BCSD Library Furniture Bid #24-03-02 Instructions

Agency:	Bakersfield City School District
State:	California
Type of Government:	State & Local
NAICS Category:	337127 - Institutional Furniture Manufacturing 337211 - Wood Office Furniture Manufacturing 337214 - Office Furniture (except Wood) Manufacturing
Posted Date:	Mar 13, 2024
Due Date:	Apr 9, 2024
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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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

March 13, 2024

Dear Prospective Bidder:

The Bakersfield City School District is soliciting bids for library shelving and furniture pieces for 37

school sites. Sealed bids will be received until Tuesday, April 9, 2024, 11:00 a.m. Faxed responses will

not be accepted. Bids must be labeled as shown below:

BCSD BID #24-03-02

LIBRARY FURNITURE

ATTENTION PURCHASING DIRECTOR

1300 BAKER STREET

BAKERSFIELD, CA, 93305

Bid opening: 4/9/24 at 11:00am

As you prepare your response, please know that it is the district’s intent to award this Bid to the lowest

responsive and responsible bidder per line item. By submitting your response, if awarded only a portion

of the bid, you are agreeing to provide those line items to the district, at the prices quoted. Failure to

provide any awarded items, at the prices quoted, will disqualify your company from participating in

future bids with the Bakersfield City School District. A listing of anticipated quantities of products

needed is included for your review only, and not a guarantee of purchases in similar quantities.

All items must be quoted, delivered and set in place, F.O.B. Bakersfield City School District, to 37

school sites. Purchase orders are estimated to be released on or before May 1, 2024, with REQUIRED

delivery and set in place on or before September 13, 2024.

Please review the General Information and Proposal Specifications carefully before preparing your

response. Pricing must be firm for one (1) year beginning May 1, 2024. Contingent on available

funding, additional furniture pieces may be added for delivery and set in place. Price increases after the

initial one year period will be honored with evidence of a manufacturer’s price increase, so long as not

to exceed 5% per line item. This bid will be awarded for one (1) year and has an option for renewal for

two (2) additional one-year terms provided both parties agree, in accordance with Education Code

Section 17595 (K-12). The total potential bid life is three (3) years.

If you are an awarded vendor, a follow up meeting will be required to select colors for each piece of

furniture awarded prior to Bakersfield City School District releasing a purchase order.

All prospective responders must notify the Purchasing Department via email to westd@bcsd.com and

balderamag@bcsd.com with intent to bid in order to receive changes and addenda. If you have any

questions regarding this bid package, please email all questions to David West, westd@bcsd.com on or

before 10:00 a.m., March 27, 2024. An addendum, if needed, will be issued April 3, 2024. We look

forward to receiving your bid.

Sincerely,

David West

Director, Stores and Purchasing

BAKERSFIELD CITY SCHOOL DISTRICT

Education Center - 1300 Baker Street

Bakersfield, CA 93305

GENERAL CONDITIONS AND INSTRUCTIONS FOR

BIDDING EQUIPMENT AND/OR SUPPLIES

BCSD LIBRARY FURNITURE- BID #24-03-02

1. All responses including the attached bid form must be sealed and delivered to the Department of

Stores and Purchasing Services, 1300 Baker Street, Bakersfield, California, on or before Tuesday,

April 9, 2024, at 11:00 am and will be opened and read publicly by the Director of Stores and

Purchasing soon thereafter. The date and time of opening must appear on the bid envelope. It is the

bidder’s responsibility to ensure your bid has arrived in the Purchasing office before the bid deadline.

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

facsimile or electronic mail transmission.

2. All bids must be signed, clearly, in longhand with the firm name and by a responsible officer or

employee. Obligations assumed by such signature must be fulfilled. Bid pricing to be good through

May 1, 2025. 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 typed or written in ink on the enclosed BCSD Bid Form which

includes 37 school sites. Bids written with a pencil will not be accepted. Bids not presented on the

BCSD bid form shall be disregarded (PCC 20111.5) Verify all quotations before submission, as they

cannot be corrected after the bids are opened. 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. Bidders may elect to bid on any or all items on this bid. “ALL OR NOTHING” BIDS WILL NOT BE

ACCEPTED.

5. The use of the name of a manufacturer, or any special brand, make, or model number, in describing

any items in the Bidding Documents does not restrict bidders to that manufacturer or specific article.

An equal of the name product will be given due consideration. Specifications or model numbers from

manufacturers are included in this bid for clarification purposes. A substitution request form is

provided and sample products must be physically presented to District Staff prior to 10:00 a.m. March

27, 2024. The Board of Education reserves the right to be the sole judge of the merit and suitability of

such supplies, equipment, or services.

6. All items are to be bid, delivered, and set in place, F.O.B. Bakersfield City School District, 37 school

sites as designated on purchase orders. No charge for containers, packing, draying, handling, or any

other purpose will be allowed over and above the prices quoted. California sales tax will be included

on purchase orders.

7. 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 he 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 causes of delay will prevent timely delivery.

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

causes creates a hardship for the district, the Governing Board may, at its option, rescind the contract.

Delays due to supply issues are not acceptable.

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8. This request does not commit the District to pay for any costs incurred in the submission of the bid or

in making necessary studies or designs for the preparation thereof, nor to procure or contract for the

services or material.

9. 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 or 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 allowed 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.

10. The Bakersfield City School District reserves the right to reject any or all bids, to waive any

irregularities or informalities in any bids or in the bidding process, and to award more than one

contract. 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.

11. Questions regarding this quote request may be submitted in writing via email to: David West,

Purchasing Director, westd@bcsd.com on or before 10:00 a.m. March 27, 2024. An addendum will

be issued, if necessary, on or before April 3, 2024. 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.

12. Each bidder must return a fully executed non-Collusion affidavit and Federal Certifications, as required

by Public Contract Code section 7106, with the completed bid proposal. The noncollusion affidavit

and certifications are included in this bid package.

13. 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 on all areas of District property.

14. 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.

15. 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. The venue shall be with the

appropriate state or federal court located in Kern County.

16. 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.

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17. 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.

18. All pricing quoted herein shall remain firm through May 1, 2025. Price increases on renewal years

may not exceed 5 percent. A price increase, if exercised, shall be fully justified by the vendor and

proved by a test of the marker and/or submission of documents from the manufacturer. Percentage

increases will be taken into account when reviewing the renewal options. At no time shall an increase

exceed five (5) percent. In the event that the market conditions change resulting in a price decrease, it

is expected that the successful bidder shall pass those savings onto the District.

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. The successful bidder shall maintain during the life of this contract Public Liability and Property

Damage Insurance to protect themselves and the District from all claims for personal injury, including

accidental death, as well as from all claims for Property Damage arising from the operations under this

contract. The minimum amounts of such insurance shall be as hereinafter set forth. Successful bidder

may be required to furnish certificates of insurance, naming Bakersfield City School District as

additional insured, prior to the start of work.

Amounts of Insurance: Bodily Injury and Accidental Death Liability Insurance including auto (both

owned and non-owned): Not Less than $1,000,000/$2,000,000 aggregate.

Property Damage including auto (both owned and non-owned): Not less than $2,000,000 aggregate.

21. 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 of

appliance furnished or used under this bid.

22. Please include on a separate sheet warranty information on all products bidding.

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BAKERSFIELD CITY SCHOOL DISTRICT

SUBSTITUTION REQUEST FORM

LIBRARY FURNITURE

Bid No. 24-03-02

Vendor Name: ________________________________________________________________________

Address: ______________________________________________________________________________

Phone/Fax: ___________________________________________________________________________

Line item on Bid: _________________________________________________________________

Proposed Product Manufacturer: _____________________________________________________

Proposed Product Model#: ________________________________________________________

Present a point-by-point comparative data AND SAMPLE before 10:00 a.m., March 27, 2024. Be

sure to include product description, performance, and test data adequate for the evaluation of the

request. Notification of acceptability of the proposed substitution will be made on or before April

3, 2024.

The Undersigned certifies:

• Proposed substitution has been fully investigated and determined to be equal or superior

in all respects to the specified product's performance.

• The same warranty (if applicable) will be furnished for the proposed substitution as for the

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: ______________________________

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BCSD Library Furniture Bid #24-03-02 Instructions

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