Project Information

Bid Title

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

Issuing Agency

Waukee Community School District

Location

Iowa

Published Date

May 11, 2026

Closing Date

May 21, 2026

Government Level

State & Local

Status

Closed

Original Source

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Project Description

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

Bid Deadline:
May 21 2026 at 2:00 PM CST

More Details

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.

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.

Questions and Answers

All questions regarding this solicitation must be received via email to jjanssen@waukeescho ols.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-to-bidders/ . Answers will not be provided on an individual basis.

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.

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.

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.

Firm Proposal Terms

Respondent guarantees all proposal terms including price will remain firm for at least ninety (90) days following the RFP Close date.

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.

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

• Request for Proposal WCSD 25 015 Band and Music Instruments, Equipment, and Related Services

Attachment Preview

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

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For the purposes of this RFP and the resulting contract, the following terms shall

mean:

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“District” means Waukee Community School District that is issuing the RFP and

any other agency that purchases from the Contract.

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“Contract” means the Master Agreement(s) entered into with the successful

Respondent(s).

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“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.

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“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.

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“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.

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“Responsive Proposal” means a Proposal that complies with the material

provisions of this RFP.

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“RFP” means this Request for Proposals and any attachments, exhibits, schedules

or addenda hereto.

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“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

Release Date

Questions Due

Bid Due Date

Board Approval

Date/Time (CST)

05/11/2026 8:30 AM

05/15/2026 2:00 PM

05/21/2026 2:00 PM

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

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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

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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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Commodity Codes

• NAICS 339992Musical Instrument Manufacturing
• NAICS 451140Musical Instrument and Supplies Stores
• NAICS 711130Musical Groups and Artists
• NAICS 711510Independent Artists, Writers, and Performers
• NAICS 811219Other Electronic and Precision Equipment Repair and Maintenance

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