BId _ 25042 Fire Dept Bunk Room Beds.pdf

DATE: May 15, 2025

TO: MATTRESS, BED, ACCESSORY VENDORS

SUBJECT: BID # 25042 – FIRE DEPARTMENT BUNK ROOM BEDS, MATTRESSES AND

ASSOCIATED ITEMS

You are invited to submit a bid for BID # 25042 - FIRE DEPARTMENT BUNK ROOM BEDS, MATTRESSES AND ASSOCIATED ITEMS for the Unified Government of Athens-Clarke County (ACCGov).

The project consists of purchasing Fire Station mattresses, box springs, beds and bedding accessories. Contract will include mattresses, box springs, mattress protectors/bed bug encasements, bed frames, and other bedding items.

The estimated range of this project is $50,000.00.

Inquiries regarding proposals should be made to Angie Perteet, Senior Buyer, at (762) 400-6053, or email:

accbids@accgov.com.

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The written specifications contained in this bid shall not be changed or superseded except by written addendum from the Unified Government of Athens-Clarke County Purchasing Division of the Finance Department.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. 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 11:00 AM, ET, Thursday, June 12, 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.

NEW

SUBMISSION FORMAT FOR

ACC BID DOCUMENTS

mailto:accbids@accgov.com

TABLE OF CONTENTS

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

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

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

SECTION IV ............. BID SPECIFICATIONS

SECTION V .............. 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 AND STATEMENT OF BIDDERS QUALIFICATION: Section VI-A

ADDENDA ACKNOWLEDGEMENT: Section VI-A

BID SUBMISSION AND DELIVERY INSTRUCTION:

The Unified Government of Athens Clarke County is accepting electronic bid submissions. 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.

THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY

INVITATION FOR BID # 25042

FOR

FIRE DEPARTMENT BUNK ROOM BEDS, MATTRESSES AND ASSOCIATED ITEMS

SECTION II – INVITATION FOR BID OVERVIEW AND PROCEDURES

A. PURPOSE

The Unified Government of Athens-Clarke County is soliciting Bids for Fire Station mattresses, box springs, bed frames, and other bedding items, from responsible vendors for a one-year period, with the option to extend the contract for four additional one-year terms if agreed upon by all parties.

B. INFORMATION TO BIDDERS

1. BID TIMETABLE:

The anticipated schedule for the bid process is as follows:

Bid Documents Available………………………Friday, May 16, 2025

Deadline for submission of questions…………..2:00 PM, ET, Wednesday, May 28, 2025

Bid Opening…………………………………....11:00 AM, ET, Thursday, June 12, 2025

Bids Valid until ………………………………..120 Days after bid opening.

2. CONTACT PERSON: The contact person for this BID is Angie Perteet, Senior Buyer, at (762) 400-

6053, or email: accbids@accgov.com.

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 proposal due date. Offerors should not rely on any representations, statements or explanations other than those made in this RFP or in any addendum to this RFP. Where there appears to be a conflict between the RFP and any addenda issued, the last addendum issued will prevail. Request for additional information or clarifications must be made in writing no later than the date specified in the RFP Timetable. The request must contain the offeror's name, address, phone number, and email address.

Bidders must acknowledge any issued addenda. 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

Bidders who obtain this BID from Georgia Procurement Registry or Athens Clarke

County/Purchasing or from other than the Purchasing Division are advised to re-visit the above websites to obtain any addenda which may be issued prior to the proposal closing date. The Unified

Government of Athens-Clarke County assumes no responsibility for Offerors’ failure to acknowledge any addenda issued.

mailto:accbids@accgov.com

4. LATE SUBMITTAL, LATE MODIFICATIONS AND LATE WITHDRAWALS

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.

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, by submitting a written request of withdrawal to the Purchasing Administrator.

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 120 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. INDEPENDENT CONTRACTOR: The vendor 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.

18. 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.

19. BRAND NAMES: Unit price bids are requested on products that equal or exceed the quality and performance of the brands and model numbers listed. References to brand names, trade names, model numbers or other descriptions peculiar to specific brand products are made to establish a required level of quality and functional capabilities, and are not intended to exclude other products of that level. Comparable products of other manufacturers will be considered if proof of comparability is contained in the bid. It shall be the responsibility of the bidders, including bidders whose product is referenced; to furnish with the bid such specifications, catalog pages, brochures or other data as will provide an adequate basis for determining the quality and functional capabilities of the product offered. Failure to provide this data may be considered valid justification for rejection of a bid.

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

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

22. 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.

23. CONTRACT RENEWAL TERMS: Beginning July 1, 2026, the term of this contract shall be automatically extended for four (4) additional periods of one (1) year each (collectively “Renewal

Term”) unless either party gives written notice of its intention not to renew, or the intention to modify, the agreement 90 days before expiration of the effective renewal term.

24. 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.

25. 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 in accordance with specifications.

B. ORDERING AND PAYMENT: Purchases will be ordered by issuance of a purchase order for the period of purchase. Payment shall be paid monthly upon receiving invoicing with an attached copy of each certificate of receipt. All original invoices must be mailed or hand-delivered to Athens-Clarke County Accounts Payable, P.O. Box 1748, Athens, GA 30603 or Athens-Clarke County Accounts Payable, 375 Satula Avenue, Room 175, Athens, GA 30601. A duplicate invoice must be submitted to the department. Failure to comply with this provision may result in delayed payments for services rendered.

1. The Contractor shall prepare and submit invoices to the Finance Office address specified above. 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 Vendor.

(ii) Invoice date and invoice number.

(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 vendor shall be responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the work under this contract.

The vendor shall maintain an adequate safety program to insure the safety of vendor’s 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 – BID SPECIFICATIONS

SPECIFICATIONS:

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

1. MATTRESSES:

Size - Twin XL 37.5"x79.5" Profile 13"

Comfort Lever Plush Cover Fabric Custom-Milled Damask Quilt Layer EssentialGel Foam Comfort Layer Soft Omnisense Foam Coil Count 544 Coil unit PrecisionCoil Core 3 Zoned System with 360 degree Foam Encasement Coil Support Medium-Firm SupportSense Foam Foam Type CertiPUR-US Certified Foams Warranty 10 Year

2. FULL XL BOX SPRING:

Foundation Metal Flex Semi-Flex Height 5" Low Profile and 9" High Profile

3. CLEAN REST PRO – BED BUG PROOF – MATTRESS ENCASEMENT

Profile Zippered encasement 10-Year commercial warranty Waterproof sleep surface Stretchy, tear-resistant sidewalls for easy installation and snug fit 100% bed bug bite, enter and escape proof. Blocks allergens and dust mites Double-stitched seams with binding Soft, quiet, and breathable fabric Hotel-quality optic white fabric.

Size Twin XL to Fit mattress depths up to 15" Encasement Zippered

Waterproof Yes

4. CLEAN REST PRO – BED BUG PROOF – BOX SPRING ENCASEMENT

Profile Zippered encasement 100% Bed bug entry, escape and bite proof Size Twin XL to Fit box spring depths up to 9"

Encasement Zippered

Waterproof Yes

5. STANDARD TWIN XL BED FRAME

Size Should Fit 39x80 Twin XL Mattress and Box spring Material Metal Mission Deck Height 21" Floor to Deck Head Board Yes Metal Foot Board Yes Metal Connectors Hook & Button Finish Rust Resistant - Black Epoxy Powder-Coated Finish Weight Capacity 300 lbs. + Welds Fully welded Deck and Frames Warranty Yes

6. BEDDING

Size Fit Twin XL Mattress

Reversible Comforter

Pillowcase

Top Sheet

Fitted Sheet with built in Barrier Pad Colors Assorted

Deliveries

□ All deliveries must be coordinated with the ACC Fire Department contact prior to delivery.

General Notes

1. Initial quantities needed are noted, with this bid but do not constitute a guaranteed maximum or minimum to be purchased.

2. Future quantities of the items to be purchased are to be determined and will be ordered on an as needed basis at the unit prices established with this bid and the execution of the subsequent unit cost contract.

3. The initial period of the contract will commence upon the date of award and will continue until June 30, 2026.

4. Requests for unit price increases with justification may be submitted 90 days prior to contract renewal and are subject to ACCGov approval.

5. Beginning July 1, 2026, the term of this contract shall be automatically extended for four (4) additional periods of one (1) year each (collectively “Renewal Term”) unless either party gives written notice of its intention not to renew, or the intention to modify, the agreement 90 days before expiration of the effective renewal term.

Award:

The primary intent of this bid is to identify a single source (lowest priced, responsive and responsible supplier) to provide all of the needed goods and/or services; however, ACCGov reserves the right to make split awards or to make an additional contract award to the next lowest responsive and responsible bidder as a secondary (back-up) source of supply.

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 # 25042 FIRE DEPARTMENT BUNK ROOM BEDS, MATTRESSES AND

ASSOCIATED ITEMS 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

SECTION V – BID FORMS

B: ADDENDA ACKNOWLEDGEMENT

The bidder has examined and carefully studied the Specifications and the following Addenda, Receipt of all of which is hereby acknowledged:

Addendum No.

dated

Acknowledgement

Initial

Bidders must acknowledge any issued addenda. Bids which fail to acknowledge the bidder’s receipt of any addendum will result in the rejection of the bid if the addendum contained information which substantively changes the Owner’s requirements.

Company Name (printed):

MANDATORY SUBMITTAL