BCSD Paper Products (Index/NCR) Bid #26-04-03 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
April 16, 2026
Dear Prospective Bidder
The Bakersfield City School District is soliciting bids for Paper Products (Index/NCR), Bid #26-04-03. Bids will
be received until Tuesday, May 19, 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., April 30, 2026.
A listing of our historical usage of specific items over a six (6) 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). The bid pricing is to
remain firm through December 31, 2026. No price increases may take effect during the first 90 days of award.
Thereafter, any requested increase must be submitted in writing at least 30 days in advance, supported by
manufacturer documentation, and may not exceed 5% per line item unless otherwise approved by the District. All
items must be bid delivered, F.O.B., to Bakersfield City School District warehouse or individual school site, as
noted on the purchase order, within thirty (30) calendar days of the purchase order date.
Bid tabulations will be available online after the June 9, 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 12

BAKERSFIELD CITY SCHOOL DISTRICT
GENERAL CONDITIONS AND INSTRUCTIONS FOR
BIDDING EQUIPMENT AND/OR SUPPLIES
PAPER PRODUCTS (INDEX/NCR) - Bid #26-04-03
1. All responses including the attached bid forms must be submitted online, on or before Tuesday, May 19,
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 December 31, 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 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, and otherwise will be deemed non-responsive.
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 caused of delay will prevent timely delivery. If the Governing
Board finds that extension of time 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. All items which have an asterisk (*), must be delivered
palletized for tailgate delivery with notification to our warehouse 24 hours in advance of delivery
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.
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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. All paper being submitted for the bid must contain bid specification on the label, (i.e. line item, brightness,
size, weight, etc.) A sample ream or package must be submitted for each item that is bid by the vendor
when it is not bid as specified with exception to the bid item 132401. A minimum of 10 reams must be
submitted for bid item 132401. Failure to submit sample by April 30, 2026 may be considered reason for
disqualification of 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 30, 2026. An addendum will be issued, if necessary, on or before May 5, 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 12

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 12

SUBSTITUTION REQUEST FORM
Paper Product (Index/NCR)
Bid No. 26-04-03
Vendor Name: ___________________________________________________________________________________
Address: ________________________________________________________________________________________
Phone/Fax: ______________________________________________________________________________________
Line item on Bid: ___________________________________________________________________________________
Proposed Product: ___________________________________________________________________________________
(Including weight, size, brightness, etc.)
Proposed Product #: _________________________________________________________________________________
Provide a point-by-point comparative data and sample before 10:00 a.m., April 30, 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 5, 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 12

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
Page 6 of 12

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 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 30, 2026, may be considered a reason for the
disqualification of the bid. 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
o
outlined in sections 11 and 12 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
Page 7 of 12

Line No. Item Description Unit Of Quantity Manufacturer Model Number
Measure
1 INDEX PAPER-BLUE-8-1/2'X11'- 110 LB. PACKAGE 200 SPRINGHILL-WAUSAU-NEENAH-
SUB DOMTAR-UNIVERSAL OR EQUAL
250 SHEETS/PACKAGE-8
PACKAGES/CASE-2000 SHEETS/CASE
2 INDEX PAPER-CHERRY-8-1/2'X11' - 110 PACKAGE 75 SPRINGHILL-WAUSAU-NEENAH-
LB SUB DOMTAR-UNIVERSAL OR EQUAL
250 SHEETS/PACKAGE - 8
PACKAGES/CASE-2000 SHEETS/CASE
3 INDEX PAPER - WHITE-8-1/2'X11' - 110 PACKAGE 600 SPRINGHILL-WAUSAU-NEENAH-
LB. SUB DOMTAR-UNIVERSAL OR EQUAL
250SHEETS/PACKAGE - 8
PACKAGES/CASE-2000 SHEETS/CASE
4 INDEX PAPER - CANARY - 8-1/2'X11' - PACKAGE 200 SPRINGHILL-WAUSAU-NEENAH-
110 LB SUB DOMTAR-UNIVERSAL OR EQUAL
250 SHEET/PACKAGE - 8
PACKAGES/CASE-2000 SHEETS/CASE
5 INDEX PAPER-GREEN-8-1/2'X11' - 110 PACKAGE 200 SPRINGHILL-WAUSAU-NEENAH-
LB. SUB DOMTAR-UNIVERSAL OR EQUAL
250 SHEETS/PACKAGE - 8
PACKAGES/CASE-2000 SHEETS/CASE
6 INDEX PAPER-SALMON-8-1/2'X11' - 110 PACKAGE 75 SPRINGHILL-WAUSAU-NEENAH-
LB. SUB DOMTAR-UNIVERSAL OR EQUAL
250 SHEETS/PACK - 8
PACKAGES/CASE-2000 SHEETS/CASE
7 INDEX PAPER-IVORY-8-1/2"X11" - 110 PACKAGE 80 SPRINGHILL-WAUSAU-NEENAH-
LB. SUB DOMTAR-UNIVERSAL OR EQUAL
250 SHEETS/PACK - 8
PACKAGES/CASE-2000 SHEETS/CASE
8 XEROGRAPHIC PAPER-WHITE-20 LB CASE 5000 MULTI. XEROGRAPHIC 95, N/A, 634A2203B, FWH1192,
SUB 8-1/2"X11 92-96 BRIGHTNESS BOISE, FASCOPY, PREMIERE, 5246900627, N/A, 1501397,
ONLY STINSON'S A1, , DISCOVER 56962, APXP00402,
PREM. COPY, TRU RED, APEX WB1120, N/A
PLUS, MULTI. COPY (WHITE
BOX), OFFICE DEPOT XEROX,
OR EQUAL
Page 8 of 12

9 XEROGRAPHIC PAPER-WHITE-SUB 20 LB 8- REAM 350 KELLY - X-9 HIBRITE - ESSENTIAL -
1/2"14" HAMMERMILL - DOMTAR
GEORGIA PACIFIC, BRITEX PLUS,
OPTIMUS, STAPLES OR EQUAL
10 XEROGRAPHIC PAPER-BLUE-SUB 20 REAM 1000 GEORGIA PACIFIC - XPERT -
LB 8-1/2"X11" EARTHCHOICE - BOISE FIREWORX -
HAMMERMILL
COLORWORKS-APEX-SPARCO
(DOMTAR)-UNIVERSAL-STAPLES
PASTELS OR EQUAL
11 XEROGRAPHIC PAPER - GREEN-20 LB REAM 850 GEORGIA PACIFIC - XPERT -
SUB 8-1/2"X11" EARTHCHOICE - BOISE FIREWORX -
HAMMERMILL
COLORWORKS-APEX-SPARCO
(DOMTAR)-UNIVERSAL-STAPLES
PASTELS OR EQUAL
12 XEROGRAPHIC PAPER - GOLDENROD - REAM 700 GEORGIA PACIFIC - XPERT -
8-1/2"X 11" EARTHCHOICE - BOISE FIREWORX -
HAMMERMILL
COLORWORKS-APEX-SPARCO
(DOMTAR)-UNIVERSAL-STAPLES
PASTELS OR EQUAL
13 XEROGRAPHIC PAPER - PINK-20 LB SUB 8-1/2"X REAM 800 GEORGIA PACIFIC - XPERT -
11" EARTHCHOICE - BOISE FIREWORX -
HAMMERMILL
COLORWORKS-APEX-SPARCO
(DOMTAR)-UNIVERSAL-STAPLES
PASTELS OR EQUAL
14 XEROGRAPHIC PAPER-CANARY-20 LB REAM 1100 GEORGIA PACIFIC - XPERT -
SUB-8-1/2"X11" EARTHCHOICE - BOISE FIREWORX -
HAMMERMILL
COLORWORKS-APEX-SPARCO
(DOMTAR)-UNIVERSAL-STAPLES
PASTELS OR EQUAL
Page 9 of 12

15 XEROGRAPHIC PAPER-IVORY-20 LB REAM 250 GEORGIA PACIFIC - XPERT -
SUB-8-1/2"X11" EARTHCHOICE - BOISE FIREWORX -
HAMMERMILL
COLORWORKS-APEX-SPARCO
(DOMTAR)-UNIVERSAL-STAPLES
PASTELS OR EQUAL
16 XEROGRAPHIC PREMIUM PAPER-WHITE-28LB REAM 640 HAMMERMILL - MOHAWK - XEROX OR
SUB - 8-1/2"X11" EQUAL
8 REAMS/CASE
17 XEROGRAPHIC PREMIUM PAPER-WHITE-32LB REAM 480 HAMMERMILL - MOHAWK - XEROX OR
SUB - 8-1/2"X11" EQUAL
8 REAMS/CASE
18 XEROGRAPHIC PREMIUM PAPER-WHITE-28LB REAM 240 HAMMERMILL - MOHAWK - XEROX OR
SUB - 11" X 17" EQUAL
4 REAMS/CASE
19 XEROGRAPHIC PREMIUM PAPER-WHITE-32LB REAM 160 HAMMERMILL - MOHAWK - XEROX OR
SUB - 11" X 17" EQUAL
4 REAMS/CASE
20 XEROGRAPHIC PAPER - WHITE - 11" X 17" - REAM 100 ECONOSOURCE - GEORGIA PACIFIC -
20 LB. SUB - DIGITAL / COPIER QUALITY - KELLY - ESSENTIAL - DOUBLE A -
5 REAMS/CASE DOMTAR - STAPLES OR EQUAL
21 CARBONLESS PAPER-2-PART-8-1/2'X11' REAM 1200 PREMIUM GRADE NCR BRAND ONLY
REVERSE-WHITE/CANARY
22 CARBONLESS PAPER-3 PART-8-1/2'X11' REAM 600 PREMIUM GRADE NCR BRAND ONLY
PRE-COLLATED-REVERSE
23 CARBONLESS PAPER-WHITE CB-8-1/2'X11 REAM 50 PREMIUM GRADE NCR BRAND ONLY
24 CARBONLESS PAPER-CANARY CFB-8-1/2'X11' REAM 15 PREMIUM GRADE NCR BRAND ONLY
25 CARBONLESS PAPER-PINK CFB-8-1/2'X11' REAM 15 PREMIUM GRADE NCR BRAND ONLY
26 CARBONLESS PAPER-4-PART-8-1/2'X11' REAM 60 PREMIUM GRADE NCR BRAND ONLY
PREMIUM GRADE
PRE-COLLATED-REVERSE (WHITE, CANARY,
PINK, GOLDENROD)
27 CARBONLESS PAPER-5-PART-8-1/2"11" REAM 50 PREMIUM GRADE NCR BRAND ONLY
REVERSE
Page 10 of 12