Active SLED Opportunity · CALIFORNIA · SAN BERNARDINO CITY UNIFIED SCHOOL DISTRICT
AI Summary
San Bernardino City Unified School District seeks bids for automotive materials, parts, and supplies to support maintenance operations. The contract is for up to three years with delivery to the district warehouse. Vendors must have 5+ years experience and comply with detailed bid requirements. Submission deadline is September 18, 2026, via the OpenGov Procurement portal.
Board of Education of the San Bernardino City Unified School District will receive sealed bids for Bid No. 27-03 Automotive Materials, Parts and Supplies, in accordance with the pricing table, through the Procurement Portal at https://procurement.opengov.com/portal/sbcusd?status=all, no later than 11:00 am on Friday, September 18, 2026.
The San Bernardino City Unified School District (SBCUSD) is the eighth-largest public school District in California with an average enrollment of about 44,000 students. SBCUSD encompasses 105 square miles in the center of San Bernardino County and operates 49 elementary schools, 11 middle schools, 9 high schools, a special education center, preschools at many school sites, a virtual academy, and an adult school. For additional information on the District visit San Bernardino City Unified School District website at www.sbcusd.com.
SBCUSD is seeking qualified vendors to provide Automotive Materials, Parts and Supplies for the District's Maintenance & Operations Department. The initial term of the Agreement is for one (1) year from the date of Board approval. Term of the agreement may be extended for an additional two (2) one (1) year periods. The maximum term of the Agreement is three (3) years.
The bidder, by submitting a bid, indicates that he has the ability to fulfill the terms and conditions of the bid and has been successful in supplying the products and/or services associated with this bid for a period of at least five (5) years.
The San Bernardino City Unified School District (SBCUSD), through its Maintenance & Operations Department, is soliciting responses from qualified vendors for the purchase of Automotive Materials, Parts, and Supplies on an as-needed basis. The District reserves the right to order more, less, or none of the quantity indicated on the pricing table.
Bidders shall guarantee that all items purchased under this bid are in compliance with the bid specifications and shall be free of defects. Should any problems arise due to defective material(s), or if the product is not in compliance with bid specifications and requirements, the vendor shall replace the product at no charge.
If the vendor is unable to meet the District requirements, the District reserves the right to receive a full refund from the vendor for the unsatisfactory merchandise, including all labor, materials and transportation costs.
Repeated failure to provide product on time and/or product(s) which do not meet the specifications, will constitute grounds for termination of the contract. If determined by the District, after a written warning and a reoccurrence of the same failure, the contract may be terminated. If so, a letter of cancellation shall be emailed by the Purchasing Department to the vendor.
At the time of termination, payment of invoices for products and/or services already received and approved in accordance with bid documents shall be the responsibility of the District. The District shall not be responsible for any loss of profits resulting from cancellation of a portion of any order at the time of termination.
The rights and remedies of the District provided above shall not be exclusive and are in addition to any other rights and remedies provided by law.
Unless a prior written agreement has been reached with the District, failure to comply with the promised delivery schedule or failure to provide an acceptable product releases the District from all obligations.
The bid submission must be received on or before the time indicated in the Notice Inviting Bids. System will not allow responses to be uploaded after the closing date and time. A Virtual Bid opening will be conducted on the bid due date through the link provided in the Notice Inviting Bids.
It is the Vendor’s sole responsibility to ensure they have given themselves enough time to upload all required documents and answer all questions prior to the closing date and time of the bid. Should the time expire prior to the completion of the submittal, the bid will not be accepted.
Should issues arise during the online submittal, it is imperative that the Vendor utilize the blue chat icon on the lower right-hand side of the OpenGov Procurement website. The chat icon is located on every page visited on the OpenGov Procurement website. Do not wait until the last minute to submit or ask for assistance, as staff may not be readily available.
The District invites bids to be submitted through OpenGov Procurement at the time and place in accordance with the terms and conditions stated in the bid documents. All blanks in the bid form must be appropriately filled in. All bids must be submitted online through OpenGov Procurement. It is the sole responsibility of the bidder to see that the bid is received in proper time.
The successful bidder shall hold the San Bernardino City Unified School District, its officers, agents, servants and employees, harmless from liability of any nature or kind on account of use of any copyrighted or uncopyrighted composition, secret process, patented invention, article, or appliance, furnished or used, under this bid.
All questions or requests for clarification regarding this bid are to be submitted online through OpenGov Procurement. Questions and/or requests for clarifications must be received no later than Friday, September 4, 2026 by 12:00PM to be considered. Responses to questions and/or bid clarifications will be posted on OpenGov Procurement through the “Question & Answer” section. It is the sole responsibility of each bidder to periodically check the web site for any addenda postings. Contact with any other individual, other than a member of the District’s Purchasing Department, may be grounds for rejection.
Pricing shall be per unit and inclusive of all costs.
(A) Do not include California State Sales Tax in bid. Said tax will be added to the invoice and paid by the District. (B) Do not include Federal Excise Tax or Use Tax in the bid. The District is not subject to the same.
By submitting an online bid, vendor warrants that the individual is duly authorized to sign or enter into to a contract on the behalf of the proposer.
Bidders shall thoroughly examine and be familiar with all bid specifications. The failure or omission of any bidder to receive or examine any contract documents, form, instrument, addendum, or other documents. The submission of a bid shall be taken as prima facie evidence of compliance with this section.
Cash discount when stated on bid shall be allowed on all payments that are processed by the District with reasonable promptness after acceptance of material and receipt of vendor’s invoice. Cash discount of less than thirty (30) days will not be considered in determining low bidder.
It is understood that the bidder agrees to deliver all items on which bids are accepted to the address indicated on the bid form. All items are F.O.B Destination, no freight/shipping charges. All costs for delivery, drayage, or freight, or the packing of said articles are to be borne by the bidder.
Upon placement of an emailed purchase order, the successful bidder shall ship materials within a seven (7) business day period unless other delivery times or arrangements have been agreed to by the District and vendor.
All boxes, packing lists and invoices must reference the correct District purchase order number. Packing list must be provided upon pick up or delivery.
Items shall be required to be delivered to the San Bernardino City Unified School District Warehouse, 871 North “J” Street, San Bernardino, California, 92411, unless otherwise indicated on the purchase order.
All products and services are subject to final inspection and acceptance by the District. Such final inspection shall be made within a reasonable time after delivery.
Pickup and delivery shall be made between 7:00 a.m. and 3:00 p.m. weekdays, unless other delivery times are agreed to by the District and the vendor.
Changes in or additions to the bid form, recapitulations of the work bid upon alternative proposals or any other modifications of the bid form which is not specifically called for in the contract documents may result in the District’s rejection of the bid as not being responsive to the invitation to bid. No oral or telephonic modifications of any bid submitted will be considered.
By submitting a bid, the vendor indicates that he has the ability to provide, or has on hand sufficient stock to meet the seven (7) business day order fulfillment requirement of the District.
Any bid may be withdrawn by the bidder by selecting the “Unsubmit Proposal” button at any time prior to the scheduled closing time for receipt of bids. No bidder may withdraw their bid for a period of sixty (60) days from the bid opening.
No person, firm, or corporation shall be allowed to make or file or be interested in more than one bid for the same work unless alternate bids are specifically called for. A person, firm, or corporation that has submitted a sub-proposal to a bidder, or that has quoted prices of materials to a bidder, is not thereby disqualified from submitting a proposal or quoting prices to other bidders or making a prime proposal.
All bidders are required to comply with and be bound by all applicable provisions of law whether or not referred to herein.
If a bidder discovers any ambiguity or error such as a conflict, discrepancy, omission, or other errors in the Bid documents, bidder shall immediately notify the District through OpenGov Procurement Question & Answer section.
The Bidder warrants by submitting a bid that no gratuities (in the form of entertainment, gifts, or otherwise) were offered or given by the Bidder or any agent or representative of the Bidder, to any officer or employee of the District with a view toward securing the contract or securing favorable treatment with respect to any determinations concerning the performance of the contract. For breach or violation of this warranty, the District shall have the right to terminate the contract, either in whole or in part, and any loss or damage sustained by the District in procuring on the open market any items or service which the Bidder agreed to supply shall be borne and paid for by the Bidder. The right and remedies of the District provided in the clause shall not be exclusive and are in addition to any other rights and remedies provided by law or under the contract.
The bidder shall certify that he is an Equal Opportunity Employer and has made a good faith effort to improve minority employment and agrees to meet federal and state guidelines. No discrimination shall be made in the employment of persons upon public works in this project because of the sex, race, color, national origin or ancestry, religion, or handicap of such personnel.
The District reserves the right to obtain clarification of any point in a bidder’s submittal or to obtain additional information. The District reserves the right to conduct on District site, telephone or email, conversations with the bidders to clarify bid proposals and other documents, ask questions or obtain additional information. The bidder’s inability to respond to this request may be cause for disqualification of their bid.
The successful bidder shall certify, that neither it nor its principals is presently debarred, suspended, proposed for debarment; declared ineligible, or voluntarily excluded from participation in the transaction by any Federal department agency. By submitting this bid, bidder further agrees to include this clause without modification in all lower tier transactions, solicitations, proposals, contract and subcontracts. If the bidder or any lower tier participant is unable to certify to this statement; it shall attach an explanation to this bid.
Use of patent or proprietary names or the names of manufacturers in these specifications shall be deemed to be used for the purpose of facilitating a description and shall be deemed to be followed by the words “or equal” unless the bid specifically requires no substitutions. The bidder may offer any materials or products which shall be substantially equal to that so indicated or specifically provided; however, the bidder shall furnish samples and/or full descriptive information covering the product bid on with properly marked item number and page number on each sample, or description, before closing time of bid. Samples may be required of the lowest bidders at no cost to the District.
The Vendor agrees to and does hereby indemnify and hold harmless the District, its officers, agents, and employees from every claim or demand made and every liability, loss, damage, or expense of any nature whatsoever, which may be incurred by reason of:
a. Liability for damages for (1) death or bodily injury to persons, (2) injury to property, or (3) any other person, firm, or corporation employed by the Vendor upon or in connection with the work called for in this agreement except for liability for damages referred to above which results from the sole negligence or willful misconduct of the District, its officers, employees, agents, or independent vendors who are directly employed by the District or for defect in design furnished by such persons.
b. Any injury to or death of persons or damage to property sustained by any person, firm, or corporation, including the District, arising out of or in any way connected with the work covered by this agreement, whether said injury or damage occurs either on or off school District property, except for liability for damages which result from the sole negligence or willful misconduct of the District, its officers, employees, agents, or independent vendors who are directly employed by the District, or for defects in design furnished by such persons.
c. The Vendor, at his own expense, cost, and risk, shall defend any and all actions, suits, or other proceeding that may be brought or instituted against the District, its officers, agents, or employees on any such claim, demand, or liability and shall pay or satisfy any judgment that may be rendered against the District, its officers, agents, or employees in any action, suit, or other proceeding as a result thereof.
The District shall be the sole judge as to whether items bid are equal to the District specifications and whether the successful bidder meets the Districts requirements and specifications. Product information sheets (ex: literature, specifications, drawings) should be submitted with bid, if bidding on items other than the manufacturer/model stated in District bid.
In the event that there are two or more identical lowest or highest bids, as the case may be, submitted to the District, a decision will be made in accordance with Public Contract Code 20117.
The Bidder shall keep, in accordance with Generally Accepted Accounting Principles, books, statements, accounts and records pertaining to this Agreement. The vendor will preserve the books, statements, accounts and records for a period of four (4) years after the last day of the transition period following the expiration or termination of this Agreement.
The District reserves the right to reject any or all bids or to waive any irregularities or informalities in any bids, or in the bidding. The award of the contract, if made by the District, will be to the lowest responsible bidder thereof. District reserves the right to award all or part of this contract to the lowest responsible bidder(s). The District reserves the right to award to one, or to multiple vendors, and may award any, all or none of this bid. In addition, the District may award all of the bid and refrain from entering into an agreement or placing orders for any or all of the items awarded. The award is subject to acceptance by the District’s Board of Education. If there is a discrepancy between the unit price bid and the extended price, unit prices shall prevail.
The following documents will be required of the successful Respondent(s):
• Catalog Pricing, submit with proposal
• Substitutions if applicable, submit with proposal
• Vendor Application, submit with proposal
• W-9 Form, submit with proposal
• Non-collusion Affidavit Form, submit with proposal
• Equal Opportunity Certification Form, submit with proposal
• Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Form, submit with proposal
• Certification Regarding Worker's Compensation Form, submit with proposal
• Conflict of Interest and Disclosures
• Iran Contracting Act Certification Form, submit with proposal
• Signed District Agreement (attached for reference), upon award
The District may terminate this agreement for any reason. The District will give 5 days’ written notice of contract termination.
This is a contract for the parts, materials, and discount off manufacturers’ catalog pricing. The initial term of the Agreement is for one (1) year from the date of Board approval. Term of the agreement may be extended for an additional two (2) one (1) year periods. The maximum term of the Agreement is three (3) years. The District reserves the right to award all, part or none of this bid and estimated contract amount. The District reserves the right to purchase more than, less than, or none of the quantities indicated, as needed, throughout the duration of the contract term or any extensions on item-by-item basis. Bid prices to remain firm throughout any contract term or extension, except for inflationary adjustment, which may be approved by the District at its sole discretion annually.
Proposers may protest a contract award if he/she believes that the award was inconsistent with Board policy or the bid/RFP specifications or was not in compliance with law. The protest must be filed in writing with the Superintendent or designee within five working days after receipt of notification of the contract award. The Proposer shall submit all documents supporting or justifying the protest. A Proposer’s failure to timely file a protest shall constitute a waiver of his/her right to protest the award of the contract.
The Proposer may appeal the Superintendent or designee’s decision to the Board. The Superintendent or designee shall provide reasonable notice to the Proposer of the time for Board consideration of the contract award. The Board’s decision shall be final.
This Agreement is entered into with the understanding and agreement that it is for the sole convenience of the District. The District reserves the right to obtain like goods from another source when necessary.
If alternate bids are called for, the contract may be awarded, at the election of the governing board, to the lowest responsible bidder on the base bid or on the base bid and any alternate or combination of alternates.
a. Negotiation: Any claim that Bidder may have regarding the performance of the contract, including, but not limited to, claims for additional compensation, shall be submitted to the District within 30 days of its occurrence. The District and Bidder shall attempt to negotiate a resolution of such claim and process an amendment to the contract.
b. Mediation/Arbitration: If a dispute arises out of or relates to the contract, or the breach thereof, and if said dispute cannot be settled through direct discussions, the parties agree to first endeavor to settle the dispute in an amicable manner by mediation under a mutually agreed upon process before resorting to arbitration. Thereafter, any unresolved controversy or claim arising out of or relating to the Agreement, or breach thereof, shall be settled by arbitration in accordance with a mutually agreed upon process.
c. Services Pending Outcome: Bidder agrees to proceed with all services ordered by the District pursuant to the contract pending the outcome of any claim, dispute, mediation, or arbitration. In accordance with the terms of the contract, the District agrees to pay for services ordered by it and properly rendered by the Bidder pending the outcome of any claim, dispute, mediation, or arbitration.
d. Additional Remedies: The rights and remedies of the parties provided under the contract are in addition to other rights and remedies provided by law.
Bids must be submitted electronically through OpenGov Procurement by the time and date specified in the Notice Calling for Bids. Faxed or emailed documents will not be accepted. It is the sole responsibility of the bidder to see that the bid and all required documents are received in proper time through OpenGov Procurement. Virtual bid opening scheduled for September 18, 2026 at 11:00AM at the following Google Meet: meet.google.com/dxc-iwkm-eod. Late entry will not be permitted.
After bid opening, the contents of any proposal shall not be disclosed as to be made available to competing entities during the evaluation process.
Upon award of the bid, the successful bidder will be required to enter into a written Agreement with the District. A copy of the sample agreement is provided in these bid documents. By submitting a bid, the Vendor is agreeing to all bid documents, including but not limited to the agreement, conditions, instructions, specifications and terms as contained herein.
Bid awards made by the Board of Education shall not become binding upon the District until communication in writing to the successful bidder and Board approval of contract.
The District reserves the right to extend the Bid on a year to year basis, not to exceed three (3) years (including the first year) at the discretion of the District, if it is in the best interest of the District.
After the initial one (1) year term, prices may increase in accordance with the terms of this price escalation clause.
A maximum price increase of no more than five (5%) percent per year, or in accordance with the U.S. Department of Labor, Bureau of Labor Statistics, Consumer Price Index – All Urban Consumers Los Angeles, All Items, for Los Angeles/Riverside/Orange County, twelve (12) month percentage change, whichever is less, may be negotiated subject to the existing market conditions and approval by the District.
Vendor shall notify the District thirty (30) days prior to the contract renewal date for any request to increase, and provide full documentation from the manufacturer or other parties providing justification for the increase. The District will review all information and make a determination whether the increase is valid and if acceptance of the increase is warranted.
Bidders are required to pass price reductions immediately through to the San Bernardino City Unified School District as market prices drop for these products throughout the duration of the bid award and any extensions. In addition, the District reserves the right to extend this bid for additional years under any price decreases provided by the successful bidder if it is in the best interest of the District.
In accordance with Public Contract Code Section §20118, other school districts in the State of California may purchase under the same terms and conditions of this bid, if it is determined to be in their best interest. If so, the San Bernardino City Unified School District waives its right and prefers that each school District work directly with the successful bidder. Sales to the other district will be made at the discretion of the successful bidder.
All documents received by District, as a public agency, in connection with this bid are subject to the requirements of the California Public Records Act. Bidder shall identify any information contained in the bid that the bidder deems to be, and establishes as, confidential, or proprietary and wishes to be withheld from disclosure to others. Note: A blanket statement that all contents of the bid response are confidential or proprietary cannot be honored by District.
The bidder hereby agrees and acknowledges that monies utilized by the District to fulfill bid requirements is public money appropriated by the State of California or acquired by the District from similar public sources and is subject to variation. The District fully reserves the right to cancel this bid at any time and/or limit quantities of items due to non-availability or non-appropriation of sufficient funds. Items listed on the attached Bid Form are subject to change without notice depending on budgetary allocations.
Invoices must be clearly itemized, including the unit price and purchase order number prior to emailing to APinvoices@sbcusd.k12.ca.us
Invoices determined to be incorrect shall be returned and not paid until a credit for the invoice or a corrected invoice is supplied. Payment will be made within thirty (30) days of receipt of correct invoices and materials.
Vendor shall submit all invoices within sixty (60) calendar days of the date services are rendered or goods are delivered, and in no event later than July 15 following the close of the fiscal year in which the services were performed or goods delivered, whichever occurs first.
Failure to submit an invoice within this timeframe shall constitute a waiver of the Vendor’s right to payment. The District shall have no obligation to pay invoices submitted after the applicable deadline.
This provision is necessary to comply with California Education Code provisions governing annual budgeting and expenditure authority, including but not limited to Education Code §§ 42100–42127 (budget adoption and fiscal management), as well as Government Code §§ 53060 and 6500 et seq., and applicable fiscal control requirements. Payments are further subject to the availability of duly appropriated and encumbered funds within the applicable fiscal year.
If federal funds are used, all costs must comply with 2 C.F.R. Part 200, including timing and allowability requirements, and invoices submitted after grant closeout or expiration of funding shall not be payable.
Did you read through and confirm that you met all of the proposal requirements including the sections: General Conditions Special Provisions and Specifications
Please carefully review the sample agreement and Terms and Conditions of this Bid, read, offer any exceptions, and upload your response. Exceptions offered do NOT have to be accepted by the District and may be grounds for disqualification. This is optional. By not responding to this question, the District assumes there are no exceptions.
Contact with any other individual, other than a member of the District's Purchasing Department regarding this Bid may be grounds for disqualification of your Proposal.
Also, after bid opening, the contents of any proposal shall not be disclosed or made available to competing entities during the evaluation process.
Please download the below documents, complete, and upload.
The Bidder may propose any material, process, or product that is determined to be substantially equal to or superior in all respects to the item(s) specified in the Pricing Table. Any proposed substitute must be clearly identified in the bid submission and include the applicable grade, patent, proprietary name, manufacturer, or other information necessary for evaluation.
The District shall be the sole authority in determining whether a proposed substitute is equal to or acceptable for its intended use. If the Bidder does not identify a proposed substitute, the Bidder shall furnish goods that fully comply with the published specifications.
When proposing a substitute, the Bidder must also identify the corresponding line item number in the pricing table to which the substitution applies.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Example: December 12, 2025 and December 19, 2025
This is also referred to as the Period of Contract.
Example: January 1, 2026 through June 30, 2026
or Example: January 1, 2026, or date of award, through June 30, 2026
After the Initial Term of the contract and subject to the provisions of pricing terms of the contract, this proposal may be extended (in the District’s sole discretion) for ____ (_) additional years, not to exceed ____ (_) years total
Example: for up to two (2) additional years, in one (1) year increments
or Example: for two (2) additional years, not to exceed three (3) years total
or Example: for four (4) additional years, not to exceed five (5) years total
Examples: custodial products; security camera equipment; TV receivers
This Project will use federal funding including, but not limited to, funds from [insert federal program such as Elementary and Secondary School Emergency Relief Fund (ESSER)]. Contractor and all subcontractors must comply with all applicable federal requirements including, but not limited to Davis-Bacon and related Acts.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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