I.          Student Recruitment/Merchandising Service

            A.        Participating vendors must be able to provide a recognized test of musical aptitude and an individual qualified to administer the test to interested students upon request
                        during the Display Night activities.

            B.        Participating vendors must provide an individual(s) able to demonstrate during the course of the display evening all band instruments which may be sold or rented to any
                        band student.

            C.        Participating vendors must have available, at the display, a pamphlet with photographs showing each band instrument to be sold or rented.

            D.        Participating vendors must have present at the display an individual with knowledge about instrumental music and music merchandising to provide an informative
                        lecture and demonstration.

   II.     Rental-Purchase and Purchase Options Required.

                        The vendor must offer a rental-purchase plan which meets the following criteria:

            A.        The student must have the option of renting a new or used instrument.  A fixed rental charge shall be applied toward the purchase price.  Finance charges shall not
                        change during a continuous period of rental.  The student shall have to option at any time to return the instrument without obligation beyond the rent due as of the date
                        of return based on the condition of the instrument.

            B.        Each student shall have the option of purchasing on a one time, cash, check, or credit card payment basis any instrument listed on the promotional materials or
                        demonstrated at the display night meeting or listed on an instrument price list approved by the district’s band director.

            C.        Every instrument rented or purchased must be warranted against defects in materials and workmanship for a period of one year.

            D.        The vendor may offer at the purchaser’s option an insurance policy on the instrument.

III.       Program Services Required of the Vendor

            A.        The vendor shall make available for delivery within five(5) school days from the date of the order, the accessory items listed in attachment A.

            B.        The vendor must provide comprehensive repair services for all instruments used in the band.  The repair service may be provided by the vendor directly or through
                        subcontractor procedures which shall not reduce the vendor’s obligation to meet the service standards and schedules.

                        1.         The service must be capable of making all instrument repairs including complete overhauls.

                        2.         The service must include the capability of performing instrument re-lacquering.

                        3.         All services must be provided by a qualified technician who meets standards of training and experience satisfactory to the band director.

                        4.         The service must provide loan instrument to students whose instruments are being repaired when requested by the band director.

                        5.         The service must provide for pick-up and delivery of instruments for repair without cost to the student or the school.

IV.       Display Night Procedure

A.        Vendors are required to be present at the Edgewood-Colesburg School by_____(time)       pm on_______(date), for a vendor informational meeting during which display areas and program schedules will be determined.  Dates and times will be determined annually.

            B.        The Display Night program will commence in the high school auditorium at ________(times to be determined).  During this program, school personnel will make
                        introductory comments and each vendor will be provided five minutes in which to explain their specific rental-purchase options.

            C.        All displays will be set up prior to 6:00 pm with the following limitations:

                        1.         Each vendor shall offer and have on display the instruments and method books as listed on attachment B or their equivalents as approved by the band director. 
                                    The appropriate book for each band instrument must be available for show and sale.

2.         No banners may be displayed.  Vendors may use place cards to identify themselves.

                        3.         Each dealer will be allowed a maximum of 4 representatives.

                        4.         Informational materials and credit applications may be handed out only within each vendor’s assigned area.

                        5.         Each vendor shall provide a detailed listing to the band director by individual student name, instrument rental or purchase, the manufacturer or brand name, and
                                    the names of all instrument method books following the conclusion of the Display Night activities.

V.        Qualifications of Vendors

            A.        Vendors who wish to participate in the display night of the Edgewood-Colesburg Schools must comply with the notice requirements.  All vendors shall guarantee                         that they are able to provide all services and abide by all the terms in the conditions for participation.

            B.        Qualifications as vendor shall be for a period of one school year, except that violation of rules or failure to meet any Condition for Participation shall be grounds for
                        immediate vendor disqualification and removal from the Display Night activities.

            C.        Failure to satisfy any one or more of the Conditions for Participation shall be grounds for disqualification of the vendor for that year’s display meeting and  that vendor
                        shall continue to be disqualified from participation until such time as the vendor is able to demonstrate to the district its ability to comply with the Conditions for
                        Participation.

 

 

Reviewed: 01/15/2020

 

The following procedures have been established to determine which musical instrument vendors will be qualified to participate in Display Night activities.

1. The administration shall publish a notice in the newspaper requesting all interested vendors to contact the district.
    
2. The administration with the assistance of the Band Director shall list the names of the specific instruments and method books that each vendor will be required to display.
    
3. The list of instruments and methods books shall be attached to the Conditions for Participation Statement and forwarded with a cover letter to each vendor that requests to participate in the Display Night program at least fifteen (15) days prior to the Display Night.
    
4. The vendor will be requested to make a written response to each item listed on the Condition to Participation Statement and forward the response to 
               (administrator)                        prior to            (15 day prior notice)   .
    
5. Based on the review of each of the vendor’s written response, the administration shall determine which vendor(s) qualifies to be invited to participate in the Display Night activities.  Vendor qualification will be determined by a positive response to each and every item listed on the Conditions of Participation.
    
6. Music instructors from the school district shall be available during the Display Night activities to counsel and assist the student and parents.
    
7. The administrator or his/her designee will conduct the vendor informational meeting which will include the allocation of spaces and program presentation.  Space allocation and program presentation will be mutually agreed to or determined by drawing lots.
    
8. The administrator or his/her designee shall receive and file the detailed listing of individual student’s purchase/rental of instruments, instrument brand names, and methods books.
    
9. A review of the evening’s activities will be made by the administrative staff to determine whether any violation of the Condition for Participation were observed.  If a vendor did violate a condition, the vendor will receive written notice of the violation.

 

 

Reviewed: 01/15/2020