26014 ON_OFFICER NIGHT VISION EQUIPMENT.pdf

DATE: October 16, 2025

TO: On-Officer Night Vision Equipment Vendors

SUBJECT: BID #26014 ON-OFFICER NIGHT VISION EQUIPMENT

You are invited to submit a response to BID # 26014 – ON-OFFICER NIGHT VISION EQUIPMENT for the Unified Government of Athens-Clarke County (ACC).

The project consists of purchasing Night Vision Monocular Scopes, Wilcox Mount with Low Profile Helmet Mount and Wilcox Arm Dovetail J-Arm for the Athens-Clarke County Police Department.

The estimated range of this project is $95,000 – 105,000.

Inquiries regarding proposals should be made to Rena Durie, Senior Buyer, at accbids@accgov.com or submitted online through the OpenGov Q&A tool.

Attached hereto are the bid form, bid specifications, and general instructions.

The written specifications contained in this bid shall not be changed or superseded except by written addendum from the Unified Government of Athens-Clarke County Purchasing Division of the Finance Department. Failure to comply with the written specifications for this bid may result in rejection of the bid by the Unified Government of Athens-Clarke County.

The Unified Government of Athens Clarke County is accepting electronic bid submissions only. Bidders shall create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup.

Once you have completed account registration, browse back to this page, click on "Draft Response", and follow the instructions to submit the electronic bid.

Not later than 10:00 A.M. ET, Monday, November 3, 2025.

A qualified interpreter for the hearing impaired is available upon request at least 10 (ten) days in advance of the bid opening date. Please call (706) 613-3088 for more information for the hearing impaired. This service is in compliance with the Americans with Disabilities Act (ADA).

The Unified Government of Athens-Clarke County reserves the right to reject any and all bids, to waive any technicalities or irregularities and to award the bid based on the highest and best interest of the Unified Government of Athens-Clarke County.

mailto:accbids@accgov.com%20or%20submitted%20online%20through%20the%20OpenGov%20Q&A%20tool.

mailto:accbids@accgov.com%20or%20submitted%20online%20through%20the%20OpenGov%20Q&A%20tool.

https://procurement.opengov.com/signup

THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY

BID #26014

On-Officer Night Vision Equipment

For Athens-Clarke County Police Department

SUBMISSIONS ARE DUE TO OPENGOV NO LATER THAN

10:00 A.M. ET, Monday, November 3, 2025

FINANCE DEPARTMENT, PURCHASING DIVISION

375 SATULA AVENUE

ATHENS, GA. 30601

THE RESPONSIBILITY FOR SUBMITTING A RESPONSE TO THIS BID TO THE

PURCHASING DIVISION OF THE UNIFIED GOVERNMENT OF ATHENS-CLARKE

COUNTY VIA ELECTRONIC SUBMISSION ON OR BEFORE THE STATED DATE AND

TIME WILL BE SOLELY AND STRICTLY THE RESPONSIBILITY OF THE BIDDER.

ISSUE DATE: October 16, 2025

TABLE OF CONTENTS

SECTION I ................ BID SUBMISSION INSTRUCTIONS

SECTION II .............. INVITATION FOR BID OVERVIEW AND PROCEDURES

SECTION III ............. GENERAL CONDITIONS

SECTION IV ............. SCOPE OF WORK

SECTION V .............. BID FORMS

SECTION VI ............. BID FORMS

SECTION I – BID SUBMISSION INSTRUCTIONS

ALL BIDS RECEIVED WILL BECOME A PART OF THE OFFICIAL CONTRACT FILE AND MAY BE

SUBJECT TO DISCLOSURE UNDER THE OPEN RECORDS ACT.

A complete signed BID must include the documents listed below:

BID FORMAT: Bidders are expected to examine the specifications, price schedule, and all instructions. Failure to do so will be at the bidders’ risk. Each bidder shall furnish the information required by the solicitation. The BID SUBMITTAL must be signed by an officer of the company, who is legally authorized to enter into a contractual relationship in the name of the bidder.

MANDATORY DOCUMENTS CHECKLIST: Bidder must complete, execute and include with the bid the following Mandatory documents. BIDS RECEIVED WITHOUT THE MANDATORY DOCUMENTS MAY

BE REJECTED:

Bid Form: Section V-A

Georgia Security & Immigration Compliance (GSIC) Act Affidavit: Include a notarized copy of the GSIC Affidavit form for the contractor, from Section V -B, of this BID.

INVITATION FOR BID #26014

FOR

ON-OFFICER NIGHT VISION EQUIPMENT

SECTION II – INVITATION FOR BID OVERVIEW AND PROCEDURES

A. PURPOSE

The Unified Government of Athens-Clarke County is soliciting Bids for the purchase of Night Vision Monocular Scopes, Wilcox Mount with Low-Profile Helmet Mount and Wilcox Arm Dovetail J-Arm for the Athens-Clarke County Police Department.

B. INFORMATION TO BIDDERS

1. BID TIMETABLE:

The anticipated schedule for the bid process is as follows:

Bid Documents Available………………………Thursday, October 16, 2025 Deadline for submission of questions………….3:00 P.M. ET, Monday, October 27, 2025

Bid Opening…………………………………...10:00 A.M. ET, Monday, November 3, 2025 Bids Valid until ………………………………..180 days after opening

2. CONTACT PERSON

The contact person for this BID is Rena Durie, Senior Buyer. Explanation(s) desired by bidder(s) regarding the meaning or interpretation of this BID should be requested from the contact person, via OpenGov.

3. ADDITIONAL INFORMATION/ADDENDA

The Unified Government of Athens-Clarke County will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the bid opening date.

Bidders should not rely on any representations, statements or explanations other than those made in this Invitation for Bid or in any addendum to this Invitation for Bid. Where there appears to be a conflict between the Invitation for Bid and any addenda issued, the last addendum issued will prevail.

Bidders must acknowledge any issued addenda via the addendum acknowledgement function in OpenGov. Bids which fail to acknowledge the bidder’s receipt of any addendum will result in the rejection of the bid if the addendum contains information which substantively changes the Owner’s requirements, which will be determined solely by ACCGov.

Bidders who obtain this BID document from Georgia Procurement Registry or OpenGov or from any source other than the Unified Government of Athens-Clarke County Purchasing are advised to re-visit the above website to obtain any addenda which may be issued. The Unified Government of Athens-Clarke County assumes no responsibility for Bidders’ failure to acknowledge any addenda issued.

4. LATE SUBMITTAL, LATE MODIFICATIONS AND LATE WITHDRAWALS

http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp https://accgov.com/9313/Bids-Proposals

Bid submittals received after the bid opening date and time will not be considered. Modifications received after the bid opening date will not be considered. The Unified Government of Athens-Clarke County assumes no responsibility for the premature opening of a bid not properly addressed and identified, and/or delivered to the proper designation.

5. WITHDRAWAL OF BID

A bidder may withdraw his bid before the expiration of the time during which bids may be submitted without prejudice to the bidder using the OpenGov functionality.

6. REJECTION OF BIDS

The Unified Government of Athens-Clarke County may reject any and all bids and reserves the right to waive any irregularities or informalities in any bid or in the bid submittal procedure.

Bid submittals received after said time or at any place other than the time and place as stated in the notice will not be considered.

7. UNBALANCED BIDS

The Unified Government of Athens-Clarke County may reject a bid as non-responsive if the prices bid are materially unbalanced between line items or sub line items. A bid is materially unbalanced when it is based on prices significantly less than cost for some work and prices which are significantly overstated in relation to cost for other work, and if there is a reasonable doubt that the bid will result in the lowest overall cost to the Unified Government even though it may be the low evaluated bid, or if it is so unbalanced as to be tantamount to allowing an advance payment.

8. DISCREPANCY IN UNIT PRICE

In case of discrepancy between a unit price and an extended price and total amount, the unit price will be presumed to be correct, subject, however, to correction to the same extent and in the same manner as any other mistake.

9. ACCEPTANCE OF BID (AWARD)

It is the intent of the Owner to award a contract to the lowest responsible bidder provided the bid has been submitted in accordance with the requirements of the bidding documents and does not exceed the funds available. The Owner shall have the right to waive informalities and irregularities in a bid received and to accept the bid which, in the Owner’s judgment, is in the Owner’s own best interests.

The Owner shall have the right to accept Alternates in any order or combination, and to determine the low bidder on the basis of the sum of the base bid and Alternates accepted.

10. STATEMENT OF EXPERIENCE AND QUALIFICATIONS

The bidder may be required, upon request, to prove to the satisfaction of the Unified Government of Athens-Clarke County that he/she has the skill and experience and the necessary facilities and ample financial resources to perform the contract(s) in a satisfactory manner and within the required time. If the available evidence of competency of any bidder is not satisfactory, the Bid of such bidder may be rejected.

11. MIMINUM BID ACCEPTANCE PERIOD

Bids shall be valid and may not be withdrawn for a period of 180 days from the date specified for receipt of bids.

12. NON-COLLUSION AFFIDAVIT

By submitting a bid, the bidder represents and warrants that such bid is genuine and not a sham or collusive or made in the interest or in behalf of any person not therein named and that the bidder has not directly or indirectly induced or solicited any other bidder to put in a sham bid, or any other person, firm or corporation to refrain from submitting and that the bidder has not in any manner sought by collusion to secure to that bidder any advantage over any other bidder.

By submitting a bid, the bidder represents and warrants that no official or employee of the Unified

Government of Athens-Clarke has, in any manner, an interest, directly or indirectly in the bid or in the contract which may be made under it, or in any expected profits to arise there from.

13. COST INCURRED BY BIDDERS

All expenses involved with the preparation and submission of the bid to the Unified Government of

Athens-Clarke County, or any work performed in connection therewith is the responsibility of the bidder(s).

14. AMERICANS WITH DISABILITIES ACT (ADA)

A qualified interpreter for the hearing impaired is available upon request at least 10 (ten) days in advance of the bid opening date. Please call (706) 613-88 for more information for the hearing impaired. This service is in compliance with the Americans with Disabilities Act (ADA).

15. MINORITY BUSINESS ENTERPRISE POLICY STATEMENT

It is the policy of the Athens-Clarke County government that no person or business shall be excluded from participation, denied the benefits of, or otherwise discriminated against in relation to the award and performance of any contract or subcontract on the grounds of race, color, creed, national origin, age, or sex.

16. HOLD HARMLESS AND INDEMNIFICATION

The Bidder agrees, insofar as it legally may, to indemnify and hold harmless the Unified Government of Athens-Clarke County, its officers, employees and agents from and against all loss, costs, expenses, including attorneys' fees, claims, suits and judgments, whatsoever in connection with injury to or death of any person or persons or loss of or damage to property resulting from any and all operations performed by Bidder, its officers, employees, and agents under any of the terms of this contract.

17. ON SITE VISIT

Point of Contact for the On-Site Visit is Rena Durie, who can be reached by phone: 762-400-6066 or email: rena.durie@accgov.com. Each bidder is responsible for inspecting the site and for reading and being thoroughly familiar with the contract documents. The failure or omission of any bidder to inspect the site shall in no way relieve any bidder from any obligation in respect to his bid.

18. BID OPENING

All bids will be electronically unsealed at the time of the bid opening.

19. COMMENCEMENT OF WORK AND WORK PERIOD

The Unified Government of Athens-Clarke County expects to award the contract within 180 days of the bid opening date for work to commence as soon as possible after the Notice of Award.

20. INDEPENDENT CONTRACTOR

The contractor shall not be an employee of the Unified Government of Athens-Clarke County, but shall be an independent contractor. Nothing in this agreement shall be construed as authority for the contractor to make commitments which shall bind the Unified Government or to otherwise act on behalf of the Unified Government, except as the Unified Government may expressly authorize in writing.

21. EXECUTION OF CONTRACT

Each bidder shall be prepared, if so requested by the Owner, to present evidence of his experience, qualifications, and financial ability to carry out the terms of the Contract. Notwithstanding any delay in the preparation and execution of the formal Contract Agreement, each bidder shall be prepared, upon written notice of bid acceptance, to commence work within 10 days following receipt of official written order of the Owner to proceed, or on date stipulated in such order.

The awarded bidder shall assist and cooperate with the Owner in preparing the formal Contract Agreement, and within 10 days following its presentation shall execute same and return it to the Owner.

22. BRAND NAMES

Bidders are to bid as specified herein or bid a pre-approved equal. Determination of equality is solely the Unified Government of Athens-Clarke County’s responsibility.

23. TAXES

Contractor will be provided with the Unified Government of Athens-Clarke County’s Sales and Use Tax Certificate of Exemption number upon request.

24. DELIVERY

Prices proposed shall include delivery and shall be F.O.B. Athens, Georgia.

25. ALTERNATE BIDS

Alternate BIDs or BIDs that deviate substantively from the requirements of this solicitation will not be considered. Bidders shall not insert in their BID any written statement which will have the effect of making any material change or changes in the Technical Specifications or in any contract between the parties covering subject matter thereof.

26. TERMINATION WITHOUT CAUSE

The Unified Government of Athens-Clarke County reserves the right to terminate the contract at any time without cause, in whole or in part, by providing a written notice to the other party at least ten (10) days before the effective date of termination. The other party will not be relieved of any outstanding responsibilities or unfinished obligations under this contract that were incurred prior to termination.

27. OPEN RECORDS

In accordance with OCGA Section 50-18-72(a)(34) Any trade secrets obtained from a person or business entity that are required by law, regulation, bid, or request for proposal to be submitted to an agency. An entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10. If such entity attaches such an affidavit, before producing such records in response to a request under this article, the agency shall notify the entity of its intention to produce such records as set forth in this paragraph. If the agency makes a determination that the specifically identified information does not in fact constitute a trade secret, it shall notify the entity submitting the affidavit of its intent to disclose the information within ten days unless prohibited from doing so by an appropriate court order. In the event the entity wishes to prevent disclosure of the requested records, the entity may file an action in superior court to obtain an order that the requested records are trade secrets exempt from disclosure. The entity filing such action shall serve the requestor with a copy of its court filing. If the agency makes a determination that the specifically identified information does constitute a trade secret, the agency shall withhold the records, and the requester may file an action in superior court to obtain an order that the requested records are not trade secrets and are subject to disclosure;

SECTION III - GENERAL CONDITIONS

A. Contractor shall furnish all service, personnel, material, tools and equipment as necessary for completion of the bid in accordance with specifications.

B. CONTRACTOR'S INVOICE

a. The Contractor shall prepare and submit invoices to the Finance Office address specified on individual orders. If the invoice does not comply with these requirements, the Finance Office will return it with the reasons why it is not a proper invoice. A proper invoice must include the items listed below.

(i) Name and address of the Contractor.

(ii) Invoice date and invoice number. (The Contractor should date invoices as close as possible to the date of the mailing or transmission.)

(iii) Purchase order number for supplies delivered or services performed.

(iv) Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed.

(v) Shipping and payment terms (e.g., shipment number and date of shipment, discount for prompt payment terms).

(vi) Name and address to which payment is to be sent.

(vii) Name (where practicable), title, phone number, and mailing address of person to notify in the event of a defective invoice.

(viii) Any other information or documentation required by the contract (e.g., evidence of shipment).

C. TERMINATION FOR CAUSE

The Unified Government of Athens-Clarke County reserves the right to terminate the resulting contract, in whole or in part, for failure to comply with any provisions of the contract as outlined by providing a written notice to the contractor at least ten (10) days before the effective date of termination. The contractor will not be relieved of any outstanding responsibilities or unfinished obligations under this contract. The contractor has the right to terminate this contract for cause by providing a written notice of intent to the Purchasing Administrator to terminate at least ten (10) days prior to the effective date of the contract termination.

D. REPORTING DISPUTES

The contractor shall report any contract disputes and/or problems to the Purchasing Administrator, both verbally and in writing, within 48 hours of their occurrence.

E. SAFETY

The contractor shall take every precaution at all times for the protection of persons and property, including the Unified Government's employees and property and its own. The contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the work under this contract.

The contractor shall maintain an adequate safety program to insure the safety of contractor employees, subcontractor employees, and all other individuals working under this contract. In addition, the contractor must also provide the Unified Government of Athens-Clarke County with a written safety program that he intends to follow in pursuing work under this contract. No work under this contract will be permitted until the Unified Government is assured that the contractor has an adequate safety program in effect.

F. SUBCONTRACTS

No portion of the work shall be subcontracted without prior written consent of the Unified Government of Athens-Clarke County Purchasing Office. If a portion of the work is approved for subcontracting, the contractor shall remain fully liable and responsible for the work to be done by the subcontractor(s) and shall assure compliance with all requirements of this contract.

G. PERMITS AND RESPONSIBILITIES

The Contractor shall, without additional expense to the Unified Government of Athens-Clarke County, be responsible for obtaining any necessary licenses and permits, and for complying with any Federal, State, and municipal laws, codes, and regulations applicable to the performance of the work. The Contractor shall also be responsible for all damages to persons or property that occurs as a result of the Contractor's fault or negligence. The Contractor shall also be responsible for all materials delivered and work performed until completion and acceptance of the entire work, except for any completed unit of work which may have been accepted under the contract.

SECTION IV – SCOPE OF WORK

SPECIFICATIONS:

The bidding vendors must meet the minimum specifications as outlined below:

1. Night Vision Monocular (PVS-14, Elbit, White Phosphor, 1900 FOM)

2. Wilcox G24 Mount with Low Profile Helmet Mount (WLCX-L4G24B)

3. Wilcox Arm Dovetail J-Arm (26300G01)

SECTION V BID FORMS

SECTION V-A: BID FORM AND STATEMENT OF BIDDERS QUALIFICATION

BID of___________________________________________________________

(Hereinafter called "Bidder"), organized and existing under the laws of the State of

__________________________, doing business as ________________________________*.

In compliance with your BID, the bidder hereby agrees to perform and furnish all work for the requirement known as BID #26014 ON-OFFICER NIGHT VISION EQUIPMENT in strict accordance with the bid Documents, within the time set forth therein, and at the price bid.

By submission of this Bid, the bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization that:

1. The bidder has examined and carefully studied the bid Documents and the Addenda, receipt of all of which is hereby acknowledged in Section V-C.

2. The bidder agrees that this bid may not be revoked or withdrawn after the time set for the opening of bid but shall remain open for acceptance for a period of sixty (60) days following such time.

Company:

Contact:

Address:

Phone: Fax

Email:

Authorized Representative/Title (print or type)

Authorized Representative (Signature)

Date

COMPANY NAME: MANDATORY SUBMITTAL

F:\Purchasing\BIDS26\26014 On-Officer Night Vision Equipment\26014 ON-OFFICER NIGHT VISION EQUIPMENT.docx Page 14 of 15

SECTION V-B GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC) AFFIDAVIT

FORM

The Unified Government of Athens-Clarke County and Contractor agree that compliance with the requirements of O.C.G.A.

§ 13-10-91, as amended, and Rule 300-10-1-.02 of the Rules of the Georgia Department of Labor are conditions of this Agreement for the physical performance of services.

The Contractor further agrees that its compliance with the requirements of O.C.G.A. § 13-10-91, as amended, and DOL Rule 300-10-1-.02 is attested to on the executed Contractor Affidavit and Agreement attached hereto.

If employing or contracting with any subcontractor(s) in connection with this Agreement, Contractor further agrees:

(1) To secure from the subcontractor(s) an affidavit attesting to the subcontractor’s compliance with O.C.G.A. § 13-10-91, as amended, and DOL Rule 300-10-1-.02; such affidavit being in the form attached hereto; and

The failure of Contractor to supply the affidavit of compliance at the time of execution of this Agreement and/or the failure of Contractor to continue to satisfy the obligations of O.C.G.A. § 13-10-91, as amended, and DOL Rule 300-10-1-.02 as set forth in this Agreement throughout the contract period shall constitute a material breach of the contract. Upon notice of such breach, Contractor shall be entitled to cure the breach within ten days, upon providing satisfactory evidence of compliance with the terms of this Agreement and State law. Should the breach not be cured, Athens-Clarke County shall be entitled to all available remedies, including termination of the contract and damages.

SEE AFFIDAVIT ON FOLLOWING PAGE

COMPANY NAME:

MANDATORY SUBMITTAL

F:\Purchasing\BIDS26\26014 On-Officer Night Vision Equipment\26014 ON-OFFICER NIGHT VISION EQUIPMENT.docx Page 15 of 15

CONTRACTOR AFFIDAVIT & AGREEMENT UNDER O.C.G.A. § 13-10-91(b)(1)

(effective July 1, 2013)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, as amended, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of The Unified Government of Athens-Clarke County, Georgia, has registered with, is authorized to use, and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the provisions and deadlines established in O.C.G.A. § 13- 10-91, as amended.

Furthermore, the undersigned will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number Date of Authorization

Name of Contractor: _______________________________________________________________

Name of Project: _______________________________________________________________

Name of Public Employer: __________________________________________________________

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ____, ___________, 202__ in _______________________, _____________________.

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE

____ DAY OF ____________, 202_

Notary Public My Commission Expires:

MANDATORY SUBMITTAL