Project Information

Bid Title

BCSD Music Instrument Bid 26-04-04 Instructions

Issuing Agency

Bakersfield City School District

Location

California

Published Date

Apr 23, 2026

Closing Date

May 28, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

BCSD Music Instrument Bid 26-04-04 Instructions

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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 23, 2026

Dear Prospective Bidder

The Bakersfield City School District is soliciting bids for Music Instruments, Bid #26-04-04. Bids will be received

until Thursday, May 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 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., May 7, 2026. 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 various

quantities.

The Bid will be awarded by line item to the lowest responsive and responsible bidder(s) for one year, July 1, 2026

– June 30, 2027. The bid pricing is to 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. No

price increases may take effect during the first 90 days of award. All items must include, delivery, 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 after the June 23, 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 23

BAKERSFIELD CITY SCHOOL DISTRICT

GENERAL CONDITIONS AND INSTRUCTIONS FOR

BIDDING EQUIPMENT AND/OR SUPPLIES

Music Instrument - Bid #26-04-04

1. All responses including the attached bid forms must be submitted online, on or before Thursday, May 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. 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 liable for delays in performance caused by strikes, lockouts, labor

disturbances, transportation failures, acts of government, or other causes beyond the bidder’s control and

without the bidder’s fault. To request an extension, the bidder must submit a written request to the

Governing Board within five (5) days after the delay begins, stating in detail the cause of the delay and why

it will prevent timely delivery. If the Governing Board finds the delay excusable, it may grant an extension

equal to the period of delay. If not, the District may, at its option, rescind the contract. Delays attributable

to supply chain or inventory issues are not 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.

Page 2 of 23

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. Sample specifications 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., May 7, 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., May 7, 2026. An addendum will be issued, if necessary, on or before May 12, 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 23

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 23

SUBSTITUTION REQUEST FORM

Music Instruments

Bid No. 26-04-04

Vendor Name: ___________________________________________________________________________________

Address: ________________________________________________________________________________________

Phone/Fax: ______________________________________________________________________________________

Line item on Bid: ___________________________________________________________________________________

Proposed Product: ___________________________________________________________________________________

Proposed Product #: _________________________________________________________________________________

Provide a point-by-point comparative data and specifications before 10:00 a.m., May 7, 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 12, 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 23

Commodity Codes

• NAICS 451140Musical Instrument and Supplies Stores

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