Project Information

Bid Title

BCSD School and Office Supplies Bid #26-04-01 Instructions

Issuing Agency

Bakersfield City School District

Location

California

Published Date

Mar 31, 2026

Closing Date

Apr 28, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

BCSD School and Office Supplies Bid #26-04-01 Instructions

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BAKERSFIELD CITY SCHOOL DISTRICT

David West

Director

Department of Stores and Purchasing

westd@bcsd.com

EDUCATION CENTER, 1300 BAKER STREET

BAKERSFIELD, CALIFORNIA 93305-4326

(661) 631-4712

March 31, 2026

Dear Prospective Bidder,

The Bakersfield City School District is soliciting bids for School and Office Supplies, Bid #26-04-01. Bids will be

received until Tuesday, April 28, 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 equals 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 will be cause

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 conditions 11 & 12). Please review the attached General Conditions and Instructions for Bidding prior to

preparing your bid. A listing of our historical usage of specific items over a twelve (12) 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 varying quantities. The bid will be awarded by line item to the lowest responsive and responsible bidder for

one year, July 1, 2026 – June 30, 2027.

Bid pricing shall remain firm for the contract term unless the District approves a documented manufacturer's price

increase. Any requested increase must be submitted in writing at least 60 days in advance, supported by manufacturer

documentation, and shall not exceed 5% per line item during the term of the bid. All items must be bid, delivered,

F.O.B. Bakersfield City School District warehouse or individual school site, as noted on the purchase order within

thirty (30) business days of the purchase order date.

Bid tabulations will be available online following the May 26, 2026, Board Meeting. Please visit the BCSD.com

website, under the Purchasing Department, to view active bids.

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 West

Director, Purchasing

BAKERSFIELD CITY SCHOOL DISTRICT

GENERAL CONDITIONS AND INSTRUCTIONS FOR

BIDDING EQUIPMENT AND/OR SUPPLIES

SCHOOL AND OFFICE SUPPLIES - Bid #26-04-01

1. All responses including the attached bid forms must be submitted online, on or before Tuesday, April 28, 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 June 30, 2027. 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.

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 the 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 cause of delay will prevent timely delivery. If the Governing Board finds that extension

of time is 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.

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.

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. If requesting to substitute a product, please include all relevant information including manufacturer and model

numbers. Samples are required if bidding on a substitute item. A physical sample must be submitted for each

item that is bid by the vendor when it is not bid as specified. Failure to submit samples prior to 10:00 a.m. April

14, 2026, may be considered a reason for the disqualification of the 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 14, 2026. An addendum will be issued, if necessary, on or before April 17, 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 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.

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.

Appendix A

Required Documents

ATTENTION: The online bid portal will not allow a bidder to click the "Submit" button if any of the

mandatory documents listed below are missing. It is the bidder’s responsibility to ensure all files are correctly

uploaded in advance of the aforementioned bid deadline. All bids must be submitted by a responsible officer

or employee.

1. Non-Collusion Declaration

2. Conflict of Interest Disclosure Statement

3. Drug-Free Workplace Certification

4. Federal Certifications

5. Iran Contracting Act

6. Piggyback Cooperative Purchasing Agreement

Commodity Codes

• NAICS 424120Stationery and Office Supplies Merchant Wholesalers
• NAICS 453210Office Supplies and Stationery Stores

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