Invitation for Bid 26-IB04-35 - District Irrigation Components

Cupertino Union School District
10301 Vista Drive
Cupertino, CA 95014
Invitation for Bids #26-IB04-35
DISTRICT IRRIGATION COMPONENTS
DATE DUE: March 31, 2026
By: Dana Ino
Director, Business Operations

NOTICE TO BIDDERS
Notice is hereby given that sealed bids will be received by the Director of Business Operations
until 1:30 p.m., March 31, 2026, for furnishing and delivering:
District Irrigation Components
in accordance with the Cupertino Union School District specifications, and contract documents.
Bids shall be delivered and addressed to the Cupertino Union School District's Director of
Business Operations, Door 10, 10301 Vista Drive, Cupertino, CA 95014, and shall be labeled
"District Irrigation Components, Bid No. 26-IB04-35." Any bidder who wishes his/her bid to
be considered is responsible for making certain that the bid is received by the Director of
Business Operations by the proper time. No oral, telegraphic, electronic, facsimile, or telephonic
bids or modifications will be considered unless specified. Bids received after the scheduled bid
submittal deadline will be returned unopened. It is the responsibility of the bidder to see that any
bid submitted shall have sufficient time to be received by the Director of Business Operations
before the bid submittal deadline. Late bids will be returned to the bidder unopened.
The receiving time by the Director of Business Operations will be the governing time for
acceptability of bids. Bids will not be accepted by telephone or facsimile machine. Bids must bear
original signatures and figures.
Specifications. Specifications are on the District's website at
https://www.cusdk8.org/departments/purchasing/bid-opportunities.
Dana Ino
Director of Business Operations
Published: March 10, 17
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Section 1
SCOPE OF WORK
The Cupertino Union School District (hereinafter "the District") seeks to retain a qualified firm(s)
to provide District Irrigation Components, as specified herein, to Cupertino Union School District
schools and District Office departments throughout the District.
This will be a one time purchase. All products offered must be new, unused, and of the most
current product lines, design, manufacturer, and technology.
The products required to be provided under this Agreement and specified herein are hereby
defined/classified as follows:
District Irrigation Components as detailed on the Bid Form herein.
This work shall include, but not be limited to, the following tasks and shall be provided at no
additional cost to the District:
a. Provide delivery of all ordered supplies direct to the District warehouse.
b. Provide a process for the pickup, return, and crediting of returned items.
The District shall not be obligated to purchase any quantity of products/supplies specified herein,
and reserves the right to award any and all tasks of work. The decision of the District shall be
final.
Placing Orders
The District Maintenance Department will order and have irrigation components delivered to the
District warehouse, which is located at 10301 Vista Drive, Cupertino, CA 95014.
Note: District staff may desire to place orders by telephone or via email, using purchase orders or
procurement cards.
Receiving and Discrepancy Processing
a. All orders will be processed as ordered.
b. All order discrepancies will be handled between the Purchasing Department and
Contractor.
c. Credit memos will be included and must have all the information from the original
order.
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Schedule of Activities
The following outline is the anticipated schedule of activities for the solicitation of vendor
responses to this Invitation for Bids:
March 10, 2026 Distribution of Invitation for Bids
March 20 @ 3:00 pm Deadline for submitting questions
March 31, 2026 @ 1:30 p.m. Bids Due
March 31 Evaluation & Selection
April 3 Contract out
April 10 Purchase Order issued
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Section 2
INSTRUCTIONS TO BIDDERS
1. Submitting Bids. (a) The bid must be submitted on this form, in its entirety, (attachments
accepted) in a sealed envelope addressed as follows:
IFB 26-IB04-35 District Irrigation Components
Cupertino Union School District
ATTN: Dana Ino, Director, Bus. Ops,
10301 Vista Drive, Door 10
Cupertino, Ca 95014.
The Cupertino Union School District will not be responsible for bids not properly
marked and delivered. Upon award, all submissions become a matter of public record.
Date Due. Bids must arrive in the Purchasing and Warehouse office, Door 10, 10301 Vista
Drive, Cupertino, CA 95014, by the Date Due shown on the Invitation for Bid (IFB).
Responsibility. Bidders are solely responsible for ensuring their bid is received by the
Cupertino Union School District in accordance with the solicitation requirements, before the
date and time specified in the IFB, and at the place specified. The Cupertino Union School
District shall not be responsible for any delays in mail or by common carriers or by
transmission errors or delays or mistaken delivery. Delivery of bid shall be made at the
office specified in the IFB. Deliveries made before the Date Due and time but to the wrong
Cupertino Union School District office will be considered nonresponsive unless redelivery
is made to the office specified before the Date Due and time specified in the IFB.
Time for Receipt. Bids shall be due by 1:30 pm on March 31, 2026. Bids received after
the date and/or time stated will be considered late and will not be considered for award.
Extension of Date Due and/or Time. The Cupertino Union School District reserves the
right to extend the Date Due and/or time when it is in the best interest of the Cupertino
Union School District.
2. Preparation. All bids must be typed or written in ink. Errors may be crossed out and corrected
in ink, then initialed in ink by the person signing the bid.
3. Firm Bid. Bidders' prices shall remain firm for a period of ninety (90) days from the Date Due,
unless otherwise specified in the Invitation for Bid (IFB).
4. Alternatives. Any changes or alternatives must be set forth in a letter attached to this bid. The
Cupertino Union School District has the option of accepting or rejecting your bid.
5. Failure to Submit Bid. Your name may be removed from the mailing list if the Cupertino Union
School District receives no response to this bid.
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6. Rejection. The Cupertino Union School District reserves the right to reject any or all of the bids
and to waive any informality in any bid. The Cupertino Union School District reserves the right to
reject the bid of any Bidder who has previously failed to perform properly, or complete on time,
contracts of a similar nature, or to reject the bid of a Bidder who is not in a position to perform such
contract satisfactorily. The Cupertino Union School District expressly reserves the right to reject the
bid of any Bidder who is in default of payment of taxes, licenses or other monies due to the
Cupertino Union School District.
7. Awards. This is a one time purchase to be awarded to selected vendor.
8. Amendments. Any and all changes to this contract must be made in writing and agreed to by
the Cupertino Union School District. Performance by the Contractor will be considered
agreement with the terms of this contract.
9. Payment. (a) Bidder shall state payment terms offered. (b) Payment will be made on the pay
period after receipt and acceptance of goods and/or services and upon using department
confirmation of such acceptance.
10. Specifications. Materials differing from stated specifications may be considered, provided such
differences are clearly noted and described, and provided further that such articles are
considered by a Cupertino Union School District official to be equal in all essential respects
to the specified materials.
11. Default. In case of default by vendor of any of the conditions of this bid or contract resulting
from this bid, the vendor agrees that the Cupertino Union School District may procure articles
or services from other sources and may deduct from the unpaid balance due the vendor, or
collect against the bond or surety, or may invoice the vendor for excess costs so paid, and
prices paid by Cupertino Union School District shall be considered the prevailing market
price at the time such purchase is made.
12. Questions, Interpretation, or Correction of Bid Documents. Bidders shall notify the Director
of Business Operations promptly of any error, omission, or inconsistency that may be
discovered during examination of the solicitation. Bidders shall contact Dana Ino, Director of
Business Operations by email at ino_dana@cusdk8.org at Cupertino Union School District,
Purchasing and Warehouse Department, 10301 Vista Drive, Cupertino, CA 95014 for
interpretation, correction, or clarification.
Clarification, corrections, or changes to specifications. All clarifications, corrections, or
changes to the solicitation documents will be made by Addendum only. Bidders shall not rely
upon interpretations, corrections, or changes made in any other manner, whether by
telephone, in person, or at a prebid conference. Interpretations, corrections, and changes shall
not be binding unless made by Addendum. All Addenda issued shall become part of the
Agreement documents. Addendum will be sent to all known solicitation holders by facsimile
or email or U.S. mail.
It is the Bidder's sole responsibility to ascertain that it has received all Addenda issued for
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this solicitation. All Addenda must be acknowledged and returned on or before the Submittal
Deadline, unless otherwise directed by an Addendum.
13. Results. A tabulation of the bids received will be available within a reasonable time after the
Date Due. Results will be posted on the District's Purchasing website.
14. Terms of the Offer. Cupertino Union School District's acceptance of Bidder's offer shall be
limited to the terms herein unless expressly agreed in writing by the Cupertino Union School
District. Bids offering terms other than those shown herein will be declared nonresponsive
and will not be considered.
15. Withdrawal. Bidders' authorized representative may withdraw bids only by written request
received by the Director of Business Operations, Dana Ino, 10301 Vista Drive, Cupertino, CA
95014. Phone (408) 252-3000 x 61493 or e-mail ino_dana@cusdk8.org before the Bid Due
Date. After that time, Bidders may not withdraw their bids for a period of ninety (90) days
from the date of opening. At no time may the successful Bidder(s) withdraw his/her bid.
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Section 3
TERMS AND CONDITIONS
Agreement. Submission of a signed bid will be interpreted to mean Bidder hereby agrees to all
the terms and conditions set forth in all the pages of this Invitation for Bids. Bidder's signed bid
and the Cupertino Union School District's written acceptance or purchase order shall constitute a
contract.
Assignment of Rights or Obligations. Successful Bidder may not assign, transfer, or sell any
rights or obligations resulting from this bid without first obtaining the specific written consent of
the Cupertino Union School District.
Authority of the Cupertino Union School District. Subject to the power and authority of the
Cupertino Union School District as provided by law in this contract, the Cupertino Union School
District shall in all cases determine the quantity, quality, and acceptability of the materials and
supplies for which payment is to be made under this contract. The Cupertino Union School
District shall decide the questions that may arise relative to the fulfillment of the contract or the
obligations of the Contractor hereunder.
Bidder Agreement to Terms and Conditions. Submission of a signed bid will be interpreted to
mean Bidder has agreed to all the terms and conditions set forth in the pages of this solicitation.
Brand Names. Manufacturers' names, trade names, brand names, model and catalog numbers
used in these specifications are for the purpose of describing and establishing general quality
levels. Such references are not intended to be restrictive. Bids will be considered for alternative
brands that meet or exceed the quality of the specifications listed for any item.
Brand Substitutions. Bids will be considered for items complying substantially with
specifications, provided deviations to the specifications are stated and items are described in
detail. When offering alternate products, it is the responsibility of the Bidder to indicate the
brand names and model/catalog numbers, and to provide evidence of the equality of the items to
the products specified in the solicitation. Standard catalog sheets or technical data will not be
accepted in lieu of this requirement. The Cupertino Union School District will be the sole judge
of whether such alternates are equivalent to the items specified. The Cupertino Union School
District reserves the right to waive immaterial variations in the specifications.
Cancellation of Solicitation. The Cupertino Union School District may cancel this solicitation at
any time.
Compliance With OSHA. Bidder agrees that all item(s) offered comply with all applicable
Federal and the State Occupational Safety and Health Act, laws, standards, and regulations, and
that Bidder will indemnify and hold the Cupertino Union School District harmless for any failure
to so conform.
Compliance or Deviation to Specifications. It is understood that the materials, equipment or
services offered by the Bidder will meet all requirements of the unless deviations therefrom are
clearly indicated in the pages of this solicitation, or in an attachment entitled "Exceptions to
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Specifications" submitted and signed by Bidder's authorized representative. For the bid to be
considered, an explanation must be made for each item in which an exception is taken, giving in
detail the extent of the exception and the reason for which it was taken. Submittal of brochures or
other manufacturers' literature as substitution for compliance/deviation information shall not be
deemed to comply with this requirement and may be grounds for rejection of bid. Submittal of
brochures or other literature as additional information is desirable. Bidder shall submit with
his/her bid full descriptive data, including make and model specifications, general drawings (if
applicable), brochures, and any other product or service information.
Damage. The Contractor shall be held responsible for any breakage, loss of the Cupertino Union
School District's equipment or supplies through negligence of the Contractor or his/her employee
while working on the Cupertino Union School District's premises. The Contractor shall be
responsible for restoring/replacing any equipment, facilities, etc., so damaged. The Contractor
shall immediately report to the Cupertino Union School District any damages to the premises
resulting from services performed under this contract.
Discontinued Items and Product Substitution. In the event an item awarded under this contract is
discontinued, Contractor is required to notify the District's Director of Business Operations
immediately. Contract items that are discontinued by their manufacturer during the term of the
contract may be substituted with a same or similar item only if it is equal or exceeds the
specifications of the original item. Written documentation from the manufacturer of
discontinuation and a sample of the substituted item shall be submitted directly to:
Dana Ino, Director
Purchasing & Warehouse Department
Cupertino Union School District
10301 Vista Drive
Cupertino, CA 95014
The District will not allow substitutions without prior approval. The substitute item shall then be
evaluated by District representative to determine if the substitute item is an equivalent of the
specified item. Additionally, the price of any authorized substitute product must be equal to or less
than the contracted price of the item being replaced. Authorization of a substitute product shall be
the sole discretion and with authorization/approval of the District.
Delivery Completion. All items must be shipped exactly as ordered. The Contractor must apply
continual diligence, monitoring, and resources to ensure items on orders are delivered on the
required delivery date and in compliance with contract terms, conditions, instructions, pricing and
specifications.
Examination of Specification and Site. Bidders are expected to carefully examine the delivery site
of the proposal, specifications, and the bid forms. They shall satisfy themselves as to the
character, quality, and quantities of materials to be furnished and the requirements of the
proposed specifications.
Hold Harmless. Successful Bidder/Contractor agrees to indemnify, defend, and hold harmless the
name of Cupertino Union School District, its governing body, officers, employees, and insurance
26-IB04-35 Page 8 Cupertino Union School District

carriers, individually and collectively, from all losses, claims, suits, demands, expenses,
subrogation, attorneys' fees, or actions of any kind in nature resulting from personal injury to any
person (including bodily injury and death), or damage to any property, arising or alleged to have
arisen out of Successful Bidder/Contractor's negligent acts, errors, omissions, or performance of
the work to be performed under the terms of the contract if awarded. The amount and type of
insurance coverage requirements set forth herein will in no way be construed as limiting the
scope of indemnity in this paragraph.
Measurements. It is the responsibility of the Bidder to make all computations to determine his/her
bid price. The Cupertino Union School District will not be responsible for determining the
logistics or capacities needed to comply with the delivery of goods.
Rights Reserved.
A. Rejection. The Cupertino Union School District reserves the right to reject any or all
Bids or any part thereof, or to accept any bid or any part thereof, or to waive any
informalities in any bid, whenever it is deemed to be in the best interest of the Cupertino
Union School District. The Cupertino Union School District also reserves the right to
reject the bid of any Bidder who has previously failed to perform adequately for the
Cupertino Union School District or any other governmental agency.
B. Cover. Should the successful Bidder fail to comply with the conditions of this bid or
fail to complete the required work or furnish the required materials within the time
stipulated, the Cupertino Union School District reserves the right to purchase the materials
in open market, or to complete the required work, at the expense of the successful Bidder.
C. Severability. If any provision, or any portion of any provision, of any contract
resulting from this bid shall be held invalid, illegal, or unenforceable, the remaining
provisions or portions of any provisions shall be valid and enforceable to the extent
possible.
D. Bid Protest. Any bid protest by any Bidder regarding any other bid must be submitted
in writing to the District before 5:00 p.m. of the third (3rd) business day following bid
opening. A bid protest must contain a complete statement of any and all bases for the
protest and all supporting documentation. Materials submitted after the bid protest
deadline will not be considered. The protest must include the name, address, and
telephone number of the person representing the protesting party.
Taxes. Contractor shall pay all taxes, levies, duties, and assessments of every nature due in
connection with any work under the contract, shall make any and all payroll deductions required
by law, and shall indemnify and hold harmless the Cupertino Union School District from any
liability on account of any and all such taxes, levies, duties, assessments, and deductions.
Terms of the Contract. The terms of the contract shall be limited to the terms herein unless
expressly agreed otherwise in writing by the Cupertino Union School District.
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