BCSD School and Office Supplies Bid #24-04-02 Instructions

Agency:	Bakersfield City School District
State:	California
Type of Government:	State & Local
NAICS Category:	424120 - Stationery and Office Supplies Merchant Wholesalers 453210 - Office Supplies and Stationery Stores
Posted Date:	Mar 27, 2024
Due Date:	Apr 17, 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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David West

Director

Department of Stores and Purchasing

westd@bcsd.com

BAKERSFIELD CITY SCHOOL DISTRICT

EDUCATION CENTER, 1300 BAKER STREET

BAKERSFIELD, CALIFORNIA 93305-4326

(661) 631-4712

FAX: (661) 861-9907

March 27, 2024

Dear Prospective Bidder,

The Bakersfield City School District is soliciting bids for School and Office supplies. Bids will be received until

Wednesday, April 17, 2024 at 11:00 a.m. Bids shall be labeled Bid #24-04-02 School and Office Supplies and

must be delivered to Bakersfield City School District Purchasing, Attention: Purchasing Director, 1300 Baker

Street, Bakersfield, CA 93305. Faxed bids will not be accepted.

BID #24-04-02

SCHOOL AND OFFICE SUPPLIES

ATTENTION PURCHASING DIRECTOR

1300 BAKER STREET

BAKERSFIELD, CA 93305

Bid opening: 4/17/2024 at 11:00 a.m.

All items noted, or their equal 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 your bid 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 various quantities. The bid will be awarded by line

item to the lowest responsive and responsible bidder for one year, July 1, 2024 – June 30, 2025.

Bid pricing must remain fixed through June 30, 2025. District shall be notified in writing 60 days prior to any

price increase. Any price increases must be a result of and evidenced by documentation supporting

manufacturer price increases and is limited to 5% per line item for the term of the bid. All items must be bid,

delivered, F.O.B. Bakersfield City Schools 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 May 28, 2024 Board Meeting. Please visit the BCSD.com

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

All prospective Bidders must notify the Purchasing Department via email to Ernest Garcia-Diaz,

garciaer@bcsd.com, and Bertha Acosta at acostab@bcsd.com with intent to bid in order to receive changes and

addenda. We look forward to receiving your bid.

Sincerely,

David West

Director, Stores and Purchasing

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BAKERSFIELD CITY SCHOOL DISTRICT

GENERAL CONDITIONS AND INSTRUCTIONS FOR

BIDDING EQUIPMENT AND/OR SUPPLIES

SCHOOL AND OFFICE SUPPLIES - Bid #24-04-02

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 Wednesday, April 17,

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 in longhand with the company name and by a responsible officer or employee.

Obligations assumed by such signature must be fulfilled. Bid pricing is to be good through June 30, 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 B.C.S.D. bid sheets. Bids written with a

pencil will not be accepted. Verify all quotations before submission, as they cannot be corrected after the

bids are opened. 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. 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 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 due to supply

issues are not acceptable.

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

Order, 30 days or less from the date of the Purchase Order.

7. The Board of Education 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.

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8. Bidders may elect to bid on any or all items on this bid. “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. A substitution request form is provided and sample

products must be presented to District Staff prior to 10:00 a.m., April 10, 2024. 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.

12. A 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 10, 2024, may be considered a reason for the

disqualification of the bid.

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 or objection supported by all

relevant information, facts, and details. 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 may be submitted in writing via email: to: Ernest Garcia-Diaz, Asst.

Purchasing Director, garciaer@bcsd.com, and Bertha Acosta, acostab@bcsd.com on or before 10:00 a.m.

April 10, 2024. An addendum will be issued, if necessary, on or before April 12, 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.

15. Each bidder must return a fully executed Non-Collusion affidavit and Federal Certifications with the

completed bid proposal. The documents are included in this bid package.

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 on 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.

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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 of appliance

furnished or used under this bid.

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SUBSTITUTION REQUEST FORM

School and Office Supplies

Bid No. 24-04-02

Company Name:

Address:

Phone / Fax:

Line Item on Bid:

Description:

________________________________________________________________________

Proposed Brand & Product:

Proposed Prod. #:

Provide Point-By-Point comparative data and sample by 10:00 a.m. April 10, 2024, include product description,

performance, and test data adequate for evaluation of the request. Notification of acceptability of the proposed substitution

will be made

on or before April 12, 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:

Substitution approved - Substitution approved as noted

Substitution rejected

Substitution Request received too late

Signed by:

Date:

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BCSD School and Office Supplies Bid #24-04-02 Instructions

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