BCSD Desktop Bid with White Glove Services 26-08-01 Instructions

BAKERSFIELD CITY SCHOOL DISTRICT
David West EDUCATION CENTER, 1300 BAKER STREET
Director BAKERSFIELD, CALIFORNIA 93305-4326
Department of Stores and Purchasing (661) 631-4712
westd@bcsd.com FAX: (661) 861-9907
August 18, 2026
Dear Prospective Bidder:
The Bakersfield City School District is soliciting bids for All-In-One Desktops, Bid #26-08-01 for
districtwide use. Bids will be received until Thursday, September 17, 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 https://go.bcsd.com/planetbids.
As you prepare your response, please know that it is the district's intent to award the bid in its entirety to a
single, overall lowest responsive and responsible bidder. Partial bids will not be accepted. By submitting your
response, you are agreeing to provide the 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. Bidders must be authorized H.P. resellers to bid on Desktops. If bidding
another manufacturer or model number other than the specified HP ELITE STUDIO 8 G1I 24 AIO (see
Appendix B), a substitution request form and sample product must be provided prior to 10:00 a.m.,
September 9, 2026.
Pricing must be firm for sixty (60) days following school board approval which is estimated to be October 27,
2026. This bid will be awarded for one (1) year and has an option for renewal for two additional one-year
terms provided both parties agree, in accordance with Education Code Section 17596 (K-12). Price increases
after the initial 60 days may not exceed 5 percent and must be fully justified by the vendor and proved by a
test of the market and/or submission of documents from the manufacturer. 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. The total potential bid life is three (3) years.
All items on the initial order must be bid delivered, F.O.B., Bakersfield City School District on or before
December 30, 2026, including white glove services. White glove services include asset tagging, initial set up
with system I.D. configurations, desktop inventory enrollment, and providing electronic copies of serial and
asset tag number to member of the Bakersfield City School District Information Technology Team. The
initial purchase of desktops will be up to 200 units and additional purchases will be made in increments of
25-50 units, contingent upon available funding. If you have any questions regarding this bid package,
please utilize the Q&A tab on the bidding portal on or before 10:00 a.m. September 9, 2026. An addendum
will be issued, if necessary, on or before September 11, 2026.
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 bid response.
Sincerely,
David West
David J. West
Director, Stores and Purchasing

BAKERSFIELD CITY SCHOOL DISTRICT
Education Center - 1300 Baker Street Bakersfield, CA 93305-4326
Department of Stores and Purchasing
GENERAL CONDITIONS AND INSTRUCTIONS FOR
BIDDING EQUIPMENT AND/OR SUPPLIES
DESKTOP REPLACEMENT AND WHITE GLOVE SERVICES - Bid #26-08-01
1. All responses, including the attached bid forms must be submitted online, on or before Thursday,
September 17, 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 firm through December 30, 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 and 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. The District will pay only the State sales and use
taxes. Federal excise taxes are not applicable to school districts.
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. Bidders must bid on all line of this bid. PARTIAL BIDS WILL NOT BE ACCEPTED.
7. 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 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 specifications along with a sample desktop must be presented, free of expense,
to District Staff prior to 10:00 a.m., September 9, 2026.

8. 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. Understanding supply chain issues and
manufacturing issues, the district will extend the initial delivery date to December 30, 2026 with mutual
consent.
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. 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.
10. 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, by coin flip, or to 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, material, equipment
service, bonds, or the awarding of any contract.
11. Each bidder must upload a fully executed Drug-Free Workplace Certification, Non-Collusion
affidavit, Conflict of Interest, Iran Contracting Act, 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.
12. 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.
13. 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.
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 matter 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.
16. 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.

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 consent in writing, as indicated above, has been given.
18. 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 insure 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 forms of compensation; and selection for
training, including apprenticeship.
19. All pricing quoted herein shall remain firm through December 30, 2026. Price increases on renewal
years may not exceed the 5% aggregate. A price increase, if exercised, shall be fully justified by the
vendor and proved by a test of the market 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.
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 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.

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

Appendix B
Technical specifications
IMPORTANT NOTE TO BIDDERS:
To ensure the highest level of accuracy and to assist in the preparation of a responsive bid, the Bakersfield City School
District has provided Appendix B as a complete reference for all required items.
* Full Descriptions: While all items listed here match the "Line Items" tab within the online bidding portal,
the portal interface may require users to "mouse over" or "hover" to view long-form descriptions.
* Accuracy: This document provides the full technical specifications, manufacturer names, and model
numbers that have been approved through previous history.
* Requirements: Specific Product Identification: For line items where the District has listed multiple
acceptable manufacturers or "approved equals," the bidder must clearly identify the specific manufacturer
and model number they are bidding.
* Substitutions: 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 Substitute
Request Form is included in this bid package.
Line Item Responses
All bidders are required to provide responses in each of the three form fields available for each line item on the
bid. All Line Items must have a Unit Price or a Response of "No".
* Unit price: Please enter the unit price based on the unit of measure indicated.
* Response:
"Yes" - Indicates that the bidder has bid the line item product as specified
o
"No" - Indicates that the bidder chooses not to bid on this line item
o
"Alt" - Indicates that the bidder has provided an approved substitute alternative item as outlined
o
in section 7 of the General Conditions and Instructions for Bidding Equipment and/or Supplies.
* Comments: Please indicate the manufacturer and model number of the alternate approved substitute.
HP ELITE STUDIO 8 G1I 24 AIO - SPECIFICATIONS
* HP EliteStudio 8 G1i 24 AiO BU -Non-Touch GFX RCTO
* 23.8-inch non-touch display
* Electronic TCO Edge Certified labeling
* ENERGY STAR Certified
* Windows 11 Pro 64 StF MSNA Standard
* Corporate-Ready Image
* OS Localization
* Intel Core Ultra5 235 5.00G 24 MB 14 cores 65W CPU
* 16GB (1x16GB) DDR5 5600 SODIMM Memory
* NVIDIA GeForce RTX 5050 8 GB GDDR6 Graphics
* Dual AryMic 5MP Ambient Color Sensor Integrated Camera
* 512GB PCIe-4x4 NVMe TLC Solid State Drive
* HP 125 v2 Black Wired Keyboard
* HP Black 125 Wired Mouse
* Intel BE200 Wi-Fi 7 +Bluetooth 5.4 vPro WW WLAN
* HP Wolf Pro Security Edition - 4 Year
* EliteStudio NonTouch Country Kit
* C13 1.83m Sticker Conventional Flint Gray Straight Desktop
* Power Cord
* 1/1/1 (material/labor/onsite) AiO Warranty NT Warranty
* HP EliteStudio 8 G1i 23.8 AiO Adjustable Height Stand + VESA plate
* HP EliteStudio AiO Internal Stereo (5W)

* 23.8 Dual PR Speakers 23.8 Adjustable Height Stand with Vesa cover plate (All-inOne)
Single Unit Packaging
* 1/1/1 AIO Non-Touch Label
* Intel Core Ultra 5 vPro Label
* HP 5y Onsite Desktop Support
* HP 4y Wolf Pro Security Edition Software License and Support Subscription attached to 1
HW device
HP ADDITIONAL MONITOR - SPECIFICATIONS
* HP 524pf
* Part # 9D9L6UT#ABA
* Series 5 Pro - LED monitor - 24" (23.8" viewable) - 1920 x 1080 Full HD (1080p) @ 100 Hz
- IPS - 350 cd/m2 - 1500:1 - 5 ms , HDMI, DisplayPort - jet black, silver (stand) - Smart Buy

SUBSTITUTION REQUEST FORM
Desktop Replacement and White Glove Services
Bid No. 26-08-01
Vendor Name: ___________________________________________________________________________________
Address: ________________________________________________________________________________________
Phone/Fax: ______________________________________________________________________________________
Line item on Bid: ___________________________________________________________________________________
Proposed Product: ___________________________________________________________________________________
Proposed Product #: _________________________________________________________________________________
Provide a point-by-point comparative data AND PRODUCT DEMONSTRATION before 10:00 a.m., Wednesday, September 9, 2026. 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 Friday, September 11, 2026.
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.
* 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: