BID 26-02 ZOOM SOFTWARE RENEWAL.pdf

ORANGE COUNTY SUPERINTENDENT OF SCHOOLS

200 KALMUS DRIVE

COSTA MESA, CALIFORNIA 92626

BID: 26-02

BID TITLE: ZOOM SOFTWARE RENEWAL

BID DUE DATE: September 3, 2026 - 2:00:00 P.M. PST SHARP!

Orange County Superintendent of Schools Attn: Purchasing Department 200 Kalmus Drive, Building A Costa Mesa, California 92626

The Orange County Superintendent of Schools is requesting bids for ZOOM SOFTWARE RENEWAL. Questions and/or concerns related to the Bid requirements should be directed to Laura DePerry, Buyer, Purchasing & Contracts at email ldeperry@ocde.us.

TABLE OF CONTENTS

BID NUMBER: 25-10 EXAGRID MAINTENANCE/ SUPPORT RENEWAL

PAGE

1. Notice Calling for Bids

2. Return Document Checklist

3. Information for Bidders…………………………………….. 5-14

4. Bid Form ………………………......................................... 15-18

5. Price Sheet ………………………………………………….. 19-20

6. Noncollusion Declaration..……………………………….... 21-22

7. Certifications……………………..…………………………. 23-29

PUBLIC NOTICE

INVITATION TO BID

Notice is hereby given that the Orange County Superintendent of Schools, hereinafter referred to as SUPERINTENDENT, will receive sealed bids up to but not later than 2:00:00 p.m. PST on the 3rd day of September, 2026 at the Orange County Superintendent of Schools, Attn: Laura DePerry Purchasing & Contracts Department, 200 Kalmus Drive, Costa Mesa, California 92626.

At this time, date, and place, bids will be publicly opened and read aloud for the following:

BID NUMBER: 26-02

ZOOM SOFTWARE RENEWAL

Contact: Laura DePerry – ldeperry@ocde.us

EACH BID MUST CONFORM AND BE RESPONSIVE ONLY TO THE BID DOCUMENTS

AND AGREEMENT IN ITS ENTIRETY, AS PROVIDED BY THE COUNTY

SUPERINTENDENT.

A complete copy of the Bid document and plans are available on the SUPERINTENDENT’s website at http://ocde.us/Administrative/Pages/Bids-and- RFP%27s.aspx.

The SUPERINTENDENT reserves the right to accept or reject any or all bids, and to accept or reject any item, to withdraw a line item or entire bid, and not necessarily accept the lowest bid price submitted, and to waive any irregularities or informalities in any bid. The SUPERINTENDENT may award any, all, or none of this bid. The right is also reserved by the SUPERINTENDENT to select the Bidder which in his opinion will best serve the needs of the Orange County Superintendent of Schools.

No Bidder may withdraw any bid for a period of ninety (90) days after the date set for opening of bids.

By: Laura DePerry

Buyer, Purchasing & Contracts

Date Published: August 12, 2026 Date Published: August 19, 2026 mailto:ldeperry@ocde.us http://ocde.us/Administrative/Pages/Bids-and-RFP%27s.aspx

RETURN DOCUMENTS CHECKLIST

The following sections of this must be returned with the bid response prior to the bid closing deadline on or before 2:00:00 p.m. PST SHARP! on July 6, 2026, to be considered responsive to the bid specifications.

Document Title

1. Bid Form

2. Price Sheet

3. Noncollusion Declaration

4. Equal Opportunity Certification

5. Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary

Exclusion

6. Education Department of General Administration Regulation (EDGAR) Federal Funding Contract Compliance Form

7. Iran Contracting Act Certification

8. Ukraine-Russia Contracting Certification

INFORMATION FOR BIDDERS

WARNING:

READ THIS DOCUMENT CAREFULLY. DO NOT ASSUME

THAT IT IS THE SAME AS OTHER SIMILAR DOCUMENTS

YOU MAY HAVE SEEN, EVEN IF FROM THE SAME SUPERINTENDENT.

1. Preparation of Bid Form. Bids shall be submitted on the prescribed Bid Form and Price Sheet completed in full. All bid items and statements shall be properly and legibly filled out. Numbers shall be stated both in words and in figures where so indicated, and where there is a conflict in the words and the figures, the words shall control over the numbers. The signatures of all persons shall be in longhand and in ink. Prices, wording and notations must be in ink or typewritten.

2. Bidder's Questions. All Bidders are required to send in any questions or comments in writing regarding this Project by email to Laura DePerry at ldeperry@ocde.us no later than 2:00:00 p.m. PST, August 26, 2026.

3. Form and Delivery of Bids. The bid must conform and be responsive to all Project Documents and shall be made on the Bid Form (s) provided, and the complete bid, together with any and all additional materials as required, shall be enclosed in a sealed envelope, addressed and hand delivered or mailed to the SUPERINTENDENT at: Orange County Superintendent of Schools, Attn: Contracts/Purchasing/Transportation Department, 200 Kalmus Drive, Costa Mesa, California 92626, and must be received on or before the bid deadline. (Public Contract Code Section 20112) The envelope shall be plainly marked in the upper left hand corner with the Bidder's name, the Project designation and the date and time for the opening of bids. It is the Bidder's sole responsibility to ensure that its bid is received prior to the bid deadline. No facsimiles or emailed bids will be accepted. In accordance with Government Code Section 53068, any bid received after the scheduled closing time for receipt of bids shall be returned to the Bidder unopened. At the time and place set forth for the opening of bids, the sealed bids will be opened and publicly read aloud. A complete copy of the District’s Bid documents are available on the District’s website at http://ocde.us/Administrative/Pages/Bids-and-RFP%27s.aspx.

4. Signature. Any signature required on Project Documents must be signed in the name of the Bidder and must bear the signature of the person or persons duly authorized to sign these documents. Where indicated, if Bidder is a corporation, the legal name of the corporation shall first be set forth, together with two signatures: one from among the chairman of the board, president or vice president and one from among the secretary, chief financial officer, or treasurer. Alternatively, the signature of other authorized officers or agents may be affixed, if duly authorized by the corporation. Such documents shall include the title of such signatories below the signature and shall bear the corporate seal.

Where indicated, in the event that the Bidder is a joint venture or partnership, there shall be submitted with the bid certifications signed by authorized officers of each of the parties to the joint venture or partnership, naming the individual who shall sign all necessary mailto:ldeperry@ocde.us documents for the joint venture or partnership and, should the joint venture or partnership be the successful Bidder, who shall act in all matters relative to the Project for the joint venture or partnership. If Bidder is an individual, his/her signature shall be placed on such documents.

5. Modifications. Changes in or additions to any of the bid documents, summary of the work bid upon, alternative proposals, or any other modifications which are not specifically called for by the SUPERINTENDENT may result in the SUPERINTENDENT'S rejection of the bid as being nonresponsive. No oral, telephonic, facsimile or electronic modification of any of the bid documents will be considered.

6. Erasures, Inconsistent or Illegible Bids. The bid submitted must not contain any erasures, interlineations, or other corrections unless each such correction is authenticated by affixing the initials of the person(s) signing the bid in the margin immediately adjacent to the correction. In the event of inconsistency between words and numbers in the bid, words shall control numbers. In the event that SUPERINTENDENT determines that any bid is unintelligible, illegible or ambiguous, the SUPERINTENDENT may reject such bid as being nonresponsive.

7. Examination of Site and Project Documents. At its own expense and prior to submitting its bid, each Bidder shall examine all documents relating to the Project; visit the site and determine the local conditions which may in any way affect the performance of the work, including the general prevailing rates of per diem wages and other relevant cost factors; familiarize itself with all Federal, State and Local laws, ordinances, rules, regulations and codes affecting the performance of the work, including the cost of permits and licenses required for the work; make such surveys and investigations, including investigation of subsurface or latent physical conditions at the site or where work is to be performed, as it may deem necessary for performance of the work at its bid price;

determine the character, quality, and quantities of the work to be performed and the materials and equipment to be provided; and correlate its observations, investigations, and determinations with all requirements of the Project. The Project Documents show and describe the existing conditions as they are believed to have been used in the design of the work and are only provided as information for the Bidder. The SUPERINTENDENT is not making any warranties regarding said information. The SUPERINTENDENT shall not be liable for any loss sustained by the successful Bidder resulting from any variance between the conditions and design data given in the Project Documents and the actual conditions revealed during the Bidder's pre-bid examination or during the progress of the work. Bidder agrees that the submission of a bid shall be incontrovertible evidence that the Bidder has complied with all the requirements of this provision of the Information for Bidders.

8. Withdrawal of Bids. Any bid may be withdrawn, either personally or by written request signed by the Bidder, at any time prior to the scheduled closing time for receipt of bids. The bid security for a bid withdrawn prior to the scheduled closing time for receipt of bids, in accordance with this paragraph, shall be returned. No Bidder may withdraw any bid for a period of ninety (90) calendar days after the date set for the opening of bids.

9. Interpretation of Project Documents. If any Bidder is in doubt as to the true meaning of any part of the Project Documents, or finds discrepancies in or omissions from the Project Documents, a written request for an interpretation or correction thereof must be submitted to the SUPERINTENDENT three (3) days before bid deadline. No requests shall be considered after this time. The Bidder submitting the written request shall be responsible for its prompt delivery. Any interpretation or correction of the Project Documents will be made solely at SUPERINTENDENT’S discretion and only by written addendum duly issued by the SUPERINTENDENT, and a copy of such addendum will be hand delivered or mailed or faxed to each Bidder known to have received a set of the Project Documents. No person is authorized to make any oral interpretation of any provision in the Project Documents, nor shall any oral interpretation of Project Documents be binding on the SUPERINTENDENT. If there are discrepancies of any kind in the Project Documents, the interpretation of the SUPERINTENDENT shall prevail. SUBMITTAL OF

A BID WITHOUT A REQUEST FOR CLARIFICATIONS SHALL BE

INCONTROVERTIBLE EVIDENCE THAT THE BIDDER HAS DETERMINED THAT THE

PROJECT DOCUMENTS ARE ACCEPTABLE AND SUFFICIENT FOR BIDDING AND

COMPLETING THE WORK; THAT BIDDER IS CAPABLE OF READING, FOLLOWING

AND COMPLETING THE WORK IN ACCORDANCE WITH THE PROJECT

DOCUMENTS; AND THAT BIDDER AGREES THAT THE PROJECT CAN AND WILL BE

COMPLETED ACCORDING TO THE SUPERINTENDENT’S TIMELINES AND

ACCORDING TO THE PROGRESS SCHEDULE TO BE SUBMITTED BY THE

SUCCESSFUL BIDDER INCORPORATING THE SUPERINTENDENT’S TIMELINES

FOR COMPLETION OF THE PROJECT.

10. Bidders Interested in More Than One Bid. 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 by the SUPERINTENDENT. A person, firm, or corporation that has submitted a subproposal 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 submitting a bid on the Project.

11. Award of Contract. The SUPERINTENDENT reserves the right to reject any or all bids, or to waive any irregularities or informalities in any bids or in the bidding process.

The award of the contract, if made by the SUPERINTENDENT will be to the one of the three lowest responsive and responsible Bidders. In the event an award of the contract is made to a Bidder and such Bidder fails or refuses to execute the Agreement and provide the required documents within five (5) working days after the notice of award of the contract to Bidder, the SUPERINTENDENT may award the contract to the next lowest responsive and responsible Bidder or reject all Bidders.

12. Identical Bids. If two or more bids are identical in all respects, the SUPERINTENDENT may determine by lot which Bidder will be awarded the contract pursuant to Public Contract Code section 20117.

13. Alternatives. This section IS NOT applicable to this Project. If the SUPERINTENDENT intends to call for alternate bids (Public Contract Code Section 20103.8), then the SUPERINTENDENT intends to award the contract to the lowest responsive and responsible Bidder on the base bid without consideration of any of the additive and/or deductive items, unless the other three (3) below optional clause apply as usual by SUPERINTENDENT.

___ OPTIONAL: The SUPERINTENDENT intends to call for alternate bids. The Governing Board intends to award the contract to the lowest responsive and responsible Bidder on the lowest total on the base bid and the following additive and/or deductive items.

___ OPTIONAL: The SUPERINTENDENT intends to call for alternate bids. The Governing Board intends to award the contract to the lowest responsive and responsible Bidder on the lowest total of the base bid and the additive and/or deductive items taken in order from the specifically identified list of items in the Special Conditions depending on available funds.

___ OPTIONAL: The SUPERINTENDENT intends to call for alternate bids. The Governing Board intends to award the contract to the lowest responsive and responsible Bidder in a manner that prevents any information that would identify any of the Bidders from being revealed to the SUPERINTENDENT before the ranking of all Bidders from lowest to highest has been determined.

14. Competency of Bidders. In selecting the lowest responsive and responsible Bidder, consideration will be given not only to the financial standing but also to the general competency of the Bidder for the performance of the Project. By submitting a bid, each Bidder agrees that the SUPERINTENDENT, in determining the successful Bidder and its eligibility for the award, may consider the Bidder’s experience and facilities, conduct and performance under other contracts, financial condition, reputation in the industry, and other factors which could affect the Bidder’s performance of the Project. To this end, each bid shall be supported by a statement of the Bidder’s experience on the form entitled

“INFORMATION REQUIRED OF BIDDER.”

The SUPERINTENDENT may also consider the qualifications and experience of subcontractors and other persons and organizations (including those who are to furnish the principal items of material and equipment) proposed for those portions of the work.

Operating costs, maintenance considerations, performance data and guarantees of materials and equipment may also be considered by the SUPERINTENDENT. In this regard, the SUPERINTENDENT may conduct such investigations as the SUPERINTENDENT deems necessary to assist in the evaluation of any bid and to establish the responsibility, qualifications and financial ability of the Bidder, proposed subcontractors, and other persons and organizations to do the work to the SUPERINTENDENT’S satisfaction within the prescribed time. The SUPERINTENDENT reserves the right to reject the bid of any Bidder who does not pass any such evaluation to the satisfaction of the SUPERINTENDENT.

15. Insurance and Workers' Compensation. The successful Bidder shall be required to furnish certificates and endorsements evidencing that the required insurance is in effect.

SUPERINTENDENT may request that such certificates and endorsements are completed on SUPERINTENDENT 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 SUPERINTENDENT prior to performing the work, the Workers’ Compensation Certificate included as a part of the Project Documents. Labor Code Section 1861.

16. Anti-Discrimination. In connection with all work performed under this Project, there shall be no unlawful discrimination against any prospective or active employee engaged in the work because of race, color, ancestry, national origin, religious creed, sex, age, marital status, physical disability, mental disability, or medical condition. The successful Bidder agrees to comply with applicable Federal and State laws including, but not limited to, the California Fair Employment and Housing Act, beginning with Government Code Section 12900 and Labor Code Section 1735. In addition, the successful Bidder agrees to require like compliance by any subcontractors employed on the Project by such Bidder.

17. Hold Harmless and Indemnification. The successful Bidder awarded the Contract agrees to and does hereby indemnify and hold harmless, the SUPERINTENDENT, including but not limited to any of its governing board members, officers, employees and agents, from and against every claim or demand made, and every liability, loss damage, or expense, of any nature whatsoever, which may arise out of, or result from or be incurred by reason of: any and all claims, actions, demands, costs, judgments, liens, penalties, liabilities, damages, losses, anticipated losses of revenues, and expenses, including any fees of accountants, attorneys or other professionals, arising out of, in connection with, resulting from or related to, or claimed to be arising out of, in connection with, resulting from or related to any act or omission by the Bidder or any of its officers, agents, employees, subcontractors, any person performing any of the work pursuant to a direct or indirect contract with the Bidder or individual entities comprising the Bidder, in connection with or relating to, or claimed to be in connection with or relating to the work, this Agreement, or the Project, including but not limited to any costs or liabilities arising out of or in connection with:

4. failure to comply with any applicable law, statute, code, ordinance, regulation, permit or orders;

5. any misrepresentation, misstatement or omission with respect to any statement made in the Project Documents or any document furnished by the Bidder in connection therewith;

6. any breach of duty, obligation or requirement under the Project Documents;

7. any failure to coordinate the work of other contractors;

8. any failure to provide notice to any party as required under the Project

Documents;

9. any failure to act in such a manner as to protect the SUPERINTENDENT and the

Project from loss, cost, expense or liability; or

10. any failure to protect the property of any utility company or property owner.

The Bidder, at Bidder’s own expense, cost, and risk shall defend any and all actions.

This indemnity shall survive termination of the contract or final payment thereunder. This indemnity is in addition to any other rights or remedies which the SUPERINTENDENT may have under the law or under the Project Documents. In the event of any claim or demand made against any party which is entitled to be indemnified hereunder, the SUPERINTENDENT may in its sole discretion reserve, retain or apply any monies due to the Bidder under the Project Documents for the purpose of resolving such claims;

provided, however, that the SUPERINTENDENT may release such funds if the Bidder provides the SUPERINTENDENT with reasonable assurance of protection of the SUPERINTENDENT’S interests. The SUPERINTENDENT shall in its sole discretion determine whether such assurances are reasonable.

18. Drug-Free Workplace Certification. Pursuant to Government Code Sections 8350, et seq., the successful Bidder will be required to execute a Drug-Free Workplace Certification upon execution of the Agreement. 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 termination of the Agreement or suspension of payment thereunder.

19. Noncollusion Declaration. In accordance with the provisions of Section 7106 of the Public Contract Code, each bid must be accompanied by a noncollusion declaration.

20. Cancellation for Insufficient or Non-Appropriated Funds. The Bidder hereby agrees and acknowledges that monies utilized by the SUPERINTENDENT to purchase the items bid on is public money appropriated by the State of California or acquired by the SUPERINTENDENT from similar public money sources and is subject to variation. The SUPERINTENDENT reserves the right to cancel the bid at any time and/or limit quantities of items due to non-availability or non-appropriation of sufficient funds.

21. Participation by Other Schools Districts. Any school district, community college districts, any public corporation or agency, including any county, city, town or public corporation or agency within the State of California may purchase the identical item(s) off of this Bid at the same price and under the same terms and conditions stated in the Bid documentation pursuant to Public Contract Code 20118 (K-12) and 20652 (Community Colleges) of the Public Contract Code. The Orange County Superintendent of Schools waives its rights to require such other districts, agencies and offices to draw their warrants in favor of the district as provided in said Public Contract Code.

22. 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 bid specifically requires no substitutions. The Bidder may offer any material 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, properly marked showing item number and page number on each sample or description upon request.

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

24. Quantities. Any quantities given or implied are estimates only. The SUPERINTENDENT reserves the right to require more or less than the quantities stated.

The SUPERINTENDENT will order in quantities best suited to their needs.

25. Pricing. Pricing shall be set forth in the Bid Price Sheet. Prices must be stated for the unit items specified herein. Bid on each item separately. Do not include California sales or use taxes or any federal taxes and fees. Charges for transportation, shipping, delivery, set-up, assembly, installation and handline of any containers shall be included on the Bid Price Sheet. No price increases will be permitted during the first (1st) year of the Agreement, after which prices quoted may be subject to adjustment (increase or decrease) in accordance with corresponding changes in the Consumer Price Index. The total price shall not be increased more than the Consumer Price Index for the greater Los Angeles/Riverside/Orange metropolitan area, as published by the U.S. Department of Labor, Bureau of Labor Statistics at : http://www.bls.gov/cpi/. If the unit price of any of the items on the price sheet are decreased anytime during the period of the Agreement, or should bidder sell the same equipment, materials and supplies under similar quantity and delivery conditions to the State of California or any public agency in the State of California, at prices below those specified on Bidder’s Bid Price Sheet, SUPERINTENDENT shall be given the benefit of any lower prices which may for comparable quality and delivery be given by the Bidder to any public agency or any other school district or any other State, County, municipal or local government agencies for the equipment, materials or supplies listed on bidder’s Bid Price Sheet effective immediately upon the manufacturer's effective date of notice.

26. Sales Tax. Bidder should include California State sales tax in Bid. Federal excise taxes are not applicable to schools districts, and shall not be paid by the

SUPERINTENDENT.

27. Delivery. Time is of the essence in the performance of and compliance with each of the provisions and conditions of this Bid. The SUPERINTENDENT requests delivery as soon as possible. Indicate the delivery time, after receipt of a purchase order, in the space provided on the signature page of this bid. If delivery time varies, submit complete information with your bid, per item. Delivery shall be FOB Delivery Point, and shall include all delivery and/or installation charges to the Orange County Department of Education, 200 Kalmus Drive, Costa Mesa, California 92626.

28. Payment. SUPERINTENDENT terms are net 30 days. Payment for equipment, materials, and supplies may be invoiced after actual delivery per the terms and conditions set forth on SUPERINTENDENT’s purchase order.

29. Safety. All services and materials which the Bidder proposed to furnish to the SUPERINTENDENT must comply in all respects with the appropriate equipment and safety regulations of all regulatory commissions of the Federal Government and the State http://www.bls.gov/cpi/ of California, whether such safety features and/or items of equipment have been specifically outlined in these specifications or not.

30. Superintendent Inspection. All items shall be subject to the inspection of the SUPERINTENDENT. Inspection of the items shall not relieve the awarded Bidder from any obligation to fulfill the contract. Defective items shall be made good by the awarded Bidder, and unsuitable items may be rejected, notwithstanding that such defective items may have been previously overlooked by the SUPERINTENDENT and accepted. If any item shall be found defective at any time before final acceptance of the complete delivery, the awarded Bidder shall immediately remedy such defect in a manner satisfactory to the

SUPERINTENDENT.

31. Time is of the Essence. If the work is not completed in accordance with this Agreement, it is understood that the SUPERINTENDENT will suffer damage. It being impractical and infeasible to determine the amount of actual damage, in accordance with Government Code Section 53069.85, it is agreed that CONTRACTOR shall pay to SUPERINTENDENT as fixed and liquidated damages, and not as a penalty, the sum of Two Hundred Dollars ($200.00) for each calendar day of delay until work is completed and accepted. Time extensions may be granted by the SUPERINTENDENT.

32. Warranty. Bidders are to provide a statement of warranty, for all applicable components/products bid and information on the availability of parts, both during warranty and upon warranty expiration. Include location, hours, phone number, and key contacts.

Bidders shall guarantee all products to be free of defects. Should any trouble develop during the warranty period due to defective materials or faulty workmanship, vendor shall furnish all labor, materials, time, and transportation to correct the trouble without cost to the

SUPERINTENDENT.

33. Tobacco-Free Policy. The successful Bidder shall agree to enforce a tobacco-free work site.

34. Disabled Veteran Business Enterprises. If applicable, each Bidder must meet goals and requirements relating to three percent (3%) participation by Disabled Veteran Business Enterprises established by the SUPERINTENDENT and the State Allocation Board (SAB), or make a good faith effort with respect thereto, in accordance with the SUPERINTENDENT’S policies and procedures. Bidders may obtain information from the Office of Small Business Certification and Resources (OSBCR) at http://www.dgs.ca.gov/osbcr or (916) 323-5478. The successful Bidder shall be required to submit to the SUPERINTENDENT the DVBE Certification which is included in the Project Documents. Prior to, and as a condition precedent for final payment on the Project, the successful Bidder shall provide appropriate documentation to the SUPERINTENDENT so that the SUPERINTENDENT can assess its success at meeting the DVBE participation goal.

35. Work Site Damages. Any damage, including damages to any part of SUPERINTENDENT’S property resulting from the Bidder’s or any of its subcontractors or http://www.dgs.ca.gov/osbcr agents performance under this Project shall be repaired immediately to the SUPERINTENDENT’S satisfaction by Bidder at Bidder’s sole cost and expense.

36. The number of executed copies of the bid documentation required is three (3).

37. Immigration Reform and Control Act. The Bidder hereby certifies that he or she or it is, and at all times during the performance of work hereunder shall be, in full compliance with the provisions of the Immigration Reform Act of 1986 (“IRCA”) in hiring of its employees and the Bidder shall indemnify, hold harmless and defend the SUPERINTENDENT, the Orange County Board of Education and its officer’s, agents, and employees against any and all actions, proceedings, penalties or claims arising out of Bidder’s failure to comply strictly with the IRCA.

38. Iran Contracting Act Certification. Prior to bidding on, or submitting a proposal or executing a contract or renewal for a SUPERINTENDENT contract for goods or services over $1,000,000 or more, a bidder must either: a) certify it is not on the current list of persons engaged in investment activities in Iran created by the California Department of General Services (DGS) pursuant to Public Contract Code section 2203(b) and is not a financial institution extending twenty million dollars ($20,000,000) or more in credit to another person, for 45 days or more, if that other person will use the credit to provide goods or services in the energy sector in Iran and is identified on the current list of persons engaged in investment activities in Iran created by DGS; or b) demonstrate it has been exempted from the certification requirement for that solicitation or contract pursuant to Public Contract Code section 2203(c) or (d).

39. Ukraine-Russia Contracting Certification. On February 21, 2022, President Biden issued Executive Order 14065 (“Federal Order”) imposing economic sanctions and prohibiting many activities including, but not limited to, investing, importing, exporting, and contracting, in areas of Ukraine and in Russia. On March 4, 2022, California Governor Newsom issued Order N-6-22 requiring state agencies to take steps to ensure any agency and entity under contract with state agencies comply with the Federal Order (“State Order”).

If awarded a contract with the DISTRICT, Bidder must comply with the economic sanctions imposed in response to Russia’s actions in Ukraine, including the orders and sanctions identified on the U.S. Department of the Treasury website (https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions).

40. Public Records. All documents included in the bids become the exclusive property of the SUPERINTENDENT upon submittal to the SUPERINTENDENT. All Bids and other documents submitted in response to the Notice to Contractors Calling for Bids become a matter of public record, except for information contained in such bids deemed to be trade secrets, as defined in California Civil Code Section 3426.1. A Bidder that indiscriminately marks all or most of its Bid as exempt from disclosure as a public record, whether by the notations of "Trade Secret," "Confidential," "Proprietary," or otherwise, may render the Bid non-responsive and rejected. The SUPERINTENDENT is not liable or responsible for the disclosure of such records, including those exempt from disclosure if disclosure is deemed required by law by an order of court, or which occurs through inadvertence, mistake or negligence on the part of the SUPERINTENDENT or its officers, employees or agents. At such time as Bids are deemed a matter of public record, pursuant to the above, any Bidder or other party shall be afforded access for inspection and/or copying of such bids, by request made to the SUPERINTENDENT in conformity with the California Public Records Act, Government Code § 6250 et seq.

41. Authorized Partner. Bidder must be a gold or platinum level Zoom partner and must be able to show proof of information.

42. Protest. A Bidder may file a protest against the award of the contract to any other

Bidder if he/she believes that the award was inconsistent with SUPERINTENDENT’s policies or the Bid specifications or was not in compliance with the law by following SUPERINTENDENT’s Bid protest procedures. The protest must be in writing, filed within three (3) business days after Bid award notification, and must set forth all grounds for the protest. These requirements are to be strictly construed. Untimely protests and/or grounds not set forth in the protest will not be considered. Further, the failure to comply with these protest requirements will constitute a waiver of the right to challenge and forever bar the Bidder from challenging, whether before the SUPERINTENDENT or any administrative or judicial tribunal, any particular Bid(s), the Bid process or any ground not set forth in the protest. The Superintendent will provide a written response within thirty (30 )working days to any timely Bid protest.

43. Notices. All notices or demands to be given under this contract by either party to the other shall be in writing and given either by: (a) personal service or (b) by U.S. Mail, mailed either by registered or certified mail, return receipt requested, with postage prepaid. Service shall be considered given when received if personally served or if mailed on the third (3rd) day after deposit in any U.S. Post Office. The address to which notices or demands may be given by either party may be changed by written notice given in accordance with the notice provisions of this section. At the date of this Project, the address of the SUPERINTENDENT is as follows:

Orange County Superintendent of Schools 200 Kalmus Drive P.O. Box 9050 Costa Mesa, California 92626-9050 Attn: Patricia McCaughey

Bidder Name:_______________________ Telephone Number:__________________ FAX Number:________________________

BID FORM

Name of Bidder: _________________________________________________________

To: Orange County Superintendent of Schools, acting by and through its Governing Board, herein called the "SUPERINTENDENT."

1. The undersigned Bidder, having become familiarized with all the following documents including but not limited to the Notice Calling for Bids, Bid Form, Price Sheet, drawings, specifications, and all modifications, addenda and amendments, if any (hereinafter Project Documents), the local conditions affecting the performance of the work and the cost of the work at the place where the work is to be done, hereby proposes and agrees to be bound by all the terms and conditions of the Project Documents and agrees to perform, within the time stipulated, the work, including all of its component parts, and everything required to be performed, and to provide and furnish and pay for any and all of the labor, materials, tools, expendable equipment, and all applicable taxes, utility and transportation services necessary to perform the work and complete in a good workmanlike manner all of the work required in accordance with laws, codes, regulations, ordinances and any other legal requirements governing the work, in connection with the following:

Project: ZOOM SOFTWARE RENEWAL

Bid Number: 26-02 all in strict conformity with the Project Documents, including Addenda Nos. , , and , on file at the office of the Coordinator, Contracts, Purchasing & Transportation of said SUPERINTENDENT in the amount of:

______________________________________Dollars ($ ).

Each individual bid term shall be determined from visiting the work site, reviewing the drawings and specifications and all portions of the Project Documents, and shall include all items necessary to complete the work, including the assumption of all obligations, duties, and responsibilities necessary to the successful completion of the Project, and the furnishing of all materials and equipment required to be incorporated in and form a permanent part of the work, and the furnishing of tools, equipment, supplies, transportation, facilities, labor, superintendence, and services required to perform and complete the work, all as per the requirements of the Project Documents, whether or not expressly listed or designated.

2. It is understood that the SUPERINTENDENT reserves the right to reject any or all bids or to waive any irregularities or informalities in any bids or in the bidding process.

Bidder agrees that this bid shall remain open and not be withdrawn for the period specified in the Information for Bidders.

3. Please indicate below if the Bidder will allow other public agencies in the State of California to purchase materials, supplies, and equipment under this Agreement, under the same terms and conditions:

Yes, other public agencies may purchase from this Bid

, No, other public agencies may not purchase from this Bid

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

4. It is understood and agreed that should Bidder fail or refuse to execute all other documents to the SUPERINTENDENT within five (5) working days of actual notice of the award to the Bidder, the SUPERINTENDENT may determine Bidder to be nonresponsive and award the Bid to the next lowest Bidder.

5. It is understood and agreed that if written notice of the acceptance of this bid is mailed, telegraphed, or delivered to the Bidder after the opening of the bid, and within the time this bid is required to remain open, or at any time thereafter before this bid is withdrawn, the Bidder will execute and deliver to the SUPERINTENDENT the Bid.

6. Communications conveying acceptance of Bid, requests for additional information or other correspondence should be addressed to the Bidder at the address stated below.

The undersigned hereby declares that all of the representations of this bid are made under penalty of perjury under the laws of the State of California.

Individual Name: _______________________________________________________

Signed by: _____________________________________________________

Print Name: ______________________________________________

Date: ____________________________________________________

Business Address: _________________________________________

Telephone:_______________________________________________

Partnership Name:_______________________________________________________

Signed by: _____________________________________________________

Print Name: _______________________________________________

Date: ____________________________________________________

Business Address: _________________________________________

Telephone: _______________________________________________

Other Partner(s): ________________________________________

Corporation Name: ______________________________________________________

(a Corporation1) Business Address: ______________________________________________

Telephone: __________________________________________________

Signed by: ________________________, President, Date: _____________

Print Name: _______________________, President

Signed by: __________________________, Secretary, Date: ____________

Print Name: _______________________, Secretary [Seal]

Joint Venturer Name: ________________________________________________

Signed by:____________________________________, Joint Venturer

Print Name: _______________________________________________

Date:____________________________________________________

Business Address:__________________________________________

Telephone: _______________________________________________

Other Parties to If an individual: ___________________________________________ Joint Venture: (Name)

Signed by:________________________________________________

Print Name: _______________________________________________

1 A corporation awarded the contract shall furnish evidence of its corporate existence and evidence that the officer signing the Agreement and bonds is duly authorized to do so.

Date: ____________________________________________________

Doing Business as: ________________________________________;

Business Address:__________________________________________

Telephone: _______________________________________________

If a Partnership: __________________________________________ (Name)

Signed by: _________________________________________, Partner

Print Name: _______________________________________________

Date: ____________________________________________________

Business Address:__________________________________________

Telephone: _______________________________________________

If a Corporation: __________________________________________ (a _____________ Corporation)

Signed By: __________________________________ Date: _______

Print Name: ______________________________________________

Title: __________________________________________________

Date: ____________________________________________________

Business Address:__________________________________________

Telephone: ______________________________________________

Bidder Name: ________________________

Telephone Number: ____________________

Fax _______________________________

PRICE SHEET

BID NUMBER: 26-02

ZOOM SOFTWARE RENEWAL

Description QTY Unit Cost Total Cost

Zoom Workplace for Education Standard Annual 1600

Part#: Z1-EDU-STD-1Y-2

Coverage Term: 8/29/2026 - 8/28/2027

Video Webinar 1,000 – Annually 3

Part#: PAR1-WEB-1000-FL1Y

Webinar 500 Annual 13

Part#: PAR1-WEB-500-FL1Y-2

Integrated Audio - Committed 1 Year 1

PAR1-AUD-UNIT-CS1Y

Integrated Audio - monthly overage fee 1

Part#: AUD-UNIT-OVG-2

1000 Participants meeting Annual 2

Part#: PAR1-LMR-1K-NH1Y-2

Description QTY Unit Cost Total Cost

Zoom Phone Pay As You Go - Overage Fee 1

Part#: ZP-PAYG-USG-OVG-2

Zoom Phone Pay As You Go Usage 1

Part#: ZP-PAYG-USG-2

Zoom Phone Pro with Phone Number and US/Canada 20

Unlimited Calling Plan Annual. Tier 1 (1-9 Users).

Part#: ZP-USCA-UN-1-1YP-2

Federal Universal Fund Charge 1

Part#: USF FEE

- Superintendent may modify quantities listed above as needed and any SKUs on Zoom education price list.

Option to Renew after initial year

Indicate “YES” or “NO” for each year below and including pricing

Year 2: _______ Unit Cost $____________ Tax (if applicable) $_____________Total $_____________

Year 3: _______ Unit Cost $____________ Tax (if applicable) $_____________Total$_____________

Year 4: _______ Unit Cost $____________Tax (if applicable) $_____________ Total $_____________

Year 5: _______ Unit Cost $____________ Tax (if applicable) $___________ Total $_____________

NONCOLLUSION DECLARATION TO BE EXECUTED BY

BIDDER AND SUBMITTED WITH BID

(Public Contract Code section 7106)

The undersigned declares:

I am the ___________________ of ________________________, the party making the foregoing bid.

The bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The bid is genuine and not collusive or sham. The bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid. The bidder has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or to refrain from bidding. The bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder. All statements contained in the bid are true. The bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof, to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.

Any person executing this declaration on behalf of a bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the bidder.

I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on ____________[date], at ____________[city], _____________[state].

Signature

Print Name

(BILLER MUST COMPLETE AND RETURN WITH BID RESPONSE)

EQUAL OPPORTUNITY CERTIFICATION

To: Orange County Superintendent of Schools 200 Kalmus Drive Costa Mesa, California 92626

Firm: __________________________________________________________

Street Address: ___________________________________________________

City: __________________________State: ____________ Zip Code: ________

Telephone: (___) _________________ Fax: (___) ________________

Number of Employees: _____________________

This Firm is:

Independently Owned and Operated

An Affiliate of ______________________ Parent Company _________________

A Subsidiary of _____________________ Address_________________________

A Division of ________________________________

I, the official name below, certify under penalty of perjury that I am duly authorized to legally bind the firm to this certification, and that the contents of this certification are true and correct, that we are an Equal Opportunity Employer and have made a good faith effort to improve minority employment.

Date: _________________________________________________

Authorized Signature: ____________________________________

Print Name: ____________________________________________

Title: __________________________________________________

(BILLER MUST COMPLETE AND RETURN WITH BID RESPONSE)

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY

EXCLUSION

(FAR Subpart 9.4 – Debarment, Suspension, and Ineligibility)

I am aware of and hereby certify that neither_________________________ nor _______________________ Name of Respondent its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. I further agree that I will include this clause without modification in all lower tier transactions, solicitations, proposals, contracts, and subcontracts. Where the Respondent/offer or/contractor or any lower participant is unable to certify to this statement, it shall attach an explanation to this solicitation proposal.

IN WITNESS WHEREOF, this instrument has been duly executed by the Principal of the above-named Respondent on the ________ day of _________________________ 20_____ for the purposes of submission of this BID.

Date: _________________________________________________

Authorized Signature: ____________________________________

Print Name: ____________________________________________

(BIDDER MUST COMPLETE AND RETURN WITH BID RESPONSE)

Education Department of General Administration Regulation (EDGAR)

Federal Funding Contract Compliance Form

The following provisions are required and apply when federal funds are expended by the Orange County Superintendent of Schools for any contract resulting from this procurement process. Orange County Superintendent of Schools is the sub grantee or sub recipient by definition.

In addition to other provisions required by the federal agency or non-Federal entity, all contracts made by the non-Federal entity under the Federal award must contain provisions covering the following, as applicable.

(A) Contracts for more than the simplified acquisition threshold currently set at $250,000 which is the inflation adjusted amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations Council (Councils) as authorized by 41 U.S.C. 1908, must address administrative, contractual, or legal remedies in instances where contractors violate or breach contract terms, and provide such sanctions and penalties as appropriate.

Pursuant to Federal Rules (A) above, when federal funds are expended by the Orange County Superintendent of Schools, the Superintendent reserves all rights and privileges under the applicable laws and regulations with respect to this procurement in the event of breach of contract by either party.

Does vendor agree? YES ___________Initials of Authorized Representative of Vendor

(B) Termination for cause or for convenience by the grantee or sub grantee including the manner by which it will be effected and the basis for settlement. (All contracts in excess of $10,000)

Pursuant to Federal Rules (B) above, when federal funds are expended by Orange County Superintendent of Schools, the Superintendent reserves all rights to immediately terminate any agreement in excess of $10,000 resulting from this procurement process in the event of a breach or default of the agreement by the Vendor, in the event Vendor fails to: (1) meet schedules, and/or delivery dates within the time specified in the procurement solicitation, contract, and/or purchase order; (2) make any payments owed; (3)…