Business Services Forms

Ambulance Call Report

Please contact the District Office as soon as possible whenever a 911 call is placed to request emergency services.

District staff will complete an Ambulance Call Report. Once submitted electronically, the report will be automatically emailed to: Dr. Karling Aguilera Fort, Sherry Gladin, Tabatha Mills, Laura Orozco, Cindy Elmore, LaTonya Thompson, Alfonso Ceja, Brooke Smothers-Strizic, Rocio Munoz, Jose Vargas Jr., Martin Ramirez, Mike Havens, Sandy Menendez, Dr. Tim Fulenwider, Terri Lindsey, Tricia Woods, and Jacky Cruz Figueroa.

Conflict of Interest Form

Form 700 – Statement of Economic Interests (Conflict of Interest Statement)

Members of the Board of Education, Superintendent, Assistant Superintendents, administrators, and principals are required to file an annual Form 700: Statement of Economic Interests for the reporting period of January 1, 2025, through December 31, 2025. Filing is mandatory.

If you have no interests to report:

Complete Page 5 of your Form 700 packet.
Sign the form.
Return it to the Office of the Assistant Superintendent, Business Services.

If you have interests to report:

Complete the applicable disclosure schedules.
Complete and sign Page 5.
Return all completed forms to the Office of the Assistant Superintendent, Business Services.

Important Reminders

Do not use pencil when completing your forms.
Please type or print clearly using blue ink, as requested by the Clerk of the Board of Supervisors.

Please use the links below to access information that may assist you in completing your Form 700.

If you need additional assistance, please visit the FPPC website or contact the Business Services Office at (661) 631-4678 or woodstr@bcsd.com.

For information click here.

Consultant Agreement Information

Need to submit a Consultant Agreement?

The resources below will guide you through the process and help ensure your Consultant Agreement packet is complete before submission.

Questions? Contact Tricia Woods at extension 14624.

Required Forms

The following forms are required to complete a Consultant Agreement packet.

Important: The name on the Consultant Agreement, Pre-Encumbering Requisition, and W-9 must match.

1. Application for Consultant Services (State and Federal Programs – Step 1)

This is the first step in the consultant approval process. Complete the application through the State and Federal Programs Department and obtain approval before submitting your Consultant Agreement packet to Business Services.

2. Agreement for Consultant Services

Only use store stock form #300326 and submit all 5 copies in this order: white (bright), white (less bright), yellow, green, and pink.
Enter the applicable Board Meeting date in the section labeled "This Agreement is made and entered into..." at the top of the agreement.
Agreement Sample
Consultant Agreement Form

3. Current IRS Form W-9

A current, signed IRS Form W-9 is required with every Consultant Agreement packet, even if a W-9 has been submitted previously. This must be updated annually.

IRS Form W-9

4. Pre-Encumbering Requisition

Use the required format when completing your purchasing requisition.

Pre-Encumbering Requisition Sample

Payment of Consultants will be processed using the following forms:

Earnings limits for STRS retirees are as follows:

2017-18 $43,755
2018-19 $45,022
2019-20 $46,451
2020-21 $47,713
2021-22 $48,428
2022-23 $49,746
2023-24 $50,655
2024-25 $74,733
2025-26 $80,245
2026-27 $59,565

Contracts & Agreements

Contract & Agreement Approval Process

Please Note: Allow at least one month for the contract review and approval process. Last-minute submissions may not be approved in time for the requested Board meeting or contract start date.

Software and Technology Contracts: Software and technology contracts, including renewals, require prior Technology Services approval before submission to Business Services.

The Contract & Agreement Approval Checklist has always been a required part of the contract submission process. However, a new requirement has been added.

What's New?

The District has transitioned to an electronic contract approval process using Smartsheet.

Contracts are submitted electronically through Smartsheet.
Required reviewers receive email notifications to review and approve or deny the request.
Smartsheet automatically tracks approvals, reviewer initials, and completion dates.
Once all required approvals have been completed, the submitter prints the completed Contract Approval Checklist and submits it with the original hard-copy contract to Business Services.

Submit a Contract or Agreement

All contracts and agreements requiring Business Services review must be submitted through the Business Services Smartsheet.

▶ Submit a Contract or Agreement
(Click here for Smartsheet Link)

Before You Begin

Please have the following information available for upload before starting your submission:

Contract or Agreement (PDF)
Budget Number
Contractor Information
Board Meeting Date
Any required supporting documents (e.g., Terms and Conditions, PDFs of embedded links such as Privacy Policies or Terms of Service, exhibits).

How to Submit

Step 1
Click the Submit a Contract or Agreement button above.

⚠️ IMPORTANT: Your contract will not move forward until your Principal or Department Head completes their review and submits their approval. All District-level reviews are on hold until this step has been completed.

Step 2
Complete all required fields in the Smartsheet form.

Step 3
Upload your contract/agreement and any required supporting documents.

Step 4
Indicate whether review is required by any of the following departments:

Human Resources
Information Technology
Maintenance & Operations
Transportation
Nutrition Services

Step 5
Click Submit.

Smartsheet will automatically route your contract through the required approval process.

⚠️ IMPORTANT: Your contract will not move forward until your Principal or Department Head completes their review and submits their approval. All District-level reviews are on hold until this step has been completed.

What Happens Next?

After your contract is submitted:

Your Principal or Department Head will review your request.
Once approved, Smartsheet automatically routes the contract to the required District reviewers.
Required reviewers include:
- Educational Services
- Fiscal Services
- Purchasing
Additional departments will review the contract only if they were selected during submission:
- Human Resources
- Information Technology
- Maintenance & Operations
- Transportation
- Nutrition Services
If additional information or corrections are needed, you will receive an email with instructions.
Once all required approvals have been completed:

Print the completed Contract Approval Checklist generated through Smartsheet.
Attach the checklist to the original hard-copy contract/agreement and all required supporting documents.
Submit the complete packet to Business Services for final processing.

Food Truck Vendors

Using a Food Truck Vendor for Your Event?

Before scheduling a food truck for a school or district event, departments must ensure the vendor meets all District requirements.

Food Truck Vendor Requirements

🔹 Completed Food Vendor Contract

The vendor must submit a completed Food Vendor Contract using the fillable form available by clicking here.

IMPORTANT: Send the contract and Certificate of Insurance (COI) to Business Services for review before sending the contract to the vendor for signature.

🔹 Certificate of Insurance (COI)

The Certificate of Insurance must be current and meet all requirements listed in the Food Vendor Contract.

Before submitting, please verify that:

☐ The certificate will not expire before your service dates.

☐ Commercial General Liability coverage is at least $1,000,000 per occurrence and $2,000,000 aggregate.

☐ Automobile Liability coverage is at least $1,000,000.

☐ Workers' Compensation coverage is included or marked "N/A" if the vendor has no employees.

🔹 Valid ServSafe Certification

The vendor must provide a current ServSafe Certification for food handling compliance.

Common Reasons for Delays: Expired or incomplete Certificates of Insurance and expired ServSafe Certifications are the most common reasons Food Vendor Contracts are returned for correction.

Important

The vendor must sign the contract before Board approval. Only after Board approval can the vendor operate on District property.

Crossing Guard Request

Crossing Guard Requests

If a parent requests crossing guard services at a specific location near your school, the principal must prepare one of the attached form letters on school letterhead.

If the school is located within the City of Bakersfield, address the letter to the City of Bakersfield.
If the school is located within an unincorporated area of Kern County, address the letter to the County of Kern.
Submit only one letter. Do not send requests to both the City and County.

Please provide Business Services with a copy of the request letter.

Once you receive a response from the City of Bakersfield Public Works Department or the County of Kern indicating whether a crossing guard is recommended, please provide Business Services with a copy of the response.

Letter template for Bakersfield City (rev 1/2024) - Crossing Guard Request County
Letter template for Kern County (rev 1/2024) - Crossing Guard Request City

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Business Services Forms & Information

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