Local - Musical Instrument Manufacturer

REQUEST FOR PROPOSAL
Instruments and Equipment
RFP Number: RFP-2026-002
Issue Date: July 31, 2026
Proposal Due Date: August, 31, 2026, 9:00 AM
District: Jackson County School System
1. Purpose
The Jackson County School System (the District) is soliciting sealed proposals from qualified
musical instrument manufacturers and authorized dealers to furnish new band and music
classroom instruments, equipment, and accessories for Hoschton High School, scheduled to
open in Fall 2027. The District anticipates purchasing a comprehensive inventory of musical
instruments, equipment, and accessories to support the opening of Hoschton High School.
The District seeks educational-quality instruments that provide long-term durability, consistent
performance, and value for students participating in concert band, marching band, percussion,
jazz band, and classroom music instruction.
The District reserves the right to award contracts in whole or in part to one or more vendors
whose proposals are determined to be in the best interest of the District. Submission of a
proposal for the entire Scope of Work is not required. Vendors are encouraged to submit
proposals only for those categories, products, or services they are able to provide in
accordance with the specifications contained in this RFP.
2. Scope of Work
Vendor(s) shall provide:
Musical instruments
Music classroom equipment
Instrument accessories
Manufacturer warranty, where applicable
Initial inspection and setup, where applicable
Serial number documentation
Product literature and warranty information
3. General Requirements
All products shall:
Meet or exceed professional educational standards.
Be suitable for daily use in a high school music program.
Be in excellent operating condition and free from defects that would impair
performance or reliability.
Include standard manufacturer accessories appropriate for the equipment furnished.
Include protective cases or storage solutions, where applicable.

Be supplied by an authorized manufacturer or dealer, or another reputable vendor with
demonstrated experience in educational music equipment.
Used, refurbished, or demonstration products may be proposed, provided the vendor clearly
identifies their condition, certifies that they are fully functional, and includes all applicable
warranty and service information. The District reserves the right to determine the acceptability
of any proposed product based on its condition, expected service life, warranty, and overall
value.
Equivalent products will be considered provided they meet or exceed the specifications
contained in this RFP.
4. Instrument Specifications
The Jackson County School System seeks durable, educational-quality instruments and
equipment to support a comprehensive high school band program. Instruments and equipment
shall be suitable for classroom instruction, rehearsals, performances, and extracurricular
activities.
Unless otherwise specified, all proposed instruments and equipment shall:
Meet or exceed professional educational standards.
Be suitable for daily student use.
Include standard manufacturer accessories.
Include protective cases or covers, where applicable.
Be designed for long-term educational use.
The categories below represent the anticipated scope of equipment requested. Vendors may
propose equivalent products that meet or exceed the specifications contained in this RFP.
Category Equipment May Include
Woodwinds Piccolos, Flutes, Bb Clarinets, Bass Clarinets, Soprano Saxophone, Alto
Saxophones, Tenor Saxophones, Baritone Saxophones, Oboes, Bassoons
Brass Trumpets, Mellophones, French Horns, Trombones, Baritones,
Euphoniums, Marching Baritones, Tubas, Marching Tubas: either
sousaphone or contras
Concert Timpani, Marimbas, Vibraphones, Xylophones, Glockenspiels, Chimes,
Percussion Concert Bass Drums, Concert Snare Drums, Concert Toms, Concert
Cymbals, Suspended Cymbals, Tam-Tams (Gongs), Auxiliary Percussion,
Drum Sets
Marching Marching Snare Drums, Multi-Tenor Drums (Quads/Quints), Marching
Percussion Bass Drums, Marching Cymbals, Front Ensemble Equipment, Electronic
Percussion, Percussion Carriers, Percussion Carts and Storage Equipment

Keyboard Concert Piano, Upright Practice Piano, Digital Pianos, Electronic
Instruments Keyboards, Synthesizers, and Harmony Director.
Equipment Field Conductors' Podiums, Drum Major Conducting Platforms, Field PA
Systems, Wireless Microphones, Audio Mixers, Amplifiers, Speakers and
Subwoofers, Audio Carts, Electrical Distribution Equipment, Cables and
Connectors, Equipment Trailers, Instrument Carts, Percussion Carts
Additional Requirements
Digital keyboards and pianos shall include manufacturer-recommended stands, pedals,
benches (where applicable), power supplies, and standard accessories.
Acoustic pianos shall include matching benches and manufacturer-recommended
accessories necessary for installation and performance.
The District reserves the right to purchase any combination of the equipment identified
above.
5. Vendor Qualifications
Each proposal shall include:
Company profile
Years in business
Authorized dealer status
Three educational references
Warranty information
Service and repair capabilities
Estimated delivery timeline
6. Delivery & Warranty
Vendor shall provide:
Delivery inside designated music facilities
Initial inspection
Serial number documentation
Warranty information
Repair procedures
Service contact information
Estimated repair turnaround
7. Proposal Content Requirements
To facilitate a consistent evaluation, proposals should be organized in the following order:
Cover Letter
Product Specifications
Price Proposal

Delivery Schedule
Warranty Information
References
Exceptions
Vendors proposing equivalent products shall clearly identify the manufacturer, model number,
and documentation demonstrating that the proposed product meets or exceeds the minimum
specifications contained in this RFP.
8. Price Proposal
Vendors shall submit a complete pricing proposal that clearly identifies the products and
services being offered.
The pricing proposal shall include, at a minimum:
Manufacturer
Model Number
Unit Price
Delivery Time
Warranty
Discounts (if applicable)
If proposing an equivalent product, vendors shall clearly identify how the proposed product
meets or exceeds the minimum specifications contained in this RFP.
The District reserves the right to negotiate final quantities, products, and pricing with the
selected vendor(s) prior to contract award.
9. Evaluation Criteria
Proposals will be evaluated using factors that may include:
Evaluation Criteria Weight
Product Quality 35%
Vendor Experience 20%
Warranty & Service 20%
Price 20%
Delivery Schedule 5%

10. Submission Instructions
Submit proposals electronically in PDF format or in a sealed envelope marked 'Instruments and
Equipment RFP - Do Not Open Until Official Review.' Proposals are due August 31, 2026, at
9:00 AM.
Submit to:
Melissa Gillespie
Jackson County School System
1660 Winder Highway
Jefferson, GA 30548
mgillespie@jcss.us
11. Timeline
Milestone Date
RFP Issued July 31, 2026
Questions Due August 21, 2026
Addenda Issues (if necessary) August 25, 2026
Proposal Deadline August 31, 2026
Board Approval September 14, 2026
Delivery June 2027
12. General Conditions
The District reserves the right to reject any or all proposals, cancel this solicitation, negotiate
with vendors, request additional information, waive minor irregularities, and award the contract
in whole or in part. The District may request product demonstrations, clarifications, or best and
final offers prior to award. Submission of a proposal constitutes acceptance of the terms of
this RFP unless specifically noted otherwise.
13. Equal Opportunity
The District encourages participation by all qualified vendors and does not discriminate on the
basis of any protected classification under applicable law.
14. Contact Information
All communications regarding this RFP shall be directed to:
Melissa Gillespie
Jackson County School System
706-367-5151 ext. 33001
mgillespie@jcss.us