Purchase of Intercom Equipment (Product Only)

Board of Education of the Fontana Unified School District will receive sealed bids for Purchase of Intercom Equipment (Product Only), under Bid No. 25/26-0044 in accordance with the attached specifications, through the Procurement Portal at https://procurement.opengov.com/portal/fusd, no later than 2:00 pm on Tuesday, May 12, 2026.

Fontana Unified School District (FUSD) is a public K-12 school district located in San Bernardino County, California. The District serves a diverse population of approximately 32,000 students across 45 school sites, including elementary, middle, and high schools. FUSD is the second-largest school district in San Bernardino County and is committed to providing equitable access to high-quality education and technology for all students. For additional information on the District, vendors are recommended to visit the District's website at www.fusd.net.

Background

Fontana Unified School District (FUSD) is seeking qualified vendors to supply Intercom Equipment for District use. The resulting contract will be effective from the date of award through June 30, 2027, or until all products have been delivered, whichever occurs later.

Project Details

• Reference ID: 25/26-0044
• Department: Purchasing Department
• Department Head: Shamica R. Nance (Sr. Director of Purchasing, Warehouse, and Mail Services)

Important Dates

• Questions Due: 2026-05-06T19:00:00.000Z

Evaluation Criteria

• SUBMITTING BIDS —

  Each bid must be summitted through the Procurement Portal at https://procurement.opengov.com/portal/fusd by the time prescribed in the bid.

• Fontana Unified School District Sites —

  FUSD Elementary Schools
  Name	Address
  Almond Elementary	8172 Almond Avenue, Fontana, CA 92335
  Beech Avenue Elementary	9206 Beech Avenue, Fontana, CA 92335
  Canyon Crest Elementary	11851 Cherry Avenue, Fontana, CA 92337
  Chaparral Academy of Technology	14000 Shadow Drive, Fontana, CA 92337
  Citrus Elementary	16041 Randall Avenue, Fontana, CA 92335
  Cypress Elementary	9751 Cypress Ave., Fontana, CA, 92335
  Date Elementary	9011 Oleander Avenue, Fontana, CA 92335
  Dolores Huerta International Academy	17777 Merrill Avenue, Fontana, CA 92335
  Dororthy Grant Innovations Academy	7069 Isabel Lane, Fontana, CA 92336
  Hemlock Elementary	15080 Miller Avenue, Fontana, CA 92336
  Juniper Elementary	7655 Juniper Avenue, Fontana, CA 92336
  Kathy Binks Elementary	7358 Cypress Avenue, Fontana, CA 92336
  Live Oak Elementary	9522 Live Oak Avenue, Fontana, CA, 92335
  Locust Elementary	7420 Locust Avenue, Fontana, CA, 92336
  Mango Elementary	7450 Mango Avenue, Fontana, CA 92336
  Maple Elementary	751 S. Maple Avenue, Fontana, CA 92335
  North Tamarind Elementary	7961 Tamarind Avenue, Fontana, CA 92336
  Oak Park Elementary	14200 Live Oak Avenue, Fontana, CA 92337
  O'Day Short Elementary	16613 Randall Avenue, Fontana, CA 92335
  Oleander Elementary	8650 Oleander Avenue, Fontana, CA 92335
  Palmetto Elementary	9325 Palmetto Avenue, Fontana, CA, 92335
  Poplar Elementary	9937 Poplar Avenue, Fontana, CA 92335
  Redwood Elementary	8570 Redwood Avenue, Fontana, CA 92335
  Shadow Hills Elementary	14300 Shadow Drive, Fontana, CA 92337
  Sierra Lakes Elementary	5740 Avenal Pl., Fontana, CA 92336
  South Tamarind Elementary	8561 Tamarind Avenue, Fontana, CA 92335
  Ted J. Porter Elementary	8330 Locust Avenue, Fontana, CA 92335
  Tokay Elementary	7846 Tokay Avenue, Fontana, CA 92336
  Virginia Primrose Elementary	751 N. Maple Avenue, Fontana, CA 92336
  West Randall Elementary	15620 Randall Avenue, Fontana, CA 92335

   

  FUSD Middle Schools
  Name	Address
  Alder Middle School	7555 Alder Avenue, Fontana, CA 92336
  Almeria Middle School	7723 Almeria Avenue, Fontana, CA 92336
  Fontana Middle School	8425 Mango Avenue, Fontana, CA 92335
  Harry S. Truman Middle School	16224 Mallory Drive, Fontana, CA 92335
  Sequioa Middle School	9452 Hemlock Avenue, Fontana, CA 92335
  Southridge Tech Middle School	14500 Live Oak Avenue, Fontana, CA 92337
  Wayne Ruble Middle School	6762 Juniper Avenue, Fontana, CA 92336

   

  FUSD High Schools
  Name	Address
  A.B Miller High School	6821 Oleander Avenue, Fontana, CA 92336
  Fontana High School	9453 Citrus Avenue, Fontana, CA 92335
  Henry J. Kaiser High School	11155 Almond Avenue, Fontana, CA 92337
  Jurupa Hills High School	10700 Oleander Avenue, Fontana, CA 92335
  Summit High School	15551 Summit Avenue, Fontana, CA 92336

   

  FUSD Alternative School
  Name	Address
  Eric Birch High School	10760 Cypress Avenue, Fontana, CA 92335

   

  FUSD Adult School
  Name	Address
  Fontana Adult School	10755 Oleander Avenue, Fontana, CA 92337

   

  FUSD Offices
  Name	Address
  FUSD FMOT Complex	9851 Catawba Avenue, Fontana, CA 92335
  FUSD Office Complex	9680 Citrus Avenue, Fontana, CA 92335
  FUSD Warehouse	8426 Mango Avenue, Fontana, CA 92335

  *The district may add, remove, and/or rename sites related to school closures, unforeseen circumstances, and the construction or addition of new school buildings or sites; or renaming. 

  ACCESS TO SCHOOL SITES AND DEPARTMENTS (only if delivery is indicated direct to the sites)
  Contractor is required to sign out and return school master keys from the Fontana School Police Department each day unless pre-approved to check out keys for a longer duration of time. Contractor must also notify School Police at (909) 357-5000 ext. 29060 when leaving any school site or District building after hours.

• SUBSTITUTIONS FOR BID SPECIFIED ITEMS —

  Whenever in these specifications any equipment or material is indicated or specified by patent or proprietary name or by the name of a manufacturer, such specifications shall be deemed to be used for the purpose of facilitating description of the equipment or materials desired and shall be deemed to be followed by the words "or equal.” Bidders may propose equipment or materials equal to those specified herein, but must furnish complete specifications of each item, along with a point-by-point comparative data, and, if requested to do so, provide a sample of the item proposed within five days of request at no cost or obligation to the District for the purposes of testing and evaluation. The District will notify bidder whether the requested substitution has been approved as an "or equal" to the specified equipment or material. If not consumed or destroyed in such testing, the sample will be returned to the vendor.

  Substitution of equipment/supplies after the award will not be permitted. The district shall have full power and authority to reject any and all items furnished which, in their opinion, are not in strict compliance and conformity with the requirements of the specifications or equal in every respect to the sample submitted. All articles so rejected shall be promptly removed from the premises of the District at the expense of the bidder. Non-compliance with this condition will cause the item to not be considered for award. Bidder shall bear all costs of sample submittals.

• District Map —

  

• RESPONSIBILITY —

  All bids shall be signed with the firm's name and by a responsible officer or employee.

• MODIFICATIONS —

  Any changes, additions, or alterations to the bid form or other bid documents that are not expressly requested in these bid instructions may render the bid non-responsive and subject to rejection, as not being responsive to the Notice of Inviting Bids. No oral, telephonic, telegraphic, or facsimile bids or modifications will be considered.

• School Site Name Changes —

  The following schools may be referred to as their previous names as stated below:

  Chaparral Academy of Technology, previously Chaparral Elementary School
  Dorothy Grant Innovations Academy, previously Dorothy Grant Elementary School
  O'Day Short Elementary School, previously Randal Pepper Elementary School
  Southridge Tech Middle School, previously Southridge Middle School
  Eric Birch Continuation High School, previously Citrus Continuation High School
              (Birch & Citrus combined schools)

• PRICING / BID FORM —

  Prices must reflect the unit of measure indicated on the Bid Form. Prices quoted shall be net, including shipping/delivery costs, warranties, all trade discounts, and must be held firm through June 30, 2027. Sales tax shall not be included in bidder's quotation, as required sales tax is paid by the District. All costs for delivery, drayage, insurance, freight, fuel, or the packing of said items are to be borne by the bidder.

• SIGNATURE —

  All uploaded documents included in bid documents to be submitted with bid must be signed in permanent ink in the name of the bidder and must bear the signature in longhand of the person or persons duly authorized to sign the bid. Any bid submitted without a signature will be deemed non-responsive and will be rejected.

• ACCEPTANCE —

  Bid on each item separately. Prices shall be stated in units specified. The Board will not be responsible for errors in extensions. The right is reserved to reject any or all bids; to waive any irregularities or informalities in any bid or in the bidding; and to accept or reject any items in the bid. No bidder may withdraw his/her bid for a period of sixty (60) days after the date set for opening thereof.

• QUANTITY —

  The quantities indicated on the Bid Form are good faith projections of need and are given for the purpose of bid evaluation. The estimated quantities do not indicate the precise quantity which will be ordered and may increase/decrease, without prior notification, depending on budgetary allocations and/or need. There will be no minimum order requirements for any items listed on this bid. Bidders shall not specify minimum or maximum quantities or charges for specific order types. The quantities specified herein are good faith projections of requirements and are given for the purpose of bid evaluation. The estimated quantities listed on the Bid Form do not indicate the precise quantity that will be ordered and may increase/decrease depending on budgetary allocations. A District purchase order/s will be issued during the contract period based on District needs. Unit prices shall be held firm through June 30, 2027. The District shall not be obligated to purchase or reimburse the awarded bidder for any inventory of products, should purchases vary from the anticipated purchase patterns or if agreement expires or is terminated.

• ADDENDA —

  The District reserves the right to issue addenda to the bid solicitation at any time prior to the date and time of the public bid opening. Addenda, if issued, will be issued through the Procurement Portal at https://procurement.opengov.com/portal/fusd. It will be the responsibility of the bidder to ensure receipt and acknowledgement of any addenda issued. All addenda shall become part of the contract documents.

• FUEL SURCHARGES —

  Absolutely no fuel charges will be accepted under this contact and the addition of such charges shall not be permitted during the period of the term of this contract.

• ERRORS AND OMISSIONS —

  It shall be the responsibility of the bidder to acquaint him/herself with the contract documents before submitting a bid, and the bidder shall assume full liability for any errors or omissions in their bid.

• BID SECURITY —

  Bid bond/security is not required for this solicitation.

• TIE BIDS —

  If two identical low bids are received from responsive and responsible bidders, the District will determine which bid will be accepted pursuant to California Public Contract Code Section 20117.

• BID CALCULATION ERRORS —

  In the event there is a discrepancy between the extended amounts and the unit prices bid, the unit prices shall prevail, and the corrected sum will be considered the bid price.

• DELIVERY —

  Deliveries shall be made Monday through Friday (excluding holidays) between 7:00 a.m. - 2:30 p.m., to the FUSD Warehouse located at 8426 Mango Ave, Fontana, CA 92335. Deliveries will need to be offloaded by forklift only, with max trailer size being 53', drivers will need to set pallet on back of trailer/truck as there are no docks available. Shipments are to be accompanied by a packing slip containing bid pricing, purchase order number, and site name; if needed palletized, load locked, glued, and/or shrink wrapped. The purchase order number shall appear on all cases and packages. Damaged cases or packages may be rejected and returned for credit or immediate replacement, at no cost to the District for product or freight. Price quoted shall be F.O.B. destination.

• BID PROTEST PROCEDURE —

  Any bid protest by any bidder regarding any other bid must be submitted in writing to: Sr. Director of Purchasing, Shamica R. Nance at shamica.nance@fusd.net, not more than five (5) calendar days after receipt of written notice of the District’s intent to award to another bidder and must meet the following requirements:

  1. 1. 1. The protest must contain a complete statement of any and all basis for the protest.
        2. The protest must refer to the specific portions of all documents that form the basis for the protest.
        3. The protest must include the name, address, email and telephone number of the person representing the protesting party.

  The procedure and time limits set forth in this section are mandatory and are each bidder's sole and exclusively remedy in the event of bid protest. Failure to comply with these procedures shall constitute a waiver of any right to further pursue the bid protest, including filing a Government Code claim, any administrative remedies or legal proceedings.

• MATERIAL SAFETY DATA SHEETS —

  For all products requiring a Material Safety Data Sheet – The District requires that a Material Safety Data Sheet accompany all orders at the time of delivery.

• SUBSTITUTIONS —

  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 proposal specifically requires no substitutions. When submitting proposals on items other than those specified, the proposer must state on the proposal the pack size and/or description on each item bid other than “as specified”. At the Districts request, the proposer shall furnish samples and/or full descriptive information covering the product within five (5) business days of request.

  1. 1. 1. One Product Specified. Unless the Plans and Specifications state that no Substitution is permitted, whenever the Contract Documents indicate any specific article, device, equipment, product, material, fixture, patented process, form, method, construction, or any specific name, make, trade name, or catalog number, with or without the words, “or equal,” such specification shall be read as if the language “or equal” is incorporated.
        2. Request for Substitution. Bidder may, unless otherwise stated, offer any material, process, article, etc., which is materially equal or better in every respect to that so indicated or specified (“Specified Item”) and will completely accomplish the purpose of the Contract Document. If bidder desires to offer a Substitution for a Specified Item, such bidder must make a request in writing on the District’s Substitution Request Form (“Request Form”) located within the Question and Answer section of the e-procurement portal. The completed Request Form must be submitted through the e-procurement portal at least seven (7) business days prior to the bid opening date. The Request Form must be accompanied by evidence as to whether the proposed substitution:
           1. Is equal in quality, service, and ability to the Specified Item as demonstrated by a side by side comparison of key characteristics and performance criteria (CSI comparison chart);
           2. Will entail no changes in detail, construction and scheduling of related work;
           3. Will be acceptable in consideration of the required design and artistic effect;
           4. Will provide no cost disadvantage to the District;
           5. Will require no excessive or more expensive maintenance, including adequacy and availability of replacement parts; and
           6. Will require no change in the Contract Time.

  Any bidder requesting a substitution shall provide any and all Drawings, Specifications, samples, performance data, calculations, and other information as may be required to assist the Architect and the District in determining whether the proposed substitution is acceptable. The burden of establishing these facts shall be upon the bidder.

  After the District’s timely receipt of such evidence by bidder, the District will make its final decision as to whether the bidder’s request for substitution for any Specified Items will be granted. The District shall have sole discretion in deciding as to whether a proposed request for substitution is equal to or better than a Specified Item. Any request for substitution which is granted by the District shall be issued via an addendum issued to all bidders. The District may condition its approval of any substitution upon delivery to the District of an extended warranty or other assurances of adequate performance of the substitution. Any and all risks of delay due to DSA, or any other governmental agency having jurisdiction shall be on the bidder.

• QUALITY —

  All workmanship, materials, and articles incorporated in the items covered by this specification shall be of the best available grade of their respective kinds for the purpose for which the items are to be used. All equipment shall be new unless otherwise specified.

• ADDITIONAL ITEMS —

  The District reserves the right to add items to the contract during the contract period. Prices for additional items will be negotiated.

• WARRANTY —

  Items delivered under this contract will have standard warranty, including full parts, labor to repair (if needed). Unless otherwise specified, warranty “period of time” should commence after receipt of item/material by the District. The successful bidder will be solely responsible for handling all warranty claims.

• AWARD OF CONTRACT —

  The District reserves the right to award by individual line item, group of items or all items, and to make an award either in whole or in part, whichever is deemed in the best interest of the District. A successful bid must deliver the items within the required delivery schedule in order to be declared responsive to this bid. The District further reserves the right to reject any or all bids, to waive any irregularities or informalities in any bid or in the bidding and to increase or decrease quantities as necessary without prior notification. The District makes no representation that participation in the bid process will lead to an award of contract, or any consideration whatsoever. The District shall, in no event, be responsible for the cost of preparing any bid in response to this solicitation. The awarding of the goods and/or services contract, if at all, is at the sole discretion of the District.

• CONTRACT DOCUMENTS —

  The complete contract will include the Notice Inviting Bids, General Bid Instructions and Conditions, Special Conditions, the bid of the bidder/vendor, its acceptance by the District, and the Purchase Order(s) issued by the District, any of which shall be interpreted to include all provisions of the other documents as though fully set forth therein.

• SAMPLES AND TESTING —

  Samples of items, when required, shall be furnished free of expense to the District, and may be retained by the District for the purpose of comparing against material delivered by the apparent low bidder, and if not destroyed by tests will, upon request, be returned at bidder’s expense. The final decision as to whether the material or product is the equal to that specified shall be made by the District. In all cases when a sample is taken from a shipment and sent to a public testing laboratory and the test shows that the sample does not comply with the specifications, the bidder shall pay the cost of the tests. In all cases the District reserves the right to make test it deems necessary.

• PATENT INFRINGEMENTS —

  The successful bidder shall hold the Fontana 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 un-copyrighted composition, secret process, patented invention, article, or appliance, furnished or used, under this bid.

• DELIVERY —

  It is understood that the bidder agrees to deliver prepaid all items on which bids are accepted to the address indicated in the bid. All cost for delivery, drayage, or freight, or the packing of said articles are to be borne by the bidder.

• EXECUTION OF CONTRACT —

  Failure or refusal of the awarded bidder to execute a contract upon award by the District may result in a claim for damages by the District and shall be grounds for immediate removal from the District’s bidders list and bidding on future bid solicitations.

• PAYMENT TERMS/INVOICES —

  Invoices/packing slips must accompany each delivery and include the following information: site name, purchase order (PO) number, product name, quantity ordered, quantity delivered, unit size, unit price and total amount. The PO number must appear on all packing slips, invoices, statements, and related correspondence.

  Payment will be made within thirty (30) business days after actual delivery of goods to the designated destination.

  In the event of a return or shortage, a legible delivery discrepancy receipt must be left at the site. Credits shall be issued promptly.

• SALES TAX —

  (A) Do not include California State Sales Tax in bid; said tax will be added to invoice and paid by the District. (B) Do not include Federal Excise Tax or Use Tax in bid: the District is not subject to same.

• DISCOUNT —

  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 in triplicate. Cash discounts for a period of less that thirty (30) days will not be considered in determining low bidder.

• PRICE ADJUSTMENTS —

  Decreases If during the contract period there should be a decrease in prices of the items bid, a corresponding decrease in prices on the balance of the deliveries shall be made to the District for as long as the lower prices are in effect, but at no time shall the prices charged the District exceed the prices bid. The District shall be given the benefit of any lower prices which may, for comparable quality and delivery be given by the contractor to any other school District or any other state, county, municipal or local governmental agency in San Bernardino County for products listed herein.

  In the event that the bidder's supplier or manufacturer increases the price of the item(s) to be supplied hereunder during the term of the contract, only such increases may be passed on to District. Price increases shall not automatically be passed on to the District. Any price increase must be approved by the District before such increase come into effect. The successful Vendor will notify Shamica Nance at shamica.nance@fusd.net (30) days prior to any increase in pricing, and provide full documentation from the manufacturer or other parties providing justification for increase. The District will review all information and make a determination whether the increase is valid and if acceptance of the increase is warranted.

  Any price increase must be substantiated to the satisfaction of the District and shall only be effective upon acceptance by District in writing.

• BID NEGOTIATIONS —

  A bid response to any specific item of this bid with terms such as “negotiable”, “will negotiate”, or similar, will be considered non-responsive to that specific term. Alternate bids will be rejected.

• PRODUCT QUALITY CONTROL —

  All materials furnished must be in conformity with the specifications and will be subject to inspection and acceptance or rejection by District personnel. The right is reserved to reject and return, at the risk and expense of the successful bidders, such portion of any shipment which may be defective or fails to comply with specifications. The District reserves the right to discontinue service of all or any portion of any contract resulting from this bid for any reason determined by the District to be detrimental to the health and welfare of the students and school personnel, or failure to meet contract specifications and to hold the contractor in default.

• INTERPRETATIONS OF BID DOCUMENTS —

  All interpretations of the bid conditions and/or specifications shall be made only by written addendum. The District shall not be responsible for any other explanation or interpretation of the bid document.

• PIGGYBACK/OTHER DISTRICTS —

  Pursuant to Public Contract Code Sections 20118 and 20652, other school districts and public agencies in the State of California may, at the option of the vendor, purchase identical items at the same price, terms, and conditions of this bid for the term specified by Fontana Unified School District. Fontana Unified School District waives its right to require other districts to draw their warrants in favor of the District and authorizes each district to make payments directly to the successful bidder. Please indicate whether you accept the piggyback option in the space provided on the Bid Form. Acceptance or rejection of this clause will not affect the outcome of this bid.

• LEGAL REQUIREMENTS —

  All bidders are required to comply with and be bound by all applicable provisions of law whether or not referred to herein.

• COMPLIANCE WITH APPLICABLE LAWS —

  All property or services furnished must comply with all Federal, State and Local laws, rules, regulations, and ordinances.

• COMMUNICATION OF AWARD —

  Bid awards made by the Board of Education shall not become binding upon the District until communication in writing to the successful bidder.

• DRUG-FREE WORKPLACE CERTIFICATION —

  Pursuant to Government Code section 8350 et seq., the successful bidder will be required to execute a Drug Free Workplace Certification upon execution of the contract. The bidder will be required to take positive measures outlined in the certification in order to ensure the presence of a drug-free workplace. Failure to abide with the conditions set forth in the Drug-free Workplace Act could result in penalties including the termination of the contract or suspension of payment thereunder.

• SAFETY REGULATIONS —

  All equipment and supplies furnished, and/or all work performed, shall meet all applicable safety regulations of the Division of Occupational Safety and Health of the State of California and Safety and Health Codes of the State of California.

• ALCOHOLIC BEVERAGE AND TOBACCO-FREE CERTIFICATION —

  The successful bidder shall agree to enforce an alcoholic beverage and tobacco-free work site and will be required to execute an Alcoholic Beverage and Tobacco-free Certification upon execution of the contract.

• AFFIRMATIVE ACTION —

  The bidders shall certify that he/she 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 discriminating 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. 

• NON-COLLUSION DECLARATION —

  A signed Non-collusion Declaration must be uploaded in OpenGov.  Bids received without a signed Non-collusion Declaration cannot be accepted.

• CONTRACTOR’S CERTIFICATE REGARDING WORKERS’ COMPENSATION —

  The successful bidder shall maintain a policy of workers’ compensation insurance as required by Labor Code Section 3200 et. seq. A certificate evidencing this coverage shall be filed with the District prior to the commencement of work under this agreement and will become part of the contract. Notification by the carrier to the District at least 30 days prior to cancellation, failure to renew, or other termination, is required.

• INSURANCE AND WORKERS’ COMPENSATION —

  The successful bidder shall be required to furnish certificates and endorsements evidencing that the required insurance is in effect as set forth in the Agreement.  District may request that such certificates and endorsements are completed on District provided forms.  In accordance with the provisions of Section 3700 of the Labor Code, the successful bidder shall secure the payment of compensation to all employees.  The successful bidder who has been awarded the contract shall sign and file with District prior to performing the work, the Workers’ Compensation Certificate included as a part of the proposal documents.  Labor Code section 1861. 
  
  a) Successful bidder shall, at bidder’s sole cost and expense, maintain in full force and effect the following insurance coverages from a California licensed insurer with an A, VIII, or better rating from A.M. Best or an approved self-insurance program, sufficient to cover any claims, damages, liabilities, costs and expenses (including attorney fees) arising out of or in connection with bidder’s fulfillment of the obligations under this bid:

  i. Comprehensive General Liability Insurance, including bodily injury, property damage and contractual liability with minimum limits set by the District.  The policy may not contain an exclusion for sexual molestation or abuse coverage, may be waived by the District.

  a. General Aggregate                                      $2,000,000
  b. Each Occurrence                                         $1,000,000
  c. Products/Completed Operations                  $1,000,000
  d. Personal and Adverting Injury                      $1,000,000
  e. Damage to Rented Premises                       $50,000
  f. Medical Expense (any one person)              $5,000
  
  ii. Umbrella (excess) liability insurance coverage with a limit of $3,000,00, unless waived by the District.  The policy may not contain an exclusion for sexual molestation or abuse coverage, may be waived by the District. 

  iii. Business Automobile Liability Insurance for owned, scheduled, non-owned, or hired automobiles with a combined single limit not less than $1,000,000 per occurrence.  

  iv. Professional Liability Insurance with a limit of $1,000,000 per occurrence, if applicable.  

  v. Workers’ Compensation and Employers Liability Insurance in a form and amount covering bidder’s full liability under the California Workers’ Compensation Insurance and Safety Act and in accordance with applicable state and federal laws.  The policy shall be endorsed with the insurer’s waiver of rights of subrogation against the District. 

  vi. The following special hazards shall be covered by rider or riders to the above-mentioned public liability insurance or property damage insurance policy or policies of insurance, or by special policies of insurance as follows:
  It should be expressly understood, however, that the coverage and limits referred to above shall not in any way limit the liability of the bidder. 

  b) The successful bidder shall not commence work or allow any subcontractor to commence work under this contract until all required insurance and certificates have been delivered in and approved by District.  

  c) Successful bidder shall provide prior written notice to the District thirty (30) days in advance of any non-renewal, cancellation, or modification of the required insurance.  The certificates of insurance providing the coverages referred to in clauses i. and ii. Above shall name District, its Governing Board, officers, and employees, as additional insureds with appropriate endorsements.  In addition, the certificates of insurance shall include a provision stating, “Such insurance as is afforded by this policy shall be primary, and any insurance carried by District shall be excess and noncontributory.”  Failure to maintain the above-mentioned insurance coverages shall be cause for termination of the Agreement.

• HOLD HARMLESS —

  The successful bidder shall save, defend, hold harmless and indemnify the District against any and all liability, claim, and costs of whatsoever kind and nature for injury to or death of any person and for loss or damage to any property occurring in connection with or in any way incident to or arising out of the occupancy, use, service, operation, or performance under the terms of this contract, resulting in whole or in part from the negligent acts or omissions of contractor, and subcontractor, or any employee, agent, or representative or vendor and/or subcontractor.

• COVID-19 CONTRACTOR RESPONSIBILITIES —

  Contractor and subcontractors shall follow the Center for Disease Control, OHSA and other applicable federal, state, and local health authority guidelines and requirements regarding COVID-19. While the confidentiality of all medical conditions must be maintained in accordance with applicable law, the District reserves the right to inform any District staff, employees, students, and/or visitors that an unnamed worker has been diagnosed with COVID-19 if any of the District’s staff, employees, students, or visitors might have been exposed to the disease so such individual(s) may take measures to protect their own health. On August 11, 2021, the California Department of Public Health ("CDPH") issued State Public Health Officer Order of August 11, 2021 ("Order"), which requires all public and private schools serving TK through 12th grade students to verify the vaccination status of all "workers" and to require all unvaccinated or incompletely vaccinated workers to undergo weekly diagnostic screening testing. Reference Contractor/Vendor Vaccine Verification/Testing Policy included in the Bid documents. Successful bidder will be required to submit a Contractor/Vendor COVID-19 Attestation Of Compliance upon execution of the contract.

• CALIFORNIA PUBLIC RECORDS ACT —

  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.

• CANCELLATION FOR INSUFFICIENT OR NON-APPROPRIATED FUNDS —

  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.

• TERMINATION CLAUSE —

  At any time and without cause, District shall have the right to terminate the contract by giving thirty (30) calendar days written notice to Successful Vendor. In the event of such termination, Bidder shall only be entitled to payment for those goods and services that have been delivered and accepted by District or services satisfactorily rendered through the date of termination.

• FORCE MAJEURE —

  The parties to the executed contract will be excused from performance during the time and to the extent that they are prevented from obtaining, delivering or performing by “Act of God”, fire, strike, loss or shortage of transportation, facilities, lockout, or commandeering of materials, products, plants, or facilities by the government, when satisfactory evidence thereof is presented to the other party provided that it is satisfactorily established that the non-performance is not due to the fault or negligence of the party not performing.

• DISTRICT CONTACT —

  Bidders are hereby notified that any contact with a member of the Board of Education, Superintendent, Associate Superintendent, or employee of the District, other than the Buyer or Sr. Director of Purchasing, regarding this bid could result in the rejection of their proposal.

Submission Requirements

• CERTIFICATIONS & DECLARATIONS TO BE SUBMITTED WITH BID —

  Please download the below documents, complete, and upload. (Download documents from this tab in OpenGov, instead of pdf.)

• Non-Collusion Declaration (required)
• Authorized Reseller Certification (required) —

  Please upload documentation confirming that you are an authorized reseller of the manufacturer’s equipment.

• CONTRACT FORMS TO BE SUBMITTED BY VENDOR AFTER AWARD ON CONTRACT —

  For reference only, no need to submit at this time. 

• Sample Purchase Agreement Form & Documents
• VENDOR QUESTIONNAIRE —

  Please complete this qualifying criteria questionnaire.

• Do you have an online ordering system? (required) —

  Bidder must have an online ordering system to be a responsive to bid. 

• Piggyback Option Granted (required) —

  Acceptance or rejection of this clause will not affect the award outcome of this bid. 

• General Company and Contact Information (required) —

  Provide the following information:

  General Company Information:
  Company Name:
  Business Address:
  City, State, Zip Code:
  Website:

  Primary Contact Person:
  Name:
  Title:
  Phone:
  Email:

  Years in Business:
  Tax Identification Number (EIN):

• How do you plan to work with the district to set up a delivery schedule? (required)
• What is the lead time you require for orders that ensures a 99.5% fill rate? (required)
• What is your company’s “fill rate” to your customers? Please explain how you calculate this fill rate. What provisions does your firm take to achieve a high level of execution? (required)
• How late can add-ons be added to next day delivery? Is there a limit on the number of items that can be added on? (required)
• How do your delivery drivers provide company identification upon delivery? (required)
• Please describe the reports that you make available to your customers (e.g. monthly usage, data analysis, business intelligence, etc.). How are customers able to access these reports? (required)
• What is your procedure for notifying customers of shortages and/or late deliveries? (required)
• What is your procedure for notifying customers of a product recall? (required)
• What procedures do you have in place to fill emergency orders? (required)
• Certification of Bid Review & Authorized (required) —

  I certify that I have read Notice of Inviting Bid and all documentation provided. I further certify that I must submit firm’s bid response in response to this request via OpenGov Procurement and that I am authorized to commit the firm to the bid submitted.

  In submitting this Bid, the undersigned Vendor acknowledges receipt of all Addenda issued by or on behalf of the District, as set forth below. The Vendor confirms that this Bid incorporates and is inclusive of, all items or other matters contained in all

  The undersigned hereby proposes and agrees to furnish and deliver the goods or services as quoted in accordance with the terms, conditions, specifications, and prices herein quoted.

• Provide Publication Dates (required) —

  Example: December 12, 2025 and December 19, 2025

• What is the Term of Contract? (required) —

  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 

• Years for multi-year renewals/extensions (if applicable) —

  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

• Type of Product (required) —

  Examples: custodial products; security camera equipment; TV receivers

• Does this project include Federal Funding? (required)
• Federal Funding: (required) —

  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.