Notice to Respondents: RFB WCSD-25-015 Band and Music Instruments, Equipment and Related Services

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 Date/Time (CST)
Release Date 05/11/2026 8:30 AM
Questions Due 05/15/2026 2:00 PM
Bid Due Date 05/21/2026 2:00 PM
Board Approval 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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4.5 Respondents must treat all Waukee Community School District financial and
operational data as confidential and may not disclose any information without
written consent from Waukee Community School District.
5. Evaluation and Award
5.1 Waukee CSD reserves the right to accept or reject any or all proposals. The
Issuing Officer will review the proposals for compliance with the RFP
requirements. All answers provided to the questions asked in this RFP are
subject to verification. Misleading answers shall be grounds for disqualification at
any stage in the procurement process.
5.2 Waukee CSD reserves the right to make a written request for additional
information from a prospective Respondent to assist in understanding or
clarifying a Proposal.
5.3 The Issuing Officer will retain non-compliant Proposals.
5.4 Proposals determined by the Issuing Officer to be responsive and compliant with
the RFP will be evaluated. To be deemed a Responsive Proposal, the Technical
Proposal shall:
Technical proposal shall address all items noted in section 7.0 of the RFP.
5.5 Disqualification
Waukee CSD may reject proposals outright for any one of the following reasons:
Respondent fails to deliver the proposal by the due date and time.
Respondent states that a service requirement cannot be met.
Respondent response materially changes a service requirement.
Respondent response limits the rights of Waukee Community School
District.
Respondent fails to include information necessary to substantiate that it
will be able to meet a service requirement.
Respondent fails to respond to Waukee Community School District's
request for information, documents, or references.
Respondent fails to include any signature, certification, authorization,
stipulation, disclosure or guarantee requested of this RFP.
Respondent presents the information requested by this RFP in a format
inconsistent with the instructions of the RFP.
Respondent initiates unauthorized contact regarding the RFP.
Respondent provides misleading or inaccurate responses.
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5.6 Evaluation Committee
Waukee CSD will use an evaluation committee to conduct a comprehensive, fair,
and impartial evaluation of Technical Proposals received in response to this RFP.
Waukee CSD will award to the Respondent whose responsive Proposal the
Waukee CSD believes will provide the best value. The evaluation committee will
recommend an award based on the results of their evaluation to the Waukee
CSD School Board that shall approve the recommendation. All Awards are
subject to School Board and legal review and approval.
After the Technical Proposals are evaluated and scored, the Cost Proposals will
be opened and scored. The cost proposal for each respondent will be evaluated
in comparison with the other cost proposals received.
The cost proposal for each respondent will be evaluated in comparison with the
other cost proposals received.
5.7 Evaluation Criteria
Each Proposal will be evaluated based on the below categories:
o Relevant Experience and Qualifications 20%
o Product Offering 25%
o Service Capability 30%
o Cost Proposal 25%
o Total Score 100%.
5.8 Award and Negotiation of Contract
After selection, Waukee CSD will meet with the Respondent for the purpose of
negotiating an Agreement that is acceptable to both parties. In the event that
the parties do not achieve an acceptable agreement, Waukee CSD reserves the
right, at its sole discretion, to negotiate with other Respondents. Should the
above process not result in a contract, Waukee CSD will re-evaluate relevant
issues and take appropriate follow-up action.
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6. Scope of Services
Any information provided in the Technical Proposal is subject to consideration for
consideration, evaluation, and scoring.
It is the Waukee CSD's intent to incorporate the Request for Proposal and your
Respondents proposal response as part of the overall contract. Identify any sections of
your proposal that you would not be able to incorporate into a contract with the
Waukee CSD and explain why. It is not acceptable to exclude the entire proposal.
The following documents and responses shall be included in the Technical Proposal in
the order given below:
6.1 Mandatory Requirements
All items listed in this section are Mandatory Specifications.
Respondent shall mark either "yes" or "no" to each specification in their
Proposals. By indicating "yes" a Respondent agrees that it shall comply with that
specification throughout the full term of the Contract, if the Respondent is
successful.
The Respondent shall provide references and/or supportive materials to verify
the Respondent's compliance with the specification.
6.1.1 The Respondent shall provide a comprehensive portfolio of products and
services supporting K-12 music programs.
6.1.2 Product Categories
Woodwind, brass, percussion, and string instruments.
Keyboards and pianos.
Classroom instruments.
Sound and acoustic equipment.
Music literature and instructional materials.
Accessories and parts.
Band and Music classroom furniture.
Entire Respondent Catalog available to K- 12 Districts.
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6.1.3 Product Standards
All items must be new and unused unless otherwise specified.
Must meet all listed manufacturer specifications offered no matter
brand, make or mode number.
Must include manufacturer warranty.
Minimum one (1) year labor warranty required.
FOB Destination Prepaid.
No Minimum Orders.
6.1.4 Services
Instrument repair (priority May-August).
Cleaning and maintenance.
Tuning services.
Emergency repair services (Immediate repair needed, not able to
wait till usual pick up or service times).
Local Facility Location, contact hours and dedicated Waukee CSD
representatives contact information and hours of operation.
Beginning Band Rentals
Instrument demos, recruitment and support for 4th graders
available?
6.1.5 Service Timing Requirements
Respondent expectations for:
Regular School Building Visits: How often and when?
Is Pick Up and Delivery of Instruments available?
Are Loaner Instruments available for the District if use of services
will require an extended amount of time?
Emergency Repair Services?
Marching band instruments returned by mid-August.
Academic instruments to be returned to the District prior to
August 15, 2026.
Service expectations per need including pick up, in shop and
return timing. ?What is the expected return time of equipment
back to the school building per service request?
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6.1.6 Respondent must describe their:
Warranty pricing.
Return/restocking policies.
Payment methods (including credit card fees).
Promotional pricing practices.
Price adjustment methodology.
Federal compliance pricing (if applicable).
6.2 Technical Requirements
The Respondent shall provide a comprehensive portfolio of products and services
supporting K-12 music programs.
Proposals must include Services listed below:
6.2.1 Executive Summary
Respondent shall prepare an executive summary and overview of the
services it is offering, including all of the following information:
Statements that demonstrate that the Respondent has read and
understands the terms and conditions of the RFP.
An overview of the Respondent's plans for complying with the
specifications of this RFP.
Any other summary information the Respondent deems to be
pertinent.
6.2.2 Firm Proposal Terms
Respondent shall guarantee in writing the services offered in the Proposal
are currently available and that all Proposal terms, including price, will
remain firm for the number days indicated in Section 4.4.
6.2.3 Background Information and Experience
Firm overview and qualifications
Relevant K-12 experience
Experience with public sector clients
Staffing and support structure
Subcontractor relationships (if any)
6.2.4 Value-Added Services
Additional offerings that enhance contract value.
6.2.5 Addendums
Respondent shall review, sign and attach all Addendum posted.
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