INVITATION FOR BID
FOR
CX 300 Communications Service Monitor and
Accessories
BID NUMBER: 26-031-LH
73096
72621
73090
72677
MACON-BIBB COUNTY, GEORGIA
ISSUED: Monday, January 20, 2026
BIDS DUE NO LATER THAN 12:00 NOON ON THURSDAY, FEBRUARY 5, 2026
Macon-Bibb County Procurement Department
700 Poplar Street
Suite 308
Macon-Bibb County City Hall
Macon, Georgia 31201
I. General
A. Invitation
1. Notice is hereby given that Macon-Bibb County will receive sealed bids in the Macon-
Bibb County Procurement Department, 700 Poplar Street, Suite 308, Macon, Georgia
31201, until 12:00 noon on Thursday, February 5, 2026, for CX 300
Communications Service Monitor and Accessories for the Macon-Bibb County
Government.
NO BIDS WILL BE ACCEPTED AFTER THE ABOVE TIME.
2. Bids will be publicly opened and read in the Procurement Department Conference Room
on Thursday, February 5, 2026, starting at 2:00 p.m. Questions must be submitted by
Monday, January 26, 2026, by 3 p.m. standard eastern time via email only to
lhardwick@maconbibb.us
3. Minority, Women Owned, and other Disadvantaged Business Enterprises are encouraged
to participate in the solicitation process. Additionally, respondents are encouraged to use
M/W/DBE subcontractors where possible. Small and other disadvantaged businesses
requiring assistance with the competitive process can contact Charise Stephens, Small
Business Affairs at (478) 300-2297 or cstephens@maconbibb.us .
B. Bid Documents
1. Bid documents may be examined and obtained on Macon-Bibb County website to be
viewed and downloaded from one of the links included below:
Georgia Procurement Registry website
http://ssl.doas.state.ga.us/PRSapp/PR_custom_index.jsp?agency=61100
Macon-Bibb County Procurement Page www.maconbibb.us/purchasing
Sealed Bid
SEALED Bids shall be delivered or mailed to:
Macon-Bibb County Procurement Department
Attn; Laura Hardwick
700 Poplar Street
Suite 308
Macon, GA 31201
478-803-0550
Lhardwick@maconbibb.us
Mark the outside of the envelope
“CX300 Communications Service Monitor and Accessories”
C. Validity
1. No bid may be withdrawn for a period of sixty (60) days after time has been called on
date of bid opening.
2. All prices shall be Delivered prices, FOB Destination, after deducting all non–applicable
taxes, delivered to each requesting department or office. Vehicles shall be ready to use.
D. Forms
1. The enclosed Macon-Bibb County bid form shall be used; use of other documents may
deem the bid non-responsive. Additionally, all submission documents should be
completed and included with the bid; failure to include completed, signed, and notarized
forms (as applicable) may deem the bid non-responsive.
E. Local Preference
1. Macon-Bibb County reserves the right to award bids to County businesses and merchants
whose bid is within 5% (five percent) of the lowest responsive and responsible bid
which conforms to the Invitation to Bid. INSTRUCTIONS TO BIDDERS
i. No consideration will be given any claim based on lack of knowledge of existing
conditions, except where the Contract Documents make definite provisions for
adjustment of cost or extension of time due to existing conditions that cannot be
readily ascertained.
2. Document Discrepancies
ii. Should the bidder find discrepancies in, or omissions from the documents, he
shall at once notify the Macon-Bibb County Procurement Department.
iii. Requests for Interpretations of Drawings and Specifications shall be made in
writing to the Macon-Bibb County Procurement Department no later than
Friday, January 26, 2026, by 3:00 pm standard eastern time. All questions must
come email only to Lhardwick@maconbibb.us
iv. Any subsequent instructions to bidders will be issued in the form of addenda to
the specifications and sent to the bidder. All addenda shall be enumerated in
the Bid Form.
v. All definitions set forth in the specifications are applicable to this Instruction to
Bidders, the Bid Form and the proposed Contract Documents including, but not
limited to, drawings, project manual, and any addenda issued prior to receipt of
bids.
1. Addenda are written or graphic instruments issued prior to the execution of the Contract
that may modify or interpret the bidding documents by deletion, additions, clarifications,
or corrections.
2. Addenda will become part of the Contract Documents when the Contract is executed.
b. Submittals
i. For bids to be considered, the complete bid document package should be
submitted including each of the following completed documents.
1. Bid Form
2. Bidder’s Qualification Form
3. List of Sub-Contractors
4. Minority Participation Goal
5. Financial & Legal Stability Statement
6. Bid Bond in amount of 5% of the total base bid.
7. E-Verify Affidavit
8. Non-Collusion Affidavit
II. Instructions To Bidders
a. Definitions
i. Wherever the term “Owner”, “County”, or “Macon-Bibb County” occur in these
specifications, it shall mean Macon-Bibb County, a political subdivision of the
State of Georgia acting through the Macon-Bibb County Board of
Commissioners.
ii. Wherever the term “work” occurs in these specifications, it shall mean the work
as defined herein, including, all labor, materials, equipment, transportation, and
supervision necessary to complete the contract.
b. Related Documents
i. Specifications (Attachment “A”)
ii. Bid Form
iii. Bidder’s Qualification Form
iv. Bidder MBE Plan Form
v. List of Sub-contractors
vi. Financial & Legal Stability Statement
vii. Bond Forms
viii. E-Verify Affidavit
c. Bidder’s Representation
i. Each bidder, by making his bid, represents that he has:
1. Read and understand the bidding documents; and,
2. Visited the site and became familiar with the local conditions under
which the work is to be performed.
a. Bidders should examine the areas wherein work of this project
is to be carried out and shall take into consideration all
conditions that might affect his work.
i. The failure of the bidder to inspect firsthand the areas
affected by work in this project shall not relieve him
of the obligation to comply fully with the scope of
the work as defined herein.
F. Reservations
1. Macon-Bibb County reserves full freedom (in addition to the right to reject any and all
bids) in awarding bids to consider all available factors including, but not limited to, price,
the provision of needed and unneeded features, usefulness to the department and prior
Macon-Bibb County experience. Hence, Macon-Bibb County may award bids to other
than the lowest bidder if in the judgment of the Board of Commissioners the interest of
the County will be best served by award to another. Any required information not
submitted with bids shall deem bid nonresponsive.
2. Unless otherwise specified, manufacturer’s names, trade names, brand names,
information and/or catalog numbers listed herein are intended only to identify the quality
level desired. They are not intending to limit competition. The bidder may offer any
equivalent product that meets or exceeds the specification. If bids are based on
equivalent products, the bidder shall indicate on the bid form the alternate manufacturer’s
name and catalog number and shall include complete descriptive literature and/or
specifications along with proof that the proposed equivalent either meets or exceeds this
specification. The County reserves the right to be the sole judge of what is equal and
acceptable. If a bidder fails to name a substitute, he shall furnish goods identical to the
bid specifications.
This page summarizes the opportunity, including an overview and a preview of the attached documents.
