Board Agenda - June 05, 2007

4. #2007-030, Musical instruments

Presenter: Richard Matkin

Purpose: A - Request decision - closure required

Time: No time limit

Description:

This is a compliance bid that will establish approved vendors and pricing for the purchase of musical instruments for the school year 2007-2008. This bid will be in effect for fifteen (15) months and is a renewable bid.

Bids were evaluated by a committee from the Fine Arts Department. The bid documents stated that standard items are specified because of their known quality. The District reserves the right not to ask for samples or test alternatives where the standard item is available at a reasonable price. A standard item will be assumed to have a reasonable price as long as the unit cost for the specified item does not exceed the unit cost of the proposed alternate by fifteen percent (15%). The following alternates were rejected based on this cost criteria, and the next lowest bid item was awarded.

K&S Music - items #22, 23, 26 Brook Mays Music - items #41, 42, 43 Peripole-Bergerault - items #89, 106 Frisco Strings - items #158, 167, 168, 169 Alvin Fry - items #158, 175 Cadenza Violins - items #158, 162, 164, 176, 182, 183, 185, 186 Dallas Strings - items #166, 179, 180 Wayne Burak & Assoc - item #180 Williamson Music Co. - item #182, 183

The bid document also specifies that on-site service is required for items #1-189. The following alternates have been rejected for lack of on-site service and the next lowest bid item was awarded.

Taylor Music - items #91, 92, 96, 98, 102, 103, 112, 113, 116, 123, 125,127, 149, 150, 156, 157

Staff has reviewed this bid and recommends the acceptance of low bid on all items with the following exceptions: items #15, 27, 40, 41, 43, 47, 48, 78, 90, 100, 104, 137, 158-183, 185, 186, 197, 201, 204-207, 210-212, and 216. Detailed justifications are provided for those exceptions as follows: (Justifications available as an attachment.)

Recommendation:

The Administration recommends that this bid be awarded as follows:

Brook Mays Music Items #4, 8, 50, 51, 52, 53, 54, 55, 77, 78, 213, 219

Cadenza Violins Items #161, 163, 165

Dallas Strings Items #197, 200, 208, 218, 219

Frisco Strings Items #170, 219

Holze Music Items #23, 48, 65, 75, 89, 99, 130, 142, 167, 168, 169, 189, 196, 214, 215, 219

K&S Music Item #219

Lone Star Percussion items Items #100, 104, 105, 106, 115, 118, 119, 120, 121

Mr. E's Music Items #20, 67, 68, 69, 70, 71, 72, 133, 135, 136, 137, 140, 141

Music & Arts Center Items #2, 3, 5-7, 10-12, 15-17, 19, 22, 24-35, 37-41, 43-45 47, 57, 59-64, 66, 73, 79-83, 85-87, 90-98, 101-103, 107- 114, 116-117, 122-127, 131-132, 134, 138, 143-158, 181, 192, 202, 204, 212, 219

Peripole-Bergerault Items #139, 219

Romeo Music Item #219

Shar Products Co Items #199, 203, 216, 219

Southwest Strings Items #205-207, 209, 219

Taylor Music Items #190-191, 219

Washington Music Center Items #193, 217, 219

Wayne Burak & Assoc Items #159, 162, 164, 166, 173-177, 182-183, 219

Wenger Corp Items #194-195, 210, 219

Williamson Music Co. Items #9, 13-14, 18, 21, 42, 46, 49, 56, 58, 74, 76, 88, 128, 129, 160, 171-172, 178-180, 184-186, 198, 201, 211, 219

World Wide Piano Items #187-188

No Bids Items #1, 36, 84

Percentage Discount off Catalog:
Brook Mays - 30%
Romeo Music - 15%
Dallas Strings, Inc. - 0%
Southwest Strings - 10%
Frisco Strings - 0%
Taylor Music, Inc. - 0%
Holze Music Company - 0%
Washington Music Center - 35%
K&S Music - 0%
Wayne Burak & Associates - 20%
Music & Arts Center - 0%
Wenger Corporation - 0%
Peripole-Bergerault - 20%
Williamson Music Co. - 35%

Business Impact:

Estimated Value: $400,000.00
Budget/Financial Implication: Operating Budgets and 2004 Bond Funds
Evaluation Criteria: Purchase Price; Quality of Goods; Best Meets the Needs of the District

Summary:

Appendix:

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