalty or other legal involvement arising from the neglect or failure of the undersigned, or its officers, agents or employees, to comply with said law, then the undersigned, as part of the consideration of doing business with the School District, hereby agrees to indemnify and hold harmless the District and all District employees for all losses, including costs of counsel and all expenses incident thereto. Dated: 20 By: (Seal) (Proprietor, Authorized Officer or Partner) (Corporate Seal, if applicable) Witness or Attest: Business Name and Address of Vendor/Independent Contractor

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13 Centennial School District Musical Instrument Rental/Purchase RFP SUMMARY COVER SHEET March 26, 2019 Ladies and Gentlemen: We propose to furnish and deliver Musical Instruments for the Centennial School District Music Program according to your specifications of March 2019 at the following prices for three school years (2019/20, 2020/21, and 2021/22): Print Name Authorized Signature Firm Name Phone Number Date Address Fax Number Initial Rental Period Initial Rental Period Partial School Year Full School Year Renewal Length of contract: Months Months Monthly Rental Plan Rental Plan Thereafter I. RENTAL PLAN Group "A" Group "B" Group "C" Group "D" - Rental only (less than full size) 1. Viola, Scherl & Roth Violin, Suzuki 3. Cello, Englehardt NOTE: All costs in Section I will be total costs, to include Insurance, Pennsylvania tax, etc., as outlined in the specifications, except Methods Book & Stand. Cost of Cost of * Early Purchase II. INSTRUMENTS Brand Model New Instrument Used Instrument Discount Percent A. Clarinet B. Bell Kit C. Flute D. Trombone E. Trumpet Page 1 of 2

14 Cost of Cost of * Early Purchase II. INSTRUMENTS (cont.) Brand Model New Instrument Used Instrument Discount Percent F. Violin, Full Size G. Viola, Full Size H. Alto Saxophone I. Cello, Full Size J. Oboe K Baritone Horn L. Bass Clarinet M. Bassoon N. French Horn O. Piccolo P. String Bass Q. Tenor Saxophone ACCESSORIES R. Method Book S. Music Stand Cost * Additional percentage discount will be provided if purchase occurs during initial full or partial year rental period or during the continued month-to-month rental. NOTE: All costs in Section II will include Pennsylvania Tax. III. Comprehensive Insurance Protection Plan cost during the rental period will be included in the rental cost in Item No. I above IV. Comprehensive maintenance and replacement coverage cost per month Group "A" after purchase obligation is completed (option to parents) Group "B" Group "C" V. Prices will remain firm for a period of three school years (2019/20, 2020/21, 2021/22) VI. VII. VIII. The agreement to comply with Act 34 of the Public School Law is signed and attached The Non-Collusion Affidavit is signed and attached Form W-9 is signed and attached Page 2 of 2