26-044 Band Repair Services

BIBB COUNTY SCHOOL DISTRICT
PROCUREMENT OFFICE
RFQ: 26-044
BIBB COUNTY PUBLIC SCHOOLS - Request forQ uotes
BIBB COUNTY SCHOOL DISTRICT
Bid Responses Must Be Done Online via
BONFIRE
RFQ # 26 -044
RFQ - Band Repair Services - Districtwide
RFQ Schedule - Date & Time
RFQ Issued 06/09/2026
Deadline for Questions 06/18/2026 @ 8 am, EST
RFQ Due Date and Time 06/25/2026 @ 8 am, EST
Proposals must be received by the due date and time. No late proposals will be accepted.
RFQ Buyer Contact Information
Name Dr. Elaine M Wilson
E-Mail Elaine.Wilson@bcsdk12.net;
Any inquiries or requests regarding clarification of this RFQ document shall be submitted to the buyer in
writing. Offerors may contact ONLY the buyer regarding the terminology stated in the procurement
documents.
RFQ Submittal Location
All Submittals are completed Via https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities.
BONFIRE:
Registration is FREE - A valid account is needed to review the
bid opportunity.
RFQ Term
This is a one-year term for the 2026-27 School Year. With the option of Renewal for the next 4 years.

THE PERSON SIGNING THIS BID MUST BE LEGALLY AUTHORIZED TO
BIND THE COMPANY
DATE:
COMPANY NAME:
COMPANY ADDRESS:
TELEPHONE NUMBER (AREA CODE & EXTENSION):
VENDOR FAX NUMBER:
VENDOR EMAIL ADDRESS:
PRINT REPRESENTATIVE NAME:
SIGNATURE OF REPRESENATIVE:
TITLE OF REPRENTATIVE:
FED ID NUMBER: -
VENDOR WEB PAGE ADDRESS:

Ladies and Gentlemen:
The Bibb County School District takes this opportunity to announce that we are requesting bids
for Band Repair Services, For the FY 2026-2027 General Fund will be the method of
payment.
Bids will be accepted before June 25th, 2026 At which time will they be released to the review
committee for evaluation purposes?
All bids will be evaluated as described in the attached document. Time is of the essence and any
bids received after the announced time and date for submittal, whether by mail or otherwise, will
be rejected. The time of receipt shall be determined by the time clock stamp in the Purchasing
Department.
Late bids received will be so noted in the bid file in order that the vendor's name will not be
removed from the subject commodity/service list. Late bids will not be considered.
All Vendors completing this bid should register online as well. Please visit the Bibb County
School District website, under Department, Procurement, and Vendor Registry,
www.bcsdk12.net.
If you have any questions concerning this bid, please submit them in writing to Elaine M.
Wilson, Elaine.wilson@bcsdk12.net. In addition, all communication relating to this bid
solicitation, either before or after the bid opens, must be coordinated through the Purchasing
Department to Elaine Wilson, via email ONLY; Elaine.Wilson@bcsdk12.net.
Your interest and participation in submitting a bid will be appreciated.
Dr. Elaine M. Wilson
Executive Director of Procurement

I. INTRODUCTION
The Bibb County School District (hereinafter referred to as "District") is soliciting proposals from
Providers (hereinafter referred to as "PROPOSER" qualified to provide Band Repair Services as
needed for FY 2027.
The information provided in the Request for Proposal (hereinafter referred to as "RFQ") specifications is
only to be used for the purpose of preparing a proposal detailing the costs of providing the quotes for the
product. Each PROPOSER is expected to read these specifications with care. Failure to meet each or a
combination of specified conditions may invalidate your proposal.
The Bibb County School District believes that the data contained in these specifications is sufficient for
the preparation of offers. The information is believed to be accurate and is based upon the latest available
information but is not to be considered in any way as a warranty. The DISTRICT reserves the right to
reject any or all offers or any portion thereof and to accept the offer deemed most advantageous to the
DISTRICT.
II. GENERAL BACKGROUND
* The DISTRICT is comprised of 38 School Locations; this bid will be under the Fine Arts
Department.
IV. SCOPE OF SERVICES
I. Band Instrument Repairs (Brass, Percussion, and Woodwind): Band instrument repairs may be
conducted on-site in a mobile vehicle designed to service band instruments or at the vendor's
place of business.
II. Once requested by the Department of Fine Arts & Magnet Programs of the Bibb County School
District through use of the Repair Request Form and authorization number, the majority of
band instrument repairs throughout the year will be required to be completed through a method
designed to service band instruments (with return to the school) within seven business days.
Any instrument requiring more than the required seven business days for repair and return to
the school must immediately be reported to the Department of Fine Arts & Magnet Programs of
the Bibb County School District.
III. Summer band instrument repairs may be conducted on-site in a mobile vehicle designed to
service band instruments or at the vendor's place of business.
IV. Record keeping must be impeccable in accounting for and repairing specifically tagged
instruments in groups that have specific authorization numbers as identified through the
Department of Fine Arts & Magnet Programs.
V. Instruments must be repaired as approved in advance by the Department of Fine Arts & Magnet
Programs and invoiced to the Department of Fine Arts & Magnet Programs with authorization
number and with teacher signature indicating completion of the approved repairs for the entire
authorization number.
4

VI. If an instrument is potentially cost-prohibitive in charges projected to be more than half the value of the
instrument to the District, the vendor must provide a written estimate only regarding the repair.
VII. The vendor is not permitted to be on-site at a school without prior appointment arranged through the
Department of Fine Arts & Magnet Programs.
VIII. The vendor will ONLY receive the award approval from the designated BCSD representative. Once the
award is made, we will make sure you receive a meeting including our discussion of instructions
pertaining to repairing the instruments, as included above.
IX. The bidder shall provide the lowest cost and the highest cost for each item on this RFQ, which will
remain valid throughout the stipulated performance period. The pricing shall include the items as
specified. If so stated in the bid specifications, the Board may request an option to renew the contract at
the bid price for a specified time period.
X. We would like to have a bidder within 250 Miles of the Bibb County School District, due to the delivery
schedules needed within the district.
VII. PREPARATION OF PROPOSALS
A. PROPOSER is expected to examine this Request for Proposal (RFQ) carefully,
understand the terms and conditions for providing the pertinent services, and respond
completely. Failure to respond completely may result in disqualification. Questions
about this RFQ shall be directed, in writing or by email to
Elaine.wilson@bcsdk12.net.
B. If any carrier contemplating submitting a proposal is in doubt as to the true meaning
of any part of these specifications, contact the DISTRICT's Procurement office for a
written request for interpretation thereof. It is suggested that any and all questions be
sent by email to Elaine.Wilson@bcsdk12.net. No inquiries or questions of
substantive nature will be answered after 8:00 am on 04/27/208, to allow ample time
for distribution of answers and/or any changes.
C. Failure to respond to all portions of this RFQ may result in the PROPOSER's
response being deemed non-responsive. If DISTRICT deems a Proposal
non-responsive, it will be disqualified. An officer or principal of the PROPOSER
must sign proposals, however, an agent if accompanied by written evidence of
authority may sign them.
D. The Proposal response should indicate whether the PROPOSER would be able to
include all items identified in this RFQ. If a Proposal does not identify whether the
PROPOSER will include these items, the PROPOSER may be disqualified.
E. All Proposals should include the PROPOSER's federal tax identification number.
VIII. SELECTION PROCESS
The district will conduct a comprehensive, fair and impartial evaluation of all Proposals
5

received in response to this RFQ. Each Proposal will be analyzed to determine overall
responsiveness and qualifications under the RFQ. Criteria to be evaluated, not necessarily in
order of priority, may include the items listed below. Final approval of a selected PROPOSER is
subject to the action of DISTRICT's District Council.
DISTRICT may accept, within the time specified herein, any Proposal in whole or in part,
whether there are negotiations after its receipt. If subsequent negotiations are conducted, they
shall not constitute a rejection or alternate RFQ on the part of DISTRICT.
The Contract will be awarded to the respondent whose Proposal will be most advantageous to
DISTRICT, as determined by the evaluation factors listed herein and by the recommendation of
the Selection Committee, with approval of the District Board if applicable
IX. RESERVATION OF RIGHTS
The DISTRICT reserves the right to:
* Reject any and all Proposals received.
* Issue a subsequent RFQ
* Cancel the entire RFQ
* Remedy technical errors in the RFQ process
* Negotiate with any, all or none of the respondents to the RFQ
* Accept the written Proposal as an offer
* Waive minor informalities and irregularities
* Accept one or more Proposals for all or part of the RFQ.
This RFQ does not commit the DISTRICT to enter a Contract, nor does it obligate it to pay any
costs incurred in preparation and submission of Proposals or in anticipation of a Contract.
REQUEST FOR QUOTES ONLY
REQUEST FOR INFORMATION
All questions and/or correspondence during the entire proposal process shall be directed in
writing to the Administrator. Correspondence may be submitted via e-mail to
Elaine.wilson@bcsdk12.net. OR ON THE EUNA/BONFIRE PORTAL
During the entire period of solicitation, proposal, and evaluation, no Offeror shall contact any
Board member or employee of BCSD concerning this solicitation. Such action could result in
the Offeror being removed from further consideration in this solicitation.
Offeror's Responsibility:
It shall be the responsibility of the selected Offerors to meet all specifications and guidelines set forth
therein. No offer will be considered that does not provide a serious and reasonable proposal to the
solicitation. Each proposal will be evaluated in its entirety.
6

Submission of Proposal:
BONFIRE SUBMISSION ONLY
Basis of Award:
Pricing and Delivery
Preparing the Proposal:
We are seeking Pricing ONLY.
7