Monocular Night Vision Systems with helmet mounts

Bid Package

For

Monocular Night Vision Systems with helmet mounts

City of Sevierville

Police Department

120 Gary Wade Boulevard

P. O. Box 5500

Sevierville, TN 37864-5500

Phone: (865) 453-5504

Fax: (865) 453-5518

Contact: Lt. Matt Nicol

Email: mnicol@seviervilletn.org

October 2026

INFORMATION FOR BIDDERS

RECEIPT AND OPENING OF BIDS

The City of Sevierville, Tennessee (herein called the "Owner") invites bids, on the form attached hereto, for Monocular Night Vision Systems with helmet mounts. The Owner will receive sealed bids until Friday, October 9, 2026 at 3 PM, at Sevierville City Hall, Administration, 120 Gary Wade Boulevard, Sevierville, Tennessee 37862. Bids received after the above specified time, postmarks notwithstanding, shall be rejected. Bids will then be PUBLICLY OPENED AND READ ALOUD on Tuesday, October 13 at 10 AM at Sevierville City Hall, Administration, 120 Gary Wade Boulevard, Sevierville, Tennessee 37862. All submitting bidders are welcome and encouraged to attend the Public Opening.

All Bids submitted must be Sealed and on the proper forms furnished by the City of Sevierville. Specifications and Bid forms may be obtained at Sevierville City Hall, 120 Gary Wade Boulevard, Sevierville, TN 37862 or on our website at . Bidders must submit three (3) copies of the bid.

Envelopes containing the bid must be sealed and bear the following information on the outside of the envelope:

Name of Bidder:

Bidders Address:

Deadline Date for Bids:

Public Opening/Reading Date and Time:

Bid Enclosed: Monocular Night Vision Systems with helmet mounts

Sealed Bids should be mailed to the following address:

Linda Underwood

Administrative Coordinator

City of Sevierville

Administration

120 Gary Wade Blvd.

Sevierville, TN 37862

The Owner may consider informal any bid not prepared and submitted in accordance with the provisions hereof, and may waive any informality or reject any and all bids. Any bid received after the time and date specified shall not be considered.

QUALIFICATIONS OF BIDDERS

The Owner may make such investigations as he/she deems necessary to determine the ability of the Bidder to supply the necessary equipment, and the Bidder shall furnish to the Owner all such information and data for the purpose as the Owner may request. The Owner reserves the right to reject any bid if the evidence submitted by, or investigation of, such Bidder fails to satisfy the Owner that such Bidder is properly qualified to carry out the obligation of the contract by supplying the equipment contemplated therein. Conditional bids will not be accepted.

METHOD OF AWARD

If at the time this contract is to be awarded the lowest base bid submitted by a responsible Bidder does not exceed the amount of funds then estimated by the Owner as available to finance the contract; the contract will be awarded on the bid. If such bid exceeds such amount, the Owner may reject all bids or may award the contract on the lowest bid with such deductible alternates to produce a net amount, which is within the available funds.

One award will be made from this contract.

Award(s) will be based on the low evaluated bidder per schedule.

In evaluating bids, the Sevierville Police Department will consider the Monocular Night Vision Systems with helmet mounts quality and workmanship, durability and maintenance costs over the life of the Monocular Night Vision Systems with helmet mounts, whether or not the bids comply with the minimum requirements, and such alternates, unit prices, availability, delivery time, and any other data the bidder may provide with his/her bid. The Owner reserves the right to determine the low Bidder by durability and maintenance cost over the life of the equipment/product. This may be done by means of past experience or research. Initial cost may not determine low bid.

In case of error or discrepancy in the mathematics of the bid price, the unit prices shall prevail.

QUANTITIES AND LENGTH OF CONTRACT

This contract is for the delivery of 14 Monocular Night Vision Systems with helmet mounts This contract is for an approximate one (1) year period from the date of award to October 1, 2027 and may be renewed on an annual basis in one (1) year increments up to three (3) additional years if all terms, conditions, and prices remain unchanged and both parties are in written agreement. Prices contained herein are to be firm for the term of the contract. The Owner reserves the right to re-bid anytime during the term of the contract

Bids will be valid for 120 days after bid opening. Prices must be good for period of award.

Award may be extended an additional year at the same price if both parties are in agreement

OBLIGATION OF BIDDERS

At the time of the opening of bids, each Bidder will be presumed to have read and to be thoroughly familiar with the specifications. The failure or omission of any Bidder to examine all the forms, instruments, and documents shall in no way relieve the Bidder from any obligation in respect to his/her bid.

Each Bidder is requested to fill out and return the attached Vendor Information Form, Title VI Information, Business Tax & Licenses Affidavit, W-9 Form, and Drug-Free Workplace Affidavit, as well as any other forms requested by Owner as a part of the bid package.

VENDOR INFORMATION AND MANUALS

All equipment offered under this bid if awarded, shall be new and unused and of the latest model year available from the manufacturer. The unit offered for bid shall meet or exceed the specifications attached to this bid package and shall be considered as minimums unless otherwise indicated. Adequate vendor information shall be included with the bid for determination of meeting the specifications. Any exceptions shall be explained in writing and submitted as a part of the bid package.

The successful Bidder will be required to include in their price and ship with the equipment. Each set shall include (as a minimum) an operator's manual.

WARRANTY

Warranty for 2 years from purchase for any housing defects.

SHIPPING/DELIVERY

The Monocular Night Vision Systems with helmet mounts shall be delivered to 300 Gary Wade Blvd Sevierville, TN 37862 within 90 calendar days after award of contract. There will be a $50 per day penalty deducted from the invoice for every calendar day the equipment is late after the allowed 90 calendar days. Delivery shall be FOB Sevierville, Tennessee. Any and all shipping and/or handling charges to be included in the bid price. Prompt delivery is of the utmost importance and is required within twenty (20) working days after receiving the order. For each working day over the required twenty (20) working days, one percent (1%) of the total order will be deducted from the payment as liquidated damages.

INSURANCE COVERAGE REQUIREMENTS

These coverage requirements apply to the Vendor(s) who provide goods and services for the City of Sevierville.

Commercial General Liability Insurance - $1,000,000 limit per occurrence for property damage and bodily injury. Coverage should be occurrence form.

CONDITIONS FOR ALL COVERAGES

Additional Insured: The City of Sevierville, its Board of Mayor and Aldermen, their officers, employees, agents, representatives, boards, commissions, committees, and volunteers (hereinafter referred to as Owner) are to be covered as Additional Insured respecting: liability arising out of activities performed by or on behalf of the Vendor; products and completed operations of the Vendor; premises owned, leased or used by the Vendor or premises on which Vendor is performing services on behalf of the Owner. The coverage shall contain no special limitations on the scope of protection afforded to the Owner.

Notice of Cancellation or Non-renewal: Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, cancelled, reduced in coverage or in limits except after thirty (30) days prior written notice has been given to the Department Head granting this bid and/or to the Risk Manager for the Owner.

Acceptability of Insurers: Insurance is to be placed with financially sound Tennessee admitted insurers (Best's rating of A or better) or approved by Owner's Risk Manager.

Certificates of Insurance: Vendor shall furnish the Owner with certificates of insurance with original endorsements affecting coverage required by this clause. The certificates and endorsements for each policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates and endorsements are to be received and approved by the Owner before work commences. The certificates of insurance should be directed to the Risk Manager and must also be accompanied by a copy of the Notice of Bid Award Letter.

Defense, Indemnification and Hold Harmless Agreement: Vendor hereby agrees to indemnify, defend and hold harmless the Owner from any and all loss, damage, cost, expense, liability, claims, demands, suits, attorney's fees and judgments arising directly or indirectly from or in any manner related to the work, project, event or other purposes in connection with the Vendor's performance or failure to perform under the terms of this contract, regardless of the active or passive nature of any negligence by the Owner, except as otherwise expressly stated herein. Vendor shall not be responsible when such liability arises from the sole negligence of the Owner. Vendor shall pay Owner for any costs incurred in enforcing this provision.

IRAN DIVESTMENT ACT

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 its knowledge and belief that each bidder is not on the list created pursuant to 12-15-106.

SPECIFICATIONS FOR

Monocular Night Vision Systems with helmet mounts

OVERVIEW:

The City of Sevierville is seeking bids for Monocular Night Vision Systems with helmet mounts.

REQUIREMENTS:

All information specified below are considered minimums, unless otherwise stated. Any deviation from the required specifications must be listed on a separate sheet and enclosed as part of the bid package.

SPECIFICATIONS

Elbit Gen 3 thin-filmed white phosphor image intensifier tube with a minimum Figure of Merit (FOM) of 1800, built inside an NLC-14

Rhino Helmet Mount

USGI PVS-14 J Arm

The purchase will begin at delivery: time of award and acceptance of purchase order.

BID FORM FOR

Monocular Night Vision Systems with helmet mounts

Company:

Contact Name:

Contact E-mail Address:

Address:

Phone: Fax:

Federal Tax Identification Number:

Business License # City:

Delivery Date:

It is further understood and agreed by the undersigned in submitting this proposal that the Owner reserves the following rights and privileges:

a. To accept or reject any or all bids, and/or waive any of the informalities in the bidding.

To reject all items of equipment and materials which do not conform to or exceed these specifications, without altering bid price of this proposal.

To re-bid anytime during the term of the contract.

Note: Bidders shall not add any conditions or qualifying statements to this bid, except as provided herein, as otherwise the bid may be declared irregular as not being responsive to the Advertisement for Bids.

If you have questions regarding the specifications contained in this bid package, please contact:

Lt. Matt Nicol

Sevierville Police Department

865-748-8325 mnicol@seviervilletn.org

Bid Submitted by:4500

Authorized Signature Name (Printed)

Title Date

City of Sevierville

P.O. Box 5500

Sevierville, TN 37864-5500

865-453-5504

VENDOR INFORMATION FORM

Name: _________________________________________________________________

Email Address:

Federal Tax ID Number: ___________________________________________________

Business License Number: _________________________________________________

County and State of License: ________________________________________________

Primary Mailing Address: __________________________________________________

_________________________________________________________

_________________________________________________________

Primary Shipping Address: _________________________________________________

________________________________________________________

Primary Remittance Address:_______________________________________________

________________________________________________________

Phone Number: _________________________________________________________

Fax Number: _________________________________________________________

Contact Person: _________________________________________________________

Corporation, Sole Proprietor, or Partnership: __________________________________

If the business is a sole proprietor the owners name: ____________________________

If business license number is not available, please fill out the Business Tax & Licenses Affidavit.

NEW VENDORS WILL BE ADDED AFTER RECEIPT OF THIS COMPLETED FORM AND VERIFICATION OF A CURRENT BUSINESS LICENSE. VENDORS WITHOUT A CURRENT BUSINESS LICENSE WILL NOT BE ACCEPTED. IT IS THE RESPONSIBILITY OF THE FINANCE DEPARTMENT TO ENTER AND UPDATE ALL VENDOR INFORMATION.

Revised 3/29/2021

TITLE VI INFORMATION

The City of Sevierville complies with all applicable federal and state civil rights laws, including but not limited to Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000e), and the City does not discriminate based on race, color, gender, religion, age or national origin. By virtue of submitting a response to this solicitation, bidders agree to comply with the same non-discrimination policy.

Bid Item/Project Name: ____________________________________________

Bid Date: _______________________________________________________

*For Title VI compliance, we ask for voluntary disclosure of the following information for the majority owner of the business:

Gender: ___ Male ___ Female

Race: ___ Caucasian ___ African American

___ Other (please specify)

Company Name: ___________________________________________________

BUSINESS TAX & LICENSE AFFIDAVIT

(Tennessee Code Annotated 5-14-108(1))

The undersigned states that they have legal authority to swear this on behalf of

_______________________________, and that the business is not in any manner

Name of firm or individual

in violation of Tennessee Code Annotated 5-14-108(1) which states, "No purchase shall be made or purchase order or contract of purchase issued for tangible personal property or

services by employees, acting in their official capacity, from any firm or individual whose

business tax or license is delinquent. "

Please check one of the following:

Affiant affirms and warrants that their business license status is currently valid, and all appropriate Tennessee business taxes have been paid and are current as of the date of this affidavit.

Affiant affirms and warrants that their business is exempt from obtaining a business

license in the state of Tennessee.

BUSINESS

Signature: _________________________

Title: _________________________

Date: _________________________

Witness

Signature: _________________________

Date: _________________________

AFFIDAVIT REGARDING DRUG-FREE WORKPLACE PROGRAM

STATE OF

COUNTY OF

The undersigned, having been duly sworn, deposes and says as follows:

I am over 18 years of age, and I have personal knowledge of the matters stated herein.

I am the of

(Position) (Name of Company)

Hereinafter referred to as "the Bidder".

As of the date of the submittal of its bid, the Bidder has a drug-free workplace program that complies with the requirements of Tennessee Code Annotated Section 50-9-101, seq. OR a program at least as stringent as the program operated by the City of Sevierville.

Authorized Signature Name (Printed)

Title Date

Sworn to and subscribed before me, this day of ___.

Notary Public Signature

Notary Seal

End of Affidavit

My commission expires