Request for Proposal WCSD-25-015 Band and
Music Instruments, Equipment, and
Related Services
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1. Request for Proposal
Waukee Community School District (“the District”) is soliciting proposals from qualified
Respondents to provide band and music instruments, equipment, supplies, and related
services.
The District serves more than 14,000 students and employs over 2,600 staff across
multiple communities, including Clive, Urbandale, Waukee, and West Des Moines. The
District is one of the fastest-growing in Iowa and is committed to operational excellence
and high-quality educational programming, including robust performing arts programs.
1.1 Purpose
This solicitation seeks to establish contract(s) for:
● Purchase of instruments, equipment, and supplies.
● Repair, maintenance, and tuning services.
● Accessories and instructional materials.
● Related services supporting music programs.
The District may award multiple contracts, if determined to be in the District’s
best interest
1.2 Definitions
For the purposes of this RFP and the resulting contract, the following terms shall
mean:
“District” means Waukee Community School District that is issuing the RFP and
any other agency that purchases from the Contract.
“Contract” means the Master Agreement(s) entered into with the successful
Respondent(s).
“Contractor” means the awarded Respondent(s) to provide the contractual
services agreed upon.
“Deliverable” means the completion of a milestone or accomplishment of a task.
“General Terms and Conditions” means the General Terms and Conditions for
Services Contracts.
“Proposal” means the Respondent’s proposal submitted in response to the RFP.
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“Respondent” means the company, organization or other business entity
submitting a proposal in response to this RFP.
“Responsible Respondent” means a Respondent that has the capability in all
material respects to perform the scope of work and specifications of the
Contract. In determining whether a Respondent is a Responsible Respondent, the
Agency may consider various factors including, but not limited to, the
Respondent’s competence and qualifications to provide the goods or services
requested, the Respondent’s integrity and reliability, the past performance of the
Respondent and the best interest of the Agency and the State.
“Responsive Proposal” means a Proposal that complies with the material
provisions of this RFP.
“RFP” means this Request for Proposals and any attachments, exhibits, schedules
or addenda hereto.
“Waukee CSD” means the Waukee Community School District and the boards,
departments and employees making purchases from the Contract as permitted
by this RFP.
2. Contract Term
The awarded contract term must be three (3) years, beginning on [June 1, 2026] and
ending on [May 31, 2029], with an option for up to two (2) one-year renewals by mutual
agreement.
3. Solicitation Administration
3.1 Schedule
Event
Release Date
Questions Due
Bid Due Date
Board Approval
Date/Time (CST)
05/11/2026 8:30 AM
05/15/2026 2:00 PM
05/21/2026 2:00 PM
05/26/2026 6:00 PM
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3.2 Questions and Answers
All questions regarding this solicitation must be received via email to
jjanssen@waukeeschools.org by May 15, 2026 2:00 PM CST. The Waukee CSD
will provide responses to those questions deemed appropriate at:
https://www.waukeeschools.org/district/departments/business-services/notice-t
o-bidders/. Answers will not be provided on an individual basis.
3.3 Communication
Until a contract is awarded, the sole point of contact for this bid opportunity will
be the Purchasing Speciality listed in the event.
NOTE: Large files delivered via email may be spammed. Please confirm receipt of
any digital files.
3.4 Notification of Intent to Award
After responses are evaluated, a Notification of Intent to Award (NOIA) and bid
tabulation will be sent via email of the Waukee CSD’s decision to all suppliers.
3.5 Proposal Submission:
Proposals are due MAY 21, 2026 at 2:00 PM CST. Proposals shall be submitted
electronically via email to jjanssen@waukeeschools.org as outlined below, prior
to the proposal deadline.
3.5.1 Firm Proposal Terms
Respondent guarantees all proposal terms including price will remain firm for at
least ninety (90) days following the RFP Close date.
3.5.2 Please mark your email proposals: "Request for Proposal WCSD-25-015
Instruments, Equipment and Services”. The school district reserves the
right to reject any and all proposals and to accept the proposal deemed
to be in the best interest of the school district in its sole and absolute
discretion.
3.6 Public Records and Requests for Confidential Treatment
Waukee CSD must treat all information submitted by Bidder as public records
unless the Bidder properly requests that specific parts of the Bid be treated as
confidential at the time of submitting the Bid AND the information is confidential
under Iowa or other applicable law. Waukee CSD’s release of public records is
governed by Iowa Code Chapter 22. Bidders are encouraged to familiarize
themselves with Chapter 22 before submitting a proposal. Waukee CSD will copy
and produce public records as required to comply with Chapter 22 or other
applicable laws.
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4. Proposal Response Instructions.
These instructions describe and define the format and content of the Proposal. They are
designed to facilitate a uniform review process. Failure to adhere to the Proposal format
may result in the rejection of the Proposal. Proposals shall not contain promotional or
display materials.
4.1 Proposals must be submitted by the deadline stated in this RFP. Late submissions
will not be considered.
4.2 Proposals must not exceed 10 pages, excluding product catalogs and service
fees.
The Proposal shall be divided into two parts: (1) the Technical Proposal and (2)
the Cost Proposal. The Technical Proposal and the Cost Proposal shall be labeled
as such as separate files.
The files shall be labeled with the following information:
● RFP WSCD-25-015 – Respondent Name –Technical Proposal
● RFP WSCD-25-015 – Respondent Name –Cost Proposal.
4.3 Amendments
Waukee CSD reserves the right to amend the Request for Proposal at any time.
● Respondents shall acknowledge receipt of any and all amendments in its
proposal.
● If an amendment occurs after the closing date for receipt of proposals,
Waukee CSD may, in their sole discretion, allow Respondents to amend
their proposals in response to the amendment if necessary.
Respondents may amend their proposals.
● Amendments must be in writing, signed by the Respondent and received
by the time set for the receipt of proposals.
● Respondents who submit proposals in advance of the deadline may
withdraw, modify, and resubmit proposals at any time prior to the
deadline for submitting proposals.
● Respondents must notify the Issuing Officer in writing if they wish to
withdraw their proposals.
4.4 Withdrawal
Waukee CSD reserves the right to withdraw this RFP at any time. Any changes
will be communicated to all interested Respondents.
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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
