Project Information

Bid Title

BCSD Paper Products (Index/NCR) Bid #26-04-03 Instructions

Issuing Agency

Bakersfield City School District

Location

California

Published Date

Apr 16, 2026

Closing Date

May 19, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

BCSD Paper Products (Index/NCR) Bid #26-04-03 Instructions

Attachment Preview

BAKERSFIELD CITY SCHOOL DISTRICT

David West

Director

Department of Stores and Purchasing

w e s t d @ bcsd.com

EDUCATION CENTER, 1300 BAKER STREET

BAKERSFIELD, CALIFORNIA 93305-4326

(661) 631-4712

FAX: (661) 861-9907

April 16, 2026

Dear Prospective Bidder

The Bakersfield City School District is soliciting bids for Paper Products (Index/NCR), Bid #26-04-03. Bids will

be received until Tuesday, May 19, 2026, at 11:00 a.m. via our online bidding portal. Vendors must register

through the District’s online bidding portal to review and submit bid opportunities www.bcsd.com/planetbids.

All specified items, or approved equal items, will be considered and it is imperative that bidders clearly identify the

brands, product numbers, package quantities, and unit prices for the items bid. Any ambiguities in a bid response

may be grounds for rejection of that item. If there is any question as to the “or equal” nature of the alternate offering,

please include a sample (see condition numbers 11 & 12). Please review the attached ‘General Conditions and

Instructions for Bidding’ prior to preparing your bid. Sample submission deadline is 10:00 a.m., April 30, 2026.

A listing of our historical usage of specific items over a six (6) month period is included for your review only and

is not a guarantee of purchases in similar quantities. Items will be ordered on an “as needed” basis in various

quantities.

The Bid will be awarded by line item to the lowest responsive and responsible bidder(s). The bid pricing is to

remain firm through December 31, 2026. No price increases may take effect during the first 90 days of award.

Thereafter, any requested increase must be submitted in writing at least 30 days in advance, supported by

manufacturer documentation, and may not exceed 5% per line item unless otherwise approved by the District. All

items must be bid delivered, F.O.B., to Bakersfield City School District warehouse or individual school site, as

noted on the purchase order, within thirty (30) calendar days of the purchase order date.

Bid tabulations will be available online after the June 9, 2026, Board Meeting. Please visit the website:

https://www.bcsd.com/purchasing for bid tabulations.

All prospective bidders must register to participate in the bid through the District’s online portal to review bid

opportunities, receive changes, and addenda. We look forward to receiving your electronic bid response.

Sincerely,

David West

David J. West

Director, Stores and Purchasing

Page 1 of 12

BAKERSFIELD CITY SCHOOL DISTRICT

GENERAL CONDITIONS AND INSTRUCTIONS FOR

BIDDING EQUIPMENT AND/OR SUPPLIES

PAPER PRODUCTS (INDEX/NCR) - Bid #26-04-03

1. All responses including the attached bid forms must be submitted online, on or before Tuesday, May 19,

2026, at 11:00 a.m. It is the bidder’s responsibility to ensure your bid is submitted before the bid deadline.

Late bids will not be accepted. The district will not accept any bids or bid modifications submitted by

facsimile, via hardcopy, or electronic mail transmission.

2. All bids must be submitted by a responsible officer or employee. Obligations assumed by such submission

must be fulfilled. Bid pricing is to be good through December 31, 2026. A successful bidder shall not be

relieved of the bid submitted without the District’s consent or bidder’s recourse to Public Contract Code

Section 5100 et seq. No bidder may withdraw a bid for a period of sixty (60) days after the date set for the

opening of bids.

3. All prices or notations must be submitted online. Verify all quotations before submission, as they cannot

be corrected after the bids are opened. Bids not submitted on the online portal shall be disregarded. Bidders

are limited to one price per line item. Multiple bids by a single vendor will not be accepted unless alternative

bids are called for, and otherwise will be deemed non-responsive.

4. All items are to be bid, delivered, F.O.B. Bakersfield City Schools District warehouse or school site as

designated on the purchase order. No charge for containers, packing, draying, handling, or any other

purpose will be allowed over and above the prices bid. Return of products for warranty purposes shall be

free of all cost to the District.

5. The successful bidder shall not be held responsible for delays in performance of the contract caused by

strikes, lockouts, labor disturbances, lack of or failure by transportation, acts of the government or other

causes similar to the foregoing which are beyond the control of and are not the fault of the bidder; provided

however, that whenever the bidder shall claim that delays are due to any or all of the above-named causes

the bidder shall within five days after the occurrence of existing cause or causes of delay, request extension

of time from the Governing Board of the District; such request shall be in writing and shall state in detail

the reason or reasons why the said cause or caused of delay will prevent timely delivery. If the Governing

Board finds that extension of time equal to the delay resulting from such cause or causes of the Governing

Board may, at its option, rescind the contract. Delays attributable to supply chain or inventory issues will

not constitute excusable delays.

6. The delivery date of supplies, equipment, or services shall be as specified on the District’s Purchase Order

or within 30 days of the Purchase Order date. All items which have an asterisk (*), must be delivered

palletized for tailgate delivery with notification to our warehouse 24 hours in advance of delivery

7. The Board of Education anticipates awarding by line item to the lowest responsive and responsible bidder;

however, the Board reserves the right to reject any or all bids, waive informalities, and award one or more

contracts as permitted by law. Per Public Contract Code Section 20117, if two or more bids are identical

in all respects, the district may determine by lot which bidder will be awarded the contract or the vendor

who has offered the most consistent service and reliability in the past. This requirement applies to

competitive bidding for the purchase, sale, or lease of real property, supplies, materials, equipment services,

bonds, or the awarding of any contract.

Page 2 of 12

8. Bidders may elect to bid on any or all items. “ALL OR NOTHING” BIDS WILL NOT BE ACCEPTED.

9. Pursuant to Public Contract Code Sections 20118 and 20265, other school districts, public agencies,

political subdivisions, municipalities and tax-supported agencies in the State of California, including but

not limited to Cities, Counties, County Office of Education, State Agencies, and Public School Districts

may purchase products and/or associated alternates under same terms and conditions of this bid. The

District waives its right to require other districts to draw their warrant in favor of the district and authorizes

each district/agency to make payments directly to the successful bidder.

10. Bidders have the option to accept or decline this piggyback option on a per-request basis.

11. Alternate supplies, equipment, or services will be considered. The Board of Education reserves the right

to be the sole judge of the merit and suitability of such supplies, equipment, or services. The use of the

name of a manufacturer, or any special brand, make, or model number, in describing any items in the

Contract Documents does not restrict bidders to that manufacturer or specific article. An equal of the named

product will be given due consideration. Specifications or model numbers from manufacturers are included

in this bid for clarification purposes. Refer to Appendix B of this document for full technical specifications.

12. All paper being submitted for the bid must contain bid specification on the label, (i.e. line item, brightness,

size, weight, etc.) A sample ream or package must be submitted for each item that is bid by the vendor

when it is not bid as specified with exception to the bid item 132401. A minimum of 10 reams must be

submitted for bid item 132401. Failure to submit sample by April 30, 2026 may be considered reason for

disqualification of bid. A Substitute Request Form is included in this bid package.

13. Should any bidder question or protest the award of contract to the apparent low bidder(s), such question or

protest must be furnished in writing to the Director of Purchasing no later than three (3) working days

following the date of bid opening. Untimely protests will not be reviewed by the District and will be

returned to the proposer. Such submittal must fully explain the basis of objection supported by all relevant

information, facts, and details. The letter must be signed by an authorized representative stating specific

reason(s) for the protest including all relevant facts (law, rule, regulation, and criteria). Bid protests will be

reviewed by the Director of Purchasing and the Assistant Superintendent of Business Services. The affected

proposer will be given an opportunity to rebut the evidence and present evidence that the proposer should

be allowed to perform the work. The District will issue a written final decision within fifteen (15) days of

receipt of the protest unless factors beyond the District’s reasonable control prevent such resolution.

14. Questions regarding this bid must be submitted through the “Q&A” tab in the online bidding portal on or

before 10:00 a.m. April 30, 2026. An addendum will be issued, if necessary, on or before May 5, 2026.

Oral communications by District employees concerning this bid shall not be binding on the District and

shall in no way excuse the vendor of his/her obligations as set forth in the bid.

15. Each bidder must upload a fully executed Drug-Free Workplace Certification, Iran Contracting Act

Certification, Non-Collusion affidavit, Conflict of Interest Disclosure, and Federal Certifications with the

completed bid proposal as outlined in Appendix A. The documents are included in this bid package as

individual files available through the bid portal. It is the bidder’s responsibility to ensure all files are

correctly uploaded in advance of the aforementioned bid deadline.

16. The Bakersfield City School District has been designated as a drug, alcohol, and tobacco-free District.

Tobacco use (smoked or smokeless) is prohibited at all times in all areas of District property.

17. If an awarded bidder defaults, the District may procure the materials or services from other sources,

typically the 2nd place bidder, and may recover the loss occasioned thereby from any unpaid balance due

the bidder or by proceeding against a bidder’s bond, if any, or by suit against the bidder. The prices paid

by the District shall be considered the prevailing market prices at the time such purchase is made.

Page 3 of 12

18. In the event of litigation, the bid documents, specifications, and related matters shall be governed by and

construed in accordance with the laws of the State of California. Venue shall be with the appropriate state

or federal court located in Kern County.

19. Bidder agrees to comply with, and be bound by, and assist the District in ensuring compliance with, 2 CFR

Section 200.322, as applicable. 2 CFR Section 200.322 requires the bidder to provide a preference for the

purchase, acquisition, or use of goods, products, or materials produced in the United States (including but

not limited to iron, aluminum, steel, cement, and other manufactured products), to the greatest extent

possible.

20. In connection with the execution of this contract, the bidder shall not discriminate against any employee or

applicant for employment because of race, religion, color, sex, or national origin. The bidder shall take

affirmative actions to ensure that applicants are employed and that employees are treated during their

employment, without regard to their race, religion, color, sex, or national origin. Such actions shall include,

but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment, lay-off,

termination; rates of pay or other form of compensation; and selection for training, including

apprenticeship.

21. The successful bidder shall agree not to assign, transfer, convey, sublet, or otherwise dispose of the items

appearing on this bid form, or any rights accruing thereunder, title or interest therein, funds to be received

hereunder, or any power to execute the same without the consent in writing of the District Governing Board.

Notice is hereby given that the District will not honor any assignment made by the successful bidder unless

the consent in writing, as indicated above, has been given.

22. The vendor shall hold the DISTRICT, its officers, agents, servants, and employees harmless from liability

of any nature or kind whatsoever, on account of use by the publisher or author, manufacturer, or agent, of

any copyrighted composition, secret process, patented or unpatented invention, article or appliance

furnished or used under this bid.

Page 4 of 12

SUBSTITUTION REQUEST FORM

Paper Product (Index/NCR)

Bid No. 26-04-03

Vendor Name: ___________________________________________________________________________________

Address: ________________________________________________________________________________________

Phone/Fax: ______________________________________________________________________________________

Line item on Bid: ___________________________________________________________________________________

Proposed Product: ___________________________________________________________________________________

(Including weight, size, brightness, etc.)

Proposed Product #: _________________________________________________________________________________

Provide a point-by-point comparative data and sample before 10:00 a.m., April 30, 2026. Be sure to include product description, performance,

and test data adequate for evaluation of the request. Notification of acceptability of proposed substitution will be made on or before May 5, 2026.

The Undersigned certifies:

• Proposed substitution has been fully investigated and determined to be equal or superior in all respects to the specified products

performance.

• Same warranty (if applicable) will be furnished for proposed substitution as for specified product.

• Proposed substitution does not affect Functional Performance Values.

Submitted by:

Signed by:

REVIEW AND ACTION (Office Use Only):

Substitution approved - Substitution approved as noted

Substitution rejected - Use specified materials.

Substitution Request received too late - Use specified materials.

Signed by:

Date:

Page 5 of 12

Commodity Codes

• NAICS 424120Stationery and Office Supplies Merchant Wholesalers
• NAICS 424130Industrial and Personal Service Paper Merchant Wholesalers

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