(EXTENDED) - Chemical Cleaning and Routine Maintenance of Brass Instruments (RFP 26-020-085)

(EXTENDED) - Chemical Cleaning and Routine
Maintenance of Brass Instruments
Request for Proposals No. 26-020-085
GPR Event No. PE-65615-NONST-2026-000000105
NOTICE TO VENDORS
Brief Description: Annual Cleaning & Repair of Brass Instruments for Fine Arts Dept.
Service Location(s): Middle & High Schools
Complete solicitation documents may be obtained at www.fcboe.org. FCPS is not responsible
for respondents and/or subcontractors not obtaining the information provided through the full
set of contract documents.
Responses must be submitted via email, mail/parcel delivery, or hand delivery to the Fayette
County Public Schools offices located at the LaFayette Educational Center and directed to
Matthew D. Roberts, Purchasing Manager. Envelopes should be sealed and marked
conspicuously on the front with the solicitation name and number above.
SUBMISSION - BY HAND, MAIL OR COMMON COURIER
Fayette County Public Schools
ATTN: Matthew Roberts, Purchasing Department
LaFayette Educational Center
205 LaFayette Ave., Fayetteville, GA 30214
SUBMISSION - BY EMAIL to: roberts.matthew@fcboe.org
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Chemical Cleaning and Routine Maintenance of Brass Instruments (RFP 26-020-085)
Objective
Fayette County Public Schools (hereinafter FCPS or the District) is soliciting proposals via this
Request for Proposals (hereinafter RFP) from interested and qualified respondents to provide
annual chemical cleaning and routine maintenance of brass instruments for middle and high
school fine arts programs, as specified within this solicitation, for middle and high schools
across the District.
As is more fully explained in this RFP, an award, if made, will be made to the responsible and
responsive respondent who provides the best solution to the described need, taking into
consideration multiple evaluation factors as determined by the FCPS and defined herein.
It is the respondent's responsibility to address all elements of this RFP. Any respondent failing to
meet the terms and conditions herein may suffer a reduction in their evaluation score up to a
complete rejection of their proposal.
Responses Due
Responses to this request for proposals are due no later than the date and time specified in the
timeline of events either physically or electronically to the FCPS Purchasing Department located
at the LaFayette Educational Center, Building A, 205 LaFayette Avenue, Fayetteville, GA, 30214.
Proposals received after the specified date and time will not be considered.
Section A: Instructions to Respondents
1. Designated Representative
1.1. The FCPS Purchasing Department has designated the following staff member as
the representative of the Department and District during the solicitation process:
Matthew Roberts, Purchasing Manager (roberts.matthew@fcboe.org)
2. Communication Restriction
2.1. From the date of issuance of this RFP until an award is made all communications
must be through the designated representative listed above.
2.1.1. Failure to comply with this restriction or attempts to communicate with
other Fayette County Public Schools staff may result in rejection of your
proposal.
3. Respondent Registration
3.1. Respondents are encouraged to register with the designated representative listed
above via email after reviewing this solicitation.
3.2. Respondents who register will automatically receive an email update with
additional documents such as addenda and be notified of award issuance, even
if they choose not to submit a proposal.
4. Schedule of Events
4.1.
RFP Released Week of March 16, 2026
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Chemical Cleaning and Routine Maintenance of Brass Instruments (RFP 26-020-085)
Respondent Questions Due Before 9:00 AM, Monday, March 30, 2026
Addenda Issued (if applicable) Week of March 30, 2026
Proposals Due (EXTENDED) Before 9:00 AM, Monday, May 11, 2026
5. Georgia Open Records Act Compliance (O.C.G.A. 50-18-70)
5.1. This solicitation and any resulting responses, evaluations, contracts, agreement,
or purchase orders are subject to the Georgia Open Records Act and may be
released publicly.
5.2. Pursuant to the act, for any records or documents marked as "confidential" or
"trade secrets" the respondent must submit and attach to the records an affidavit
affirmatively declaring that specific information in the records constitutes trade
secrets according to O.C.G.A. 10-1-761.
5.2.1. Failure to attach such an affidavit will result in the record being
considered public and subject to release under the Georgia Open Records
Act.
5.2.2. If FCPS determines that the specifically identified information does not
constitute a trade secret, it shall notify the entity submitting the affidavit
of its intent to disclose the information within ten days unless prohibited
from doing so by an appropriate court order.
5.2.3. In the event the entity wishes to prevent disclosure of the requested
records, the entity may file an action in superior court to obtain an order
that the requested records are trade secrets exempt from disclosure. The
entity filing such action shall serve the requestor with a copy of its court
filing.
5.2.4. If the agency determines that the specifically identified information does
constitute a trade secret, the agency shall withhold the records, and the
requester may file an action in superior court to obtain an order that the
requested records are not trade secrets and are subject to disclosure.
6. Solicitation Documents and Forms
6.1. Documents and forms required for submission as part of this RFP can be found
on the FCPS Purchasing Department website.
6.2. Failure to include required submissions listed herein may result in a rejection of
the proposal.
6.3. A list of required forms is contained herein and additional submissions may be
required per the specifications contained herein.
7. Proposal Delivery
7.1. Proposals should be sent to the FCPS Purchasing Department and must be
received before the proposal due date and time specified in the solicitation.
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Chemical Cleaning and Routine Maintenance of Brass Instruments (RFP 26-020-085)
7.2. Proposals may be submitted electronically, by mail, or hand-delivered to the
LaFayette Educational Center, Building A, 205 LaFayette Avenue, Fayetteville,
Georgia 30214, Attention: Purchasing Department.
7.3. No faxed or telephone proposals will be accepted or considered.
7.4. Proposals may be emailed to the designated representative if meeting the
following guidelines:
7.4.1. Emailed proposals must be in a consistent, clear, and readable format
and complete. (Adobe PDF format is preferred unless specified
otherwise)
7.4.2. All proposal documents should be bound in one document. Multiple
separate documents may result in evaluation score reductions.
8. Attachments
8.1. Any specification listed with "Must Include Attachment" should include a
document within the proposal conforming to standards set forth.
8.2. All attachments must be clearly marked and labeled using the following format:
Attachment #, Solicitation Reference, Respondent Name, Solicitation Title, and
Number.
9. Proposal Format Requirements
9.1. The proposal should be typed and legible as well as formatted to comply with
accessibility standards (refer to ADA and Section 508 compliance).
9.2. The solicitation document has been carefully organized. All sections,
specifications/requirements, and appendices are numbered; therefore proposals
should be organized in the same manner referencing the solicitation document
when necessary.
9.3. Proposals must be submitted with the following sections clearly identified and
delineated:
9.3.1. Letter of Interest
9.3.2. Technical Proposal
9.3.3. Qualifications and Experience
9.3.4. References
9.3.5. Price/Cost
10. Multiple Proposals from the Same Respondent
10.1. Respondents may submit more than one proposal when offering multiple
alternatives.
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Chemical Cleaning and Routine Maintenance of Brass Instruments (RFP 26-020-085)
10.2. Proposals must be separate and each should conform to all terms and
conditions within the solicitation.
10.3. Proposals must be labeled separately so as to easily identify different proposals
from the same respondent.
Section B: Scope of Work and Specifications
1. Background and Project Overview
1.1. The District's Fine Arts Department is seeking a qualified and responsible vendor
to provide annual chemical cleaning and routine maintenance of brass
instruments used in secondary band programs at its five middle schools and five
high schools.
1.2. Each year during the Spring and Summer brass instruments from band programs
are sent for chemical cleaning and routine maintenance to prepare instruments
for use in the coming school year. As specified within, the successful respondent
will provide pick-up and delivery services to each school ensuring all instruments
are cleaned and made ready for use before the start of the new school year in
early August.
2. Design/Technical Requirements and Specifications
2.1. Provide cleaning and sanitizing of brass band musical instruments for all Fayette
County Public Schools fine arts programs as identified in Appendix A.
2.1.1. Respondents should describe their method for cleaning and sanitizing
procedures that comply with, or exceed, industry best practices to prevent
damage, increase instrument longevity, and provide the maximum
protections for student health. (Must Include Attachment)
2.2. Respondents should describe minor routine maintenance tasks to get the
instruments back into playable condition that would be performed each calendar
year to ensure instrument longevity and proper operation for students including
which annual maintenance tasks are included and how additional maintenance
needs are determined. (Must Include Attachment)
2.2.1. Maintenance outside the scope of 'minor routine maintenance tasks'
should be discussed with each director with an estimate of repairs
provided in writing to the director. Recommended repairs should then be
approved in writing by the director before the repair work commences.
2.3. Respondents should describe their method of inventorying and tracking
individual instruments during the pick-up, service, and return processes. (Must
Include Attachment)
2.4. The awarded respondent will be responsible for providing a list of instruments
cleaned and sanitized as well as routine maintenance inventory performed on
each instrument at the time of return to the school.
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Chemical Cleaning and Routine Maintenance of Brass Instruments (RFP 26-020-085)
3. Performance and Service Requirements
3.1. The awarded respondent will be required to pick up instruments from each
school location (as identified in Appendix A). Pick-up of instruments must be
scheduled with the directors (point of contract) at each school.
3.1.1. The awarded respondent will be required to schedule a date and time for
such pick-up and return with the point of contact listed in Appendix A for
each location.
3.2. All instruments must be returned as scheduled with the point of contact for use
in summer band camp programs.
3.3. The awarded respondent will be required to handle all instruments with care and
will be responsible for any/all damages occurring during their custody.
Section C: Evaluation of Proposals
1. Evaluation Committee
1.1. All proposals deemed responsive will be evaluated by a review committee
composed of project administrators and end-users.
1.2. Criterions based on qualifications and experience, a submitted proposal, and
price/cost will be used in the evaluation process.
2. Evaluation Methodology
2.1. The committee will perform a complete evaluation and verification process on a
rating system of required proposal components contained herein based on an
"Excellent", "Good", "Fair", or "Poor" rating.
2.1.1. Excellent ratings will be issued four (4) points. Excellent ratings are
issued when the proposed solution fully complies with the requirements
of the specification and can be used as the high mark during the
evaluation process.
2.1.2. Good ratings will be issued three (3) points. Good ratings are issued when
the proposed solution partially complies with the requirements of the
specification but meets the intended goals of the project.
2.1.3. Fair ratings will be issued either two (2) points or one (1) point. Fair
ratings are issued when the proposed solution partially complies with the
requirements of the specification but requires modification to meet the
intended goals of the project.
2.1.4. Poor ratings will be issued zero (0) points. Poor ratings are issued when
the proposed solution does not comply with the requirements of the
specification or the specification is not addressed at all.
2.2. Cost will be evaluated on a weighted scale with the lowest cost receiving the
most available points and other respondent's cost evaluated against lowest cost
by percentage.
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Chemical Cleaning and Routine Maintenance of Brass Instruments (RFP 26-020-085)
2.3. The committee will be the sole and final determiner of awarded points and
whether or not a proposed solution complies with the specifications and
intended goals of the project.
3. Interviews and Presentations
3.1. Post-proposal interviews and presentations may be required, in person at the
committee's direction or desire.
3.2. Submission of a proposal does not guarantee an interview or presentation.
3.3. Selection for interviews and presentations is at the sole discretion of the
evaluation committee.
4. Contract Award and Negotiations
4.1. The evaluation committee will issue a recommendation to award following the
outcome of its evaluation process.
4.2. The committee reserves the right to reject any or all bids.
4.3. A recommendation to award does not guarantee a contract. Final approval from
the Superintendent and/or Board of Education may be required.
4.4. Following a recommendation to award, the Superintendent or their designee may
engage in final negotiations with the selected respondent.
Section D: General Terms and Conditions
The FCPS General Terms and Conditions are posted on the Purchasing Department website
under the heading of Vendor Terms, Conditions, and Forms and attached to this solicitation. By
submission of a proposal, the respondent acknowledges they have read and understood these
General Terms and Conditions as well as any terms and conditions contained herein.
Section E: Special Terms and Conditions
1. Contract Incorporation
1.1. This solicitation will be incorporated into any resulting contract.
1.2. When this solicitation and any resulting contract are in conflict, Fayette County
Public Schools will determine the controlling method.
1.3. Only the Superintendent or his direct designee may sign or enter into a contract
on behalf of Fayette County Public Schools.
2. Term
2.1. The proposal term will begin from the time of award through June 30, 2027, with
an option to renew for four (4) additional terms.
2.1.1. Terms are defined as the fiscal year from July 1st to June 30th of each
calendar year.
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Chemical Cleaning and Routine Maintenance of Brass Instruments (RFP 26-020-085)
3. Substitutions and Alternates
3.1. Products similar to or other than specified may be acceptable if in compliance
with all requirements of these specifications and are of the same or better
quality.
3.2. The respondent must provide substantiation that proposed substitution or
alternate does not violate any other manufacturer's patents, patents allowed, or
patents pending and that the alternate proposed meets the same specifications
contained herein.
3.3. The FCPS shall be the sole determiner of specification compliance and alternate
acceptability.
3.4. No pre-proposal approval will be given for a proposed alternative.
4. Insurance Requirements
4.1. Respondents are required to submit a current and valid Certificate of Insurance
(COI) per the General Terms and Conditions and any specification contained
herein.
4.2. Should the respondent choose to utilize subcontractors for installation or other
matters, the respondent must provide a valid COI for the subcontractor per the
requirements of the General Terms and Conditions.
5. Sequencing and Scheduling
5.1. The schedule of numbers of instruments to pick up, contact information for the
directors, and dates of pick up will be coordinated through the FCPS Fine Arts
Department and Dr. Dan Lane, Coordinator of Fine Arts Programs. Dr. Lane will
also serve as the primary point of contact for the project.
Section F: Required Forms and Submissions
1. Required Respondent Submissions
1.1. Storage, handling requirements, and recommendations.
1.2. Material Safety Data Sheets for chemicals used in the cleaning and sanitizing
process.
1.3. Warranties: Submit warranty documents if applicable.
2. Cost Proposal
2.1. All respondents must include a separate cost proposal.
2.2. Pricing not entered in the cost proposal form will not be considered.
2.3. If pricing variations exist for different finishes/materials/options the respondent
must include an attachment describing variations and associated costs.
2.4. Costs should be in line-item format detailing all costs applicable to the proposed
solution and a grand total cost to execute the proposed solution fully.
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Chemical Cleaning and Routine Maintenance of Brass Instruments (RFP 26-020-085)
3. Letters of Recommendation
3.1. The respondent must include a minimum of three (3) letters of recommendation
dated within the previous two (2) calendar years.
3.2. Letters must be from clients/customers who have engaged the respondent in
previous services and must include details such as a description/scope of work,
timeline and budget parameters, and assessment of the respondent's ability to
complete work/service as specified.
3.3. Each letter must contain contact information including organization/firm, contact
name, telephone, and email.
3.4. Letters from organizations and projects similar to the scope and size of Fayette
County Public Schools are preferred.
4. Solicitation Response Form
4.1. Respondents must complete a Solicitation Response Form attached hereto and
available online at the Purchasing Department website.
4.2. This form must be placed on top, or as the first page of your proposal.
4.3. Failure to attach could result in a reduction in score or a rejection of your
proposal.
5. Certificate of Insurance
5.1. The respondent must submit a current certificate of insurance detailing coverage
limits as defined in this RFP and the FCPS General Terms and Conditions.
5.2. Failure to attach could result in a reduction in score or rejection of your proposal.
5.3. The selected respondent will be required to submit a COI naming Fayette County
Public Schools as an additional insured party.
6. W-9 Form
6.1. The respondent must submit a current Internal Revenue Service W-9 Form
complete with proper signature.
6.2. Failure to attach could result in a reduction in score or rejection of your proposal.
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Chemical Cleaning and Routine Maintenance of Brass Instruments (RFP 26-020-085)
Solicitation Response Form
Chemical Cleaning and Routine Maintenance of Brass Instruments (RFP 26-020-085)
Place this form on top of your response.
Company Name:
Point of Contact:
Street Address:
City:
State:
Zip Code:
Telephone:
Email:
Website:
Authority to Act
The undersigned states that he/she has the requisite authority to act on behalf of
his/her employer in these matters and has offered to provide the products/services in
accordance with the terms and conditions herein.
Terms, Conditions, and Specifications
Through the submission of response and signature below, the respondent verifies that
their solution, if applicable, complies fully, or complies with an exception, to all stated
general and special terms, conditions, and specifications. See the FCPS General Terms
and Conditions for further information and directions on notating exceptions to stated
specifications.
Addenda
Through the submission of response and signature below the respondent verifies that
they have read and understood any addenda issued for this solicitation if issued.
Signature: ______________________________ Date:_____________________
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