B26085 Purchase of Astro Max Drone Bid Documents.pdf

Notice to Bidders

1.1. Notice to Bidders

NOTICE IS HEREBY GIVEN, that the County of Ontario (the “County”), will receive sealed bids for IFB#

B26085 Purchase of an Astro Max Drone. The County prefers electronic submittals via the eProcurement

Portal however, sealed paper bids can be filed with the Ontario County Purchasing Director, 20 Ontario Street, Canandaigua, New York 14424, PRIOR TO 3:00 pm prevailing time, on Friday, September 18, 2026 at which time said bids will be publicly opened and read via Webex meeting.

Meeting Link:

https://ontariocountyny.webex.com/ontariocountyny/j.php?MTID=m79218b3d02ad5ca8340fd90721b85a a7

Meeting Number: 2344 146 8839

Meeting Password: B26085

1.2. Documents - No Deposit

Bid Documents and specifications may be obtained from the County's eProcurement Portal or at the office of the County Purchasing Director at the above mentioned address. Vendors requesting arrangements for other than U.S. Mail shall be responsible for making such arrangements and all associated costs.

1.3. Note

The County shall not be held responsible for the completeness or accuracy of any bid documents received by a vendor that were not directly issued to that vendor by the County Purchasing Department or via our eProcurement portal. Any vendor submitting a Bid Response based on incomplete or inaccurate information resulting from documentation received from any third party, shall not have cause for relief from Award in accordance with the official documents on file with the County Purchasing Department.

It is HIGHLY suggested that all vendors interested in participating in this project, consult the eProcurement portal at the above website to assure they have received the most accurate and up to date material concerning this contract.

1.4. Participating Vendors

The County does not offer or supply anyone the list of people that have obtained a copy of these bid specifications or cost estimates for the project prior to the opening of the bid. NO EXCEPTIONS ARE

MADE TO THIS POLICY.

1.5. Rejections

The County reserves the right to reject any or all Bid Responses.

1.6. Property of the County

Reproduction of this document and its attachments in any manner, including electronically, is prohibited without the express written permission of the County Purchasing Department.

https://procurement.opengov.com/portal/ontariocountyny https://procurement.opengov.com/portal/ontariocountyny https://procurement.opengov.com/portal/ontariocountyny

Prepared by:

COUNTY OF ONTARIO

Jenifer Langer

Purchasing Director

Purchasing Department

Instructions to Bidders - Goods & Services

1. Read all documents in all sections as well as any attachments included.

2. Vendors are responsible for submitting their responses using the instructions listed in the Notice to

Bidders prior to the time indicated in the Notice To Bidders. No bids will be accepted after the designated time indicated in the Notice To Bidders. NOTE: This includes any changes listed on the latest addendum issued by the County of Ontario Purchasing Department, if any. Delay in mail delivery is not an exception to the deadline for receipt of bids.

3. Bidders are responsible for reporting, in writing, any errors found in the Bid Specifications to the

County Purchasing Director, 20 Ontario Street, Canandaigua, New York 14424.

4. Questions about or clarifications to the Bid Specifications must be submitted electronically via the

County's eProcurement Portal at https://procurement.opengov.com/portal/ontariocountyny or be made in writing to the County Purchasing Director prior to the bid opening via regular mail, or e-mail at

Purchasing@ontariocountyny.gov. Such questions must be in the possession of the County Purchasing

Director three working days prior to the bid opening unless otherwise indicated. Please indicate the bid number on your request. Verbal questions will not be entertained.

5. If submitting a hard copy Bid Response, Vendors shall indicate on the outside of their sealed response the following information:

a. Purchase of an Astro Max Drone and Bid #B26085

b. Date and Time of Bid Opening (Friday, September 18, 2026 at 3:00 pm)

c. Company Name

6. Vendors submitting “Alternate” pricing, products or services, must do so as a separate bid package to be considered for award. Each bid must be submitted under separate cover and will be considered on its own merits.

7. The only forms necessary to be submitted as a bid are the following:

a. Bid Form, filled out completely. See General Information.

b. Individual, Corporate, Partnership or LLC Acknowledgment.

c. Non-Collusion Affidavit, signed and notarized.

d. Bidder’s Statement on Sexual Harassment, signed and notarized.

e. Insurance certificates (if applicable). See the Insurance Requirements Section.

f. Copy of Literature for all items offered (if applicable).

g. IRS W-9 Form. See General Information

h. Any other information as noted in the bid documents.

mailto:Purchasing@ontariocountyny.gov

8. Bid tabulations will be posted on the County's eProcurement portal as soon as possible after bid opening.

9. Award information will be posted to the County's eProcurement portal as soon as possible after award.

10. Under no circumstances is it necessary to return the Bid Specifications with the bid. They should be retained by the bidder for his/her records, or returned at a later date as a part of a request for the return of a bid deposit.

Failure to submit any of the above data may result in the rejection of the bid as non-responsive.

Furthermore, the County reserves the right to require the vendor to supply any additional information it deems necessary to determine the successful responsive/responsible vendor and further to waive any minor informalities it deems to be in its best interest.

General Information

3.1. Award of Bid

This Invitation for Bid is the County seeking an offer for purchase of an Astro Max drone, further detailed in the Bid Specifications. An “Award” if made, will be to the lowest responsive/responsible vendor(s) in part or in whole who meet(s) all the terms of the Bid Specifications. If the County accepts your offer via Award, the

County and Awarded Vendor will have entered a legally binding contractual relationship. The County's "Bid

Documents" and the Awarded Vendor's “Response Documents” constitute the “Agreement”. If any terms of the

Bid Documents conflict with or differ from the Awarded Vendor's Response Documents, the provisions of the

Bid Documents shall control. The County guarantees no minimum or maximum purchase(s) as a result of award of this bid. Additionally, the County reserves the right to purchase any goods or services included as a part of this bid through any means legally available to it at any time.

3.2. Definitions

1. County: The County of Ontario, New York

2. Invitation for Bids: Formal advertised request by the County seeking offers from qualified vendors

3. Agreement: consists of the Bid Documents, Response Documents, and Resolution, and is binding to both parties

4. Award: the passage of a resolution by the Ontario County Board of Supervisors to enter a legally binding agreement with the Vendor for the purchase of an Astro Max drone

5. Resolution: a formal written statement that expresses a decision by the Ontario County Board of

Supervisors following a vote at a Board of Supervisors meeting

6. Awarded Vendor: the vendor that has submitted a valid offer via Response Documents, is deemed the lowest responsive/responsible vendor by the County, and whose offer via Response Documents is accepted by the Ontario County Board of Supervisors via Resolution

7. Bid Documents: For purposes of Award, the "Bid Documents" shall consist of:

a. Notice to Bidders

b. Instruction to Bidders

c. General Information

d. Insurance Requirements

e. Bid Specifications

f. Bid Schedule

g. Any Addenda

8. Response Documents: For purposes of Award, the “Response Documents” shall consist of:

a. Bid Form

b. Individual, Corporate, Partnership or LLC Acknowledgement

c. Non-Collusive affirmation

d. Sexual Harassment policy affirmation

e. Completed Bid Schedule

f. Any additional information included with bid response

3.3. Method of Award

Pursuant to General Municipal law section 105, the County has forty-five (45) days to accept a vendor’s offer submitted via vendor’s Response Documents. By submitting the Response Documents, you are agreeing to hold your offer open for a minimum of forty-five (45) days. An offer may be extended beyond forty-five (45) days at the vendor’s discretion. Notice of award(s) shall be in the form of a copy of the Resolution adopted by the

County Board of Supervisors.

3.4. Guarantee

The vendor guarantees that all work will be conducted in accordance with the Bid Specifications and that all goods, materials and/or equipment supplied to the County meet or exceeds the Bid Specifications. Should the goods, materials and/or equipment be found not to meet the Bid Specifications, the vendor shall remove and/or at the County’s sole discretion, replace all faulty goods, materials and/or equipment within a time frame dictated by the County at no cost to the County.

3.5. Qualification of Bidder

Response Documents will only be accepted from established contractors and manufacturers or their authorized dealers who can supply the goods, material, service or equipment in accordance with the Bid Specifications. In the event a dealer submits Response Documents, the dealer shall guarantee that they are an authorized dealer of the manufacturer and the manufacturer has agreed to supply the dealer with the equipment offered in the response and that the dealer is authorized by the manufacturer to sell the equipment within the County. Further, the dealer agrees to submit a certificate from the manufacturer acknowledging that they are an authorized dealer, if so requested.

3.6. Financing of Material or Equipment Purchases

When any bid includes the lease and/or purchase of goods, material and/or equipment, the vendor shall submit a price on the County Bid Schedule. The price offered shall include all delivery, finance and any other charges that may be associated with said purchases or lease. The County shall only deal with the Awarded Vendors submitting the Response Documents and supplying the goods, material, service or equipment described in the

Bid Specifications. Any financial or other arrangements made between the Awarded Vendor and any other party as a part of this bid are strictly between those parties and the County shall not be included or be required to participate in them in any way. Furthermore, the County shall only make payments directly to the Awarded

Vendor. The County shall not make partial or prepayments of any kind unless stipulated in the Bid

Specifications by the County.

3.7. Payments

Payments to Awarded Vendor will be made within thirty (30) calendar days of receipt of an approved and accepted invoice by the County. If the Invitation for Bids is for equipment, the County will pay the Awarded

Vendor within thirty (30) calendar days of receipt and acceptance of the equipment as fully functional and operational including training of County staff by the Awarded Vendor in the operation and maintenance of the equipment and upon receipt and approval of a correct invoice from the Awarded Vendor. Prior to receiving payment, the County requires that the Awarded Vendor have a current completed IRS form W-9 on file with the

County Finance Department. The County may, at its option, audit such books and records of the Awarded

Vendor as are reasonably pertinent to this Agreement, if awarded, to substantiate the basis for payment and compliance with the terms of this Agreement, if awarded.

3.8. Term of Agreement

Any Agreement, if awarded, shall be for that period of time required to complete the project as agreed upon.

This shall include all that period of time required to make any adjustments, corrections necessary as a result of the County and the Awarded Vendor completing a punch list after completion of the work. This shall also include any time required to complete a shakedown of all mechanical equipment. The vendor shall immediately inform the County in writing of any cause for delay in the performance of an Agreement, if awarded. Finally, the Agreement period shall include all the time required by the County to make committee and board approvals for payments.

3.9. Price Adjustments

Unless stated otherwise at no time during the term of this Agreement, if awarded, may any of the pricing submitted in the Response Documents be changed for any reason without prior written approval by the County.

The Awarded Vendor may request a price adjustment after the first six months of the term of this Agreement, if awarded. However, the Awarded Vendor may only make one such request in a twelve (12) month period. The

Awarded Vendor shall give the County a minimum of thirty (30) calendar days notification of any request for a price adjustment. Said adjustment may at no time exceed the Consumer Price Index Table 4 for all items as calculated by the County Purchasing Department. If the Awarded Vendor refuses to perform under this

Agreement due to a rejection of a requested price adjustment, the County shall have the right, power and authority to complete the services provided for in this Agreement, if awarded, or contract for their completion with another vendor and any additional expense or cost of such completion shall be charged to and paid by the

Awarded Vendor of this Agreement.

3.10. Fuel Surcharges

The County will not pay any type of fuel surcharge on any item unless specifically indicated as such by the Bid

Documents. Any fuel charges added and not authorized by the County will be deleted from any payments made to the Awarded Vendor.

3.11. Tax on Materials

In regard to any taxes, please acquire a copy of form ST-120.1 from the NYS Department of Taxation and

Finance and follow accordingly.

3.12. Compliance

The Awarded Vendor shall comply, at its own expense, with the provisions of all federal, state, and local laws, rules, and regulations applicable to its performance of this Agreement, if awarded and any terms and conditions of a grant associated with this Agreement, if awarded.

3.13. Progress

The Awarded Vendor shall issue progress reports to the County as the County may direct.

3.14. Delays

The Awarded Vendor shall immediately inform the County in writing of any cause for delay in the performance of this Agreement, if awarded.

3.15. Independence

The Awarded Vendor expressly understands and agrees that it is and shall in all respects be considered an independent contractor. The Awarded Vendor, its employees, partners, associates, subcontractors, subconsultants and any others employed or retained by the Awarded Vendor in the performance of this

Agreement, if awarded are not and shall not hold themselves out nor claim to be an officer or employee of the

County, nor make claim to any rights accruing thereto, including but not limited to Workers Compensation, Unemployment Benefits, Social Security or retirement plan membership or credit. Further, the Awarded

Vendor, by virtue of their independent contractor status, shall under no circumstance constitute an employee of the County for purposes of the Affordable Care Act, shall not be entitled to any subsidy or credit in connection with this Agreement, if awarded and agrees if the County were to be assessed a penalty related to this bid that they will defend and indemnify the County for any said penalty or related penalty.

3.16. Non-Discrimination

The Awarded Vendor expressly agrees that:

1. in the hiring of employees for the performance of this Agreement, if awarded, neither the Awarded

Vendor, any subcontractor, nor any person acting on their behalf, shall discriminate against any person on the basis of any characteristic or classification protected under New York State or federal anti-discrimination laws, who is otherwise qualified and available to perform the work to which the employment relates; and

2. neither the Awarded Vendor, any subcontractor, nor any person acting on behalf of such Awarded

Vendor or subcontractor shall, in any manner, harass, discriminate against or retaliate against any employee hired for the performance of work under this Agreement, if awarded, on account of any characteristic or classification protected under New York State or federal anti-discrimination laws; and

3. in the course of performance of work under this Agreement, if awarded, neither the Awarded Vendor, any subcontractor, nor any person acting on their behalf shall, in any manner, harass, discriminate against, or retaliate against any person on account of any characteristic or classification protected under

New York State or federal anti-discrimination laws; and

4. that there may be deducted from the amount payable to the Awarded Vendor by the County under this

Agreement, if awarded, a penalty of fifty dollars for each person for each calendar day during which such person was discriminated against or intimidated in violation of the provisions of the contract; and

5. that this Agreement, if awarded may be cancelled or terminated by the County, and all moneys due or to become due hereunder may be forfeited, for a second or any subsequent violation of this section.

3.17. No Conflict

The Awarded Vendor agrees that it has no interest and will not acquire any interest, direct or indirect, that would conflict in any manner or degree with the performance of the services and duties hereunder. The vendor further agrees that, in the performance of this Agreement, if awarded, no person having any such interest shall be employed by it.

The Awarded Vendor represents and warrants that it has not employed or retained any person, other than a bona fide full-time salaried employee working solely for the Awarded Vendor to solicit or secure this Agreement and that it has not paid or agreed to pay any person (other than payments of fixed salary to a bona fide full-time salaried employee working solely for the vendor) any fee, commission, percentage, gift or other consideration, contingent upon or resulting from being awarded this Agreement. For the breach or violation of this provision, without limiting any other rights or remedies to which the County may be entitled or any civil or criminal penalty to which any violator may be liable, the County shall have the right, in its discretion, to terminate this

Agreement, if awarded, without liability, and to deduct the awarded price, or otherwise to recover, the full amount of such fee, commission percentage, gift or consideration.

3.18. Records

All original records compiled by the Awarded Vendor in performing under this Agreement, if awarded, including but not limited to written reports, studies, drawings, blueprints, negatives of photographs, computer printouts, graphs, charts, plans, specifications, and all similar recorded data, shall become and remain the property of the County. The Awarded Vendor may retain copies of such records for its own use.

3.19. Defense and Indemnification

The Awarded Vendor agrees to the fullest extent of the law:

1. that except for the amount, if any, of damage contributed to, caused by or resulting from the negligence of the County, the Awarded Vendor shall indemnify and hold harmless the County, its officers, employees and agents from and against any and all liability, damage, claims, demands, costs, judgments, fees, attorneys' fees or loss arising directly or indirectly out of the performance or failure to perform hereunder by the Awarded Vendor or third parties under the direction or control of the Awarded Vendor;

and

2. to provide defense for and defend, at its sole expense, any and all claims, demands or causes of action directly or indirectly arising out of the acts or omissions referred to in sub-paragraph “(1)” above and to bear all other costs and expenses related thereto. The duty to defend hereunder shall be triggered immediately upon notice to the vendor by the County of the County’s receipt of a Notice of Claim, service of process or other demand or claim.

These defense and indemnification obligations shall survive the expiration or termination of this Agreement, if awarded, whether occasioned by the Agreement’s expiration or earlier termination.

3.20. Termination

The County, upon ten (10) calendar days’ notice to the Awarded Vendor, may terminate this Agreement, if awarded, in whole or in part when the County deems it to be in its best interest, whether with or without cause.

In such event, the Awarded Vendor shall be compensated and the County shall be liable only for payment for goods, materials, equipment and/or services provided under this Agreement, if awarded, up to the effective date of termination.

In the event of a dispute as to the value of services rendered by the Awarded Vendor prior to the effective date of termination, it is understood and agreed that the County shall determine the value of such services rendered by the Awarded Vendor. Such reasonable and good faith determination shall be accepted by the Awarded

Vendor as final.

Should the equipment fail to perform as advertised at any point within the timeframe of the guarantee, the

Awarded Vendor shall, at its own expense, and at the County's option, repair or replace said equipment. Should the Awarded Vendor fail to make the equipment operate as advertised within a reasonable amount of time as determined by the using department and the County Attorney, the Awarded Vendor agrees to remove the equipment and refund the County a prorated amount as follows: the percentage of time the equipment ran as advertised, as documented by the County, in comparison to the manufacturers guarantee shall be calculated and that percentage of the original purchase price shall be deducted and the remainder of the original purchase price shall be refunded to the County. No finance or any other charges shall be assessed to or by either party.

In the event the County determines that there has been a material breach by the Awarded Vendor of any of the terms of this Agreement, if awarded, and such breach remains uncured for five (5) days after service on the

Awarded Vendor of written notice thereof, the County, in addition to any other right or remedy it might have, may terminate this Agreement and the County shall have the right, power and authority to complete that which is required by this Agreement, if awarded, and any additional expense or cost of such completion shall be charged to and paid by the Awarded Vendor. Service of notice hereunder shall be effective on the date of mailing.

3.21. Judgments / Legal Findings

Each vendor affirms that at the time the Response Documents were provided to the County, they have no judgments or other legal findings nor have any pending judgments or other legal findings against the company, its executives or any other person that will be employed in any fashion as a part of this Agreement, if awarded, with any federal, state or local governmental entities that in any way could impact or have the potential to impact their ability to legally complete any Agreement awarded them as a result of this IFB. Failure of the

Awarded Vendor to disclose any such judgments and/or findings at the time the Response Documents were submitted or during the term of this Agreement, if rewarded, will result in the termination of any Agreements and other penalties as deemed legal and appropriate by the County.

3.22. Iran Divestment Act

By submitting a bid in response to this solicitation or by assuming the responsibility of an award hereunder, the

Awarded Vendor certifies that it is not on the list of "Entities determined to be non-responsive bidders/offerors pursuant to The New York State Iran Divestment Act of 2012" ("Prohibited Entities List") posted on the New

York State Office of General Services (“OGS”) website at:

http://www.ogs.ny.gov/about/regs/docs/ListofEntities.pdf and further certifies that it will not utilize any subcontractor that is identified on the Prohibited Entities List. Additionally, Awarded Vendor has been advised that should it seek to renew or extend this Agreement, if awarded, it must provide the same certification at the time the agreement is renewed or extended.

During the term of this Agreement, if awarded, should the County receive information that a person of business

(as defined in New York State Finance Law Section 165-a) is in violation of the above-referenced certifications, the County will review such information and offer the person or business an opportunity to respond. If the person or business fails to demonstrate that it has ceased its engagement in the investment activity which is in violation of The New York State Iran Divestment Act of 2012 within ninety (90) days after the determination of http://www.ogs.ny.gov/about/regs/docs/ListofEntities.pdf such violation, then the County shall take such action(s) as may be appropriate and provided for by law, vile, or

Agreement, including, but not limited to, seeking compliance, recovering damages, or declaring the Awarded

Vendor in default.

The County reserves the right to reject any bid, request for assignment, renewal or extension for an entity that appears on the Prohibited Entities List prior to the award, assignment, renewal or extension of a contract, and to pursue a responsibility review with respect to any Awarded Vendor and appears on the Prohibited Entities list after award.

3.23. Substitute or "Or Equal" Items

An Award, may be on the basis of materials and equipment as described in the Drawings, and Bid

Specifications, and/or “or equal” items submitted by the vendor and accepted by the County.

Vendors may offer “or equal” items that meet the same performance and reliability standards as specified in the

Bid Specifications. If a vendor offers an “or equal” item, the vendor must include with their Response

Documents documentation establishing equality of construction, operation and utility. Said “or equal” items shall be accepted or rejected based upon the County’s evaluation of the submitted documentation. All costs associated with the review of any “or equal” items prior to Award shall be at the vendor’s expense.

If a submitted “or equal” item is rejected, the vendor shall be afforded an opportunity to meet with the County to offer additional qualifying opinions and information.

If, after this meeting, the County still determines that the materials or equipment do not meet the minimum acceptable specification, the vendor will not have the opportunity to offer the County other alternatives or to offer the original equipment specified by the County. Additionally, the vendor shall not have the opportunity to submit any alternative materials or equipment after the bids have been opened or awarded.

If an “or equal” item is not accepted by the County, the bid will be deemed non-responsive and the County shall reject this bid. The next lowest responsive bid shall then be reviewed for recommendation of award.

Neither the County nor its representatives shall make any determinations as to equality of materials or equipment prior to the opening of bids. The decision to accept or reject an “or equal” item rests solely with the

County.

3.24. Non-Appropriations Clause

In accordance with New York State General Municipal Law, the County will not be liable for any purchases or contracts, including this Agreement, if awarded, for which funding is not available. As a result, the Awarded

Vendor agrees to hold the County harmless for any awards including this Agreement, if awarded, for which funding either does not currently exist or for which funding has been removed prior to the issuance of a purchase order by the County. Issuance of a purchase order by the County indicates that the County currently has and has set aside adequate funds to procure the goods and services indicated in the purchase order. Should it become necessary for the County to cancel a project or purchase after an order to proceed or purchase order has been issued, the County will only be liable for and the Awarded Vendor agrees to only assess those financial damages that it can prove to have incurred as a direct result of the cancellation.

3.25. Non-Assignment

In accordance with New York State General Municipal Law Section 109, at no time during the term of this

Agreement, if awarded, shall the Awarded Vendor be allowed to assign, transfer, convey, sublet or otherwise dispose of their right, title, or interest in this Agreement, if awarded to a third party without the prior express written approval of the County Board of Supervisors.

3.26. Employee Verification Requirements

Vendors are required to comply with all current state, federal and local laws, rules and regulations as they pertain to the verification of the ability of each employee to legally work in this state and country. This includes all employees, subcontractors and their employees engaged in work covered by this Agreement, if awarded.

Awarded Vendor shall, upon request, supply the County with certified copies of U.S. Citizenship and

Immigration Services Form I-9 for all employees, subcontractors and their employees. These forms should be on file at the vendor’s home office and are available online at http://www.uscis.gov/files/form/i-9.pdf . By submitting Response Documents for consideration by the County, the vendor acknowledges that it has complied with and will continue to comply with all regulations and statutes concerning the verification of employee status.

3.27. Miscellaneous

If any provision of this Agreement, if awarded is determined to be invalid or unenforceable, that shall not affect the validity or enforceability of the remaining portions of this Agreement, if awarded. Any such invalid or unenforceable provision shall be modified so as to give effect to the original intent of the parties to the maximum extent possible. Each and every provision of law and clause required by law to be inserted in this

Agreement, if awarded shall be deemed to have been inserted herein, and if through mistake or inadvertence such provision is not inserted, said clause shall be deemed to have been inserted and shall have the full force and effect of law. This Agreement, if awarded shall be construed and enforced in accordance with the laws of the State of New York.

3.28. Bid Form Responses

When submitting a hard copy response, be certain that:

1. All blanks are filled in with the requested information;

2. All forms are signed in blue or other non-black ink;

3. All areas requiring a price are to be filled in as follows:

a. Supply a numerical price for all products or services to be provided. (This includes a $0.00 if there is no additional cost for any item);

b. The words “No Bid” if you are not interested in or unable to perform any particular portion for the bid;

c. In the event that any deviation, substitution, or variation exists between the specifications requested and the item or service being proposed, the vendor shall contact the County for clarification prior to the bid opening. Failure to obtain such clarification in advance may result in the bid being deemed non-responsive. The County shall not be responsible for interpreting or inferring intent from an ambiguous, unclear, or incomplete response. Any lack of clarity or deviation not expressly approved by the County prior to bid opening may be grounds for disqualification.

http://www.uscis.gov/files/form/i-9.pdf

d. All markings other than those indicated above or any blank spaces where prices are indicated shall be deemed as a “no bid” by the County and shall make the vendor non-responsive for that particular item (s). No exceptions shall be made in this case.

When submitting a response electronically, be certain that:

1. All requested documents have been uploaded;

2. The Individual, Corporate, Partnership or LLC Acknowledgement has been signed and notarized;

3. All confirmations have been completed;

4. The Bid Schedule is filled out completely:

a. In the event that any deviation, substitution, or variation exists between the specifications requested and the item or service being proposed, the vendor shall contact the County for clarification prior to the bid opening. Failure to obtain such clarification in advance may result in the bid being deemed non-responsive. The County shall not be responsible for interpreting or inferring intent from an ambiguous, unclear, or incomplete response. Any lack of clarity or deviation not expressly approved by the County prior to bid opening may be grounds for disqualification.

Bid Specifications

4.1. Ontario County – Request for Competitive Bids Specifications for UAV Equipment: Astro Max or

Equal

Purpose

Ontario County seeks sealed competitive bids from qualified vendors for the purchase of a professional-grade

Unmanned Aerial Vehicle (UAV) system and associated components. Brand names and part numbers are provided as reference standards; “or equal” products are acceptable if they meet or exceed all functional, compatibility, and technical requirements identified herein. All components shall be fully compatible with one another and with the proposed UAV system. Components supplied by different manufacturers shall be acceptable provided that compatibility, functionality, warranty support, and required software integration are maintained.

The proposed UAV platform, flight-control, payloads and communications components shall be compliant with all applicable federal requirements governing NDAA-compliant and secure unmanned aircraft systems and shall be included on the current U.S. Department of Defense Blue UAS Cleared List or applicable successor program/list in effect at the time of bid and delivery.

Vendor Qualifications

All bidders must:

• Be an authorized dealer/reseller/distributor for the manufacturer of the UAV equipment proposed.

• Provide proof of authorized dealer status at the time of bid submission.

• Provide manufacturer-authorized warranty against defects in materials and workmanship for a minimum of one year from the date of delivery.

• Identify all manufacturer warranties, including warranty duration and coverage, for the UAV, controller, payload, batteries, chargers, and other major components.

System Compatibility Requirements

UAV Flight and Mapping Software Compatibility

The proposed UAV shall be compatible with commercially available UAV flight planning, data acquisition, and mapping software used by Ontario County, including ESRI ArcGIS Flight and Site Scan for ArcGIS, to the extent supported by the software vendor.

Data Compatibility

Imagery and associated geospatial data produced by the proposed system shall be exportable in commonly supported formats suitable for processing in ESRI ArcGIS and Autodesk applications, including Civil 3D and

Autodesk ReCap.

The bidder shall identify any additional software licenses, subscriptions, cloud services, processing platforms, or recurring fees required to achieve the specified functionality.

Required Items and Minimum Specifications

UAV Platform – Astro Max Drone or Equal

Part Number: 950-00187

Quantity: 1

Minimum requirements:

• Shall comply with all applicable NDAA requirements and shall be included on the current U.S. Department of

Defense Blue UAS Cleared List or applicable successor program/list in effect at the time of bid and delivery

• Astro Max (NDAA/Blue) Drone

• Up to 43 minutes flight time

• 3 kg max payload

• Booms fold up to ½ diameter

• Simple tools, prop protectors, and spare bits

• Shall comply with all applicable Federal Aviation Administration (FAA) requirements, including applicable Remote ID requirements

• Firmware shall be compliant with applicable NDAA and Blue UAS requirements and shall be the manufacturer's current approved production firmware.

• Freefly Pilot Pro Controller

• Internal battery and options for external power

• Doodle Labs RF, NDAA and DIU Blue 2.4 GHz radio

• Custom configured, pre-installed 8” Samsung Galaxy Tab Active5 Tablet

• Custom padded neck strap included

• Compact Travel Case

• Fits drone (folded), 1 pair of batteries/chargers, set of spare props (1 each CW & CCW), Pilot Pro

Controller, LR1 Payload, and basic tools

• Submersible and dust tight to MIL-STD 810G spec

• Telescoping handle and fixed wheels

• Dimensions: 24.52” x 19.5” x 12.22” with custom cut foam insert to protect against 1-meter drops

LR1 Payload System or Equal

Part Number: 950-00147

Quantity: 1

Minimum requirements:

• Shall comply with all applicable NDAA requirements and applicable Blue UAS requirements or successor requirements in effect at the time of bid and delivery

• Rugged travel case included with custom insert, Dimensions: 13.125” x 11.375” x 5.5”

• Three (3) expansion ports for additional cameras / sensors / power

• Minimum 61-megapixel full-frame mirrorless camera, equivalent to or exceeding the Sony ILX-LR1

• Professional full-frame lens with a focal length of approximately 24 mm and optical performance equal to or exceeding the reference Sigma 24mm f/3.5 lens

• Quick-detach, vibration-isolated gimbal

• Fully compatible with UAV platform and required software tools

Batteries – SL8 Air Battery or Equal

Part Number: 910-00649

Quantity: 6

Minimum requirements:

• Voltage: 21.6 V; Capacity: 157 Wh per battery

• Rechargeable lithium-ion chemistry with built-in battery management and OLED display

• Battery shall be compatible with proposed UAV

• Battery shall support the manufacturer’s recommended charging system

Battery Charging System – SL8 Fast Charger or Equal

Part Number: 910-00667

Quantity: 4

Minimum requirements:

• Compatible with all SL8 batteries for any Astro drone

• Input: 100/240 VAC

• Output: 200 W

• Supplied with North American power cable (NEMA 1-15 ungrounded, Type A)

• Power cable is replaceable (IEC320 connector)

SL8 Travel Case or Equal

Part Number: 910-00848

Quantity: 1

Minimum requirements:

• Waterproof and dust tight design to MIL-STD 810H spec

• Trigger Latch system

• Ambient pressure equalization valve to MIL-STD 810H spec

• Resistant to UV, solvents, corrosion, fungus and impact damage to MIL-STD 810H spec

• Dimensions: 21.24” x 16.77” x 9.83”

• Custom insert for up (14) SL8 Batteries or (8) SL8 Batteries and (2) SL8 Fast Chargers

Astro Max Spare Propeller Set or Equal

Part Number: 910-00900

Quantity: 1

Minimum requirements:

• Matched high-efficiency propeller set for proposed UAV platform

• Diameter: 21.8 inches

• Equivalent to Astro Max 2270 high-efficiency spare propeller set

Astro Spare Parts Kit or Equal

Part Number: 910-00678

Quantity: 1

Minimum requirements:

• Manufacturer-recommended field spare components

• Compatible with proposed UAV platform

Delivery Requirements

• All equipment shall be delivered within fourteen (14) calendar days following issuance of the Purchase Order.

• Partial deliveries shall not be permitted unless approved in writing by the County.

• All equipment must be new, unopened, and in original manufacturer packaging. Refurbished, used, demonstration, or previously deployed equipment shall not be acceptable.

• Delivery location will be:

Ontario County Department of Public Works

2962 County Road 48

Canandaigua, NY 14424

Bid Submission Requirements

• Any proposed “or equal” items must include documentation proving equivalency.

• Pricing must include all shipping, handling, and delivery charges.

*Specifications created with assistance from AI

Bid Schedule

If you have any questions about completing this form please contact Purchasing prior to submitting. If items are not bid as requested, the bid will be deemed non-responsive, and disqualified. Bids cannot be altered after opening for any reason.

Line Item Description Quantity Unit of

Measure Unit Cost Total Alternate make/model number

1 950-00187 - Astro Max

(NDAA/Blue), includes: - (1) Astro

Compact Travel Case -

(1) Astro Max

(NDAA/Blue)(with folding landing gear, high efficiency props, and Astro Isolator) - (1) each, Hex drivers

1.5mm, 2mm, 2.5mm -

(4) Proptectors - (1)

Extra proptector - (4)

Spare isolators - (2)

Rubber hole grommets

- (1) Pilot Pro

Controller - (1)

Samsung Active Tab

(pre-configured and installed onto controller) - (1) Doodle

Labs RF (NDAA and

DIU Blue) 2.4 GHz radio - (1) Custom padded neck strap

1 Kit

2 950-00147 - LR1

Payload, includes: - (1)

Travel case - (1) Sony

ILX-LR1 camera (pre-installed in gimbal) -

(1) Sigma 24mm f3.5 mapping lens (p/n

404965) - (1) USB-C

thumb drive

1 Each

3 910-00649 - SL8-Air

Battery 6 Each

Line Item Description Quantity Unit of

Measure Unit Cost Total Alternate make/model number

4 910-00667 - SL8 Fast

Charger, includes: - (1)

SL8 Fast Charger for

Freefly SL8 batteries -

(1) Power Cable (North

America)

4 Each

5 910-00484 - SL8

Travel Case 1 Each

6 910-00900 - Astro Max

Spare Propeller Set

(2270 High Efficiency), includes: - (1) Counter-

Clockwise (CCW)

Astro Max

Replacement Propeller

- (1) Clockwise (CW)

Astro Max

Replacement Propeller

- (8) M3x6 SHCS

1 Each

7 910-00678 - Astro

Spare Parts Kit, includes: - (1) Carrying strap - (12) Vibration isolator balls - (2)

Landing gear leg (w/ hinge) - (8) M3x6

SHCS - (8) M3x6

SHCS - (2) M3x12

SHCS

1 Each

TOTAL

Vendor Questionnaire

1. VENDOR INFORMATION

1.1. Authorized representative contact information*

Please include the name, title, email and phone of the authorized representative submitting this response.

*Response required

1.2. Federal or Tax ID #*

*Response required

1.3. W9*

Please upload a copy of your W9

*Response required

2. BIDDER’S STATEMENT ON SEXUAL HARASSMENT IN ACCORDANCE WITH NEW

YORK STATE FINANCE LAW §139-l

2.1. Please confirm

In accordance with State Finance Law §139‐l, which generally prohibits the County from entering into contracts pursuant to the bid process with persons who fail to submit a certification affirming compliance with New York

Labor Law §201‐g, the bidder submits the following certification under the penalty of perjury:

By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that the proposer has and has implemented a written policy addressing sexual harassment prevention in the workplace and provides annual sexual harassment prevention training to all of its employees. Such policy shall, at a minimum, meet the requirements of Section 201‐g of the Labor Law.

☐ Please confirm

3. NON-COLLUSIVE BIDDING CERTIFICATION

3.1. Please confirm*

By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief:

The prices in this bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor;

Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor; and

No attempt has been made or will be made by the bidder to induce any other person, partnership, or corporation to submit or not to submit a bid for the purpose of restricting competition.

☐ Please confirm

*Response required

3.2. Please upload any supplemental documents if applicable

4. INDIVIDUAL, CORPORATE, PARTNERSHIP OR LLC ACKNOWLEDGMENT

4.1. INDIVIDUAL, CORPORATE, PARTNERSHIP OR LLC ACKNOWLEDGMENT*

Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• INDIVIDUAL,_CORPORATE,_PART...

*Response required

4.2. Bid Confirmation*

By confirming and submitting this Bid, the authorized representative acknowledges that they have read, understand and agree to all of the terms of the bidding documents as presented without reservation or alteration including but not limited to: the Notice to Bidders, Instructions to Bidders, General

Information, Insurance Forms and Amounts, Bid Specifications, Vendor Questionnaire, Non-Collusive, Statement on Sexual Harassment and any Addenda upon which the bid is based.

All prices are to be net delivered prices and are to include no taxes.

☐ Please confirm

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