Automated_Medication_Dispensing,_and_Automated_Packaging_Machines,_Maintenance_Services_and_Consumables_(Addendum_#1_Revision).pdf

COUNTY OF ORANGE

HEALTH CARE AGENCY

REQUEST FOR PROPOSAL (RFP)

FOR

AUTOMATED MEDICATION DISPENSING, AND AUTOMATED

PACKAGING MACHINES, MAINTENANCE SERVICES AND

CONSUMABLES

RFP NO. RFP 042-2977903-TR

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/ocgov https://secure.procurenow.com/portal/%7bproject.government.code%7d

County of Orange RFP

Health Care Agency - Automated Medication Dispensing, and Automated Packaging Machines, Maintenance Services and

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County of Orange

Health Care Agency

Procurement and Contract Services

405 W. 5th Street, Suite 600

Santa Ana, CA

92701

SCHEDULE OF ACTIVITIES

Release of RFP Solicitation August 10, 2026

Pre-Submittal Meeting (Mandatory) August 18, 2026, 11:00am

Microsoft Teams meeting

Join:

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Meeting ID: 278 800 836 999 43

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Question Submission Deadline September 1, 2026, 4:00pm

PROPOSALS MUST BE RECEIVED ON

OR BEFORE

Friday, September 11, 2026

4:00 pm https://teams.microsoft.com/meet/27880083699943?p=q9aHMmcrVmMQmldiU7 https://teams.microsoft.com/meet/27880083699943?p=q9aHMmcrVmMQmldiU7

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RFP Submittal Closing September 11, 2026, 4:00pm

Proposal Evaluations September 21, 2026

Interviews with the Top Ranked

Firm(s)

October 12, 2026, 10:00am

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SECTIONS

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

SECTION 2. PROTEST PROCEDURES

SECTION 3. SCOPE OF WORK

SECTION 4. SCORING CRITERIA

SECTION 5. COST PROPOSAL

SECTION 6. OCLSB AND DVBE PREFERENCE POLICIES CERTIFICATION

REQUIREMENTS

SECTION 7. VENDOR RESPONSES

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SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

1.1 INTRODUCTION

The County of Orange (hereinafter referred to as “County”) is soliciting proposals from qualified organizations (hereinafter referred to as “Respondents”) for Automated Medication Dispensing and Automated Medication Packaging Machines, with Maintenance Services and Consumables.

Respondent may submit a proposal to provide only Automated Medication Dispensing, with

Maintenance Services and Consumables, to provide only Automated Medication Packaging

Machines, with Maintenance Services and Consumables, or to provide both Automated

Medication Dispensing and Automated Medication Packaging Machines, with Maintenance

Services and Consumables.

Respondent must specify the services responded to in the proposal and submit a Proposal in separate attachments in Section 7 or each specified service. Respondents must meet the minimum qualifications and requirements as set forth within the Request for Proposal (RFP) and be capable of providing services identified in the Scope of Work herein for the services proposed.

County may award a contract to one or more Respondent(s) for each service. Further, County may award one or both services to one Respondent and may award a contract to a Respondent for one or both of the services in Respondent’s proposal.

The County intends that the successful Respondent shall provide Automated Medication

Dispensing, and Automated Packaging Machines, Maintenance Services and Consumables proposed in accordance with contract requirements set forth in the solicitation and Model Contract, including Attachments.

1.2 COUNTY HOLIDAYS DURING SOLICITATION PERIOD

During this solicitation period, the Health Care Agency will be closed on the following County holidays:

September 7, 2026

1.3 INSTRUCTIONS TO RESPONDENTS AND PROCEDURES FOR SUBMITTAL

A. Proposals are to be uploaded via the County's eProcurement Portal at https://procurement.opengov.com/portal/ocgov. For assistance on uploading Proposal via County’s eProcurement Portal, please contact procurement-support@opengov.com or https://help.procurement.opengov.com/en/

B. Examine the RFP Documents and the site of the proposed work carefully before submitting a Proposal for the work contemplated. Investigate the conditions to be encountered, as to the character, quality, and quantities of work to be performed and materials to be furnished and as to the requirements of all RFP Documents.

County has attempted to provide all information available. It is the responsibility of each https://procurement.opengov.com/portal/ocgov https://procurement.opengov.com/portal/ocgov mailto:procurement-support@opengov.com https://help.procurement.opengov.com/en/

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Respondent to review, evaluate, and, where necessary, request any clarification prior to submission of a Proposal. If any person contemplating submitting a response to this

Request for Proposal (RFP) is in doubt as to the true meaning of any part of the solicitation documents attached hereto or finds discrepancies in or omissions from the specifications, they may submit a written request for clarification/interpretation to the County Deputy

Purchasing Agent (DPA) via the County’s eProcurement Portal under the bid page for this solicitation.

If clarification or interpretation of this solicitation is considered necessary by County, an addendum shall be issued, and the information will be posted via the County’s eProcurement Portal. Any interpretation of, or correction to, this solicitation shall be issued by the DPA. It is the responsibility of each Respondent to periodically check the County’s eProcurement Portal to ensure that they have received and reviewed any and all addenda to this solicitation.

County is not responsible for any other explanations, corrections to, or interpretations of the documents, including any oral information. If an addendum is issued, Respondents must acknowledge the addendum via the County’s eProcurement Portal.

All questions or requests for interpretations must be received by Tuesday, September 1, 2026, before 4:00 pm. The DPA will provide all official communication concerning this solicitation. Any County response relevant to this solicitation other than through or approved by the DPA is unauthorized and will be considered invalid.

C. Proposals must be valid for a period of at least three hundred sixty-five (365) calendar days from the closing date and time of receipt. No Proposal may be withdrawn after the submission date.

D. Each Respondent must submit their response electronically via the County’s eProcurement

Portal.

E. Each Respondent must submit separate Proposal for each of the following being proposed: (a) Automated Medication Dispensing Machine(s), and (b) Automated

Medication Packaging Machine(s). Each proposal will be evaluated independently.

F. All pages must be submitted on standard 8.5 x 11-inch paper, numbered and identified sequentially by section. Proposals must be organized and indexed as outlined in Section 7, Vendor Response Requirements Section. It is imperative that all Respondents comply, exactly and completely, with the instructions set forth herein. All Proposals to this solicitation shall be type written or word-processed (except where otherwise provided or noted), concise, straightforward, and must fully address each requirement and question.

Although not as a substitute for a complete written Proposal, additional material, such as technical documents, may be referenced in any response if the material is included in the same section as additional information.

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G. Proposals are not to be marked as confidential or proprietary. The County may refuse to consider any Proposals so marked. All Proposals and supporting documents will be subject to the provisions of the California Public Records Act (California Code

Government Code 7920.000 et seq.) (PRA) and will be disclosed or withheld in accordance therewith. The County shall not be liable in any way for disclosure of any such records.

Additionally, all Proposals shall become the property of the County.

Respondents should not request that certain information be treated as exempt, and statements in the Proposals should not be marked as confidential or proprietary.

H. Each Respondent shall exercise reasonable care and diligence to avoid submitting a

Proposal that could result in a conflict of interest if Respondent were to be selected. This obligation shall apply to the Respondent, the Respondent’s employees, agents, and relatives, sub-contractors, and third parties associated with accomplishing work and services in response. In the event Respondent has done work for the County on this Project in the past or has reason to believe that a conflict of interest may exist for Respondent in regard to this Project, Respondent should consult with its legal counsel prior to responding to this solicitation. Any Respondent who is found to have an actual conflict of interest may have its response rejected on that ground.

Respondent, its employees and/or consultants may be subject to the provisions of the

California Political Reform Act of 1974 (the “Act”), which (1) requires such persons to disclose any financial interest that may be materially affected by services provided under this Contract, (2) prohibits such persons from making, or participating in making, decisions that could reasonably affect such interest; and (3) may require the filing a Statement of

Economic Interest (Form 700).

If subject to the Act, Respondent shall conform to all requirements of the Act. Failure to do so shall constitute a material breach and is grounds for immediate termination of the

Contract by County. Respondent shall indemnify and hold harmless County for any and all claims for damages resulting from Respondent’s violation of this Section.

I. By submitting a response, the Respondent represents that it thoroughly examined the

County’s requirements, is familiar with the services required under this solicitation and is qualified and capable of providing the services to achieve the County’s objectives.

J. Each Respondent must submit its Proposal in strict accordance with all requirements of this solicitation and compliance must be stated in the Proposal. Deviations, clarifications and/or exceptions must be clearly identified and listed separately as alternative items on additional information section for the County’s consideration as specified in the

Response Requirements Section, “Statement of Compliance.”

Note: Allow sufficient time to upload all required files. The County’s eProcurement Portal

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P.M., Part 3 will not upload successfully.

K. Pre-contractual expenses are not to be included in the Cost Proposal, Attachment B, Pricing and Compensation. Pre-contractual expenses are defined as including, but not limited to, expenses incurred by the Respondent in: a) preparing the response to this solicitation; b) submitting that response to the County; c) negotiating with the County any matter related to the Respondent’s response; and d) any other expenses incurred by the Respondent prior to the date of award and execution, if any, of the Contract.

L. Any response may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements of the solicitation, including but not limited to technical features, acknowledgment of receipt of addenda, and page number limits, etc. These are common causes for deeming a response non-responsive.

M. Where two or more Respondents desire to submit a single response to this solicitation, they must do so on a prime/subcontractor basis rather than as a joint venture. The County intends to contract with a single firm that may subcontract with multiple firms (team) but not with multiple firms doing business as a joint venture.

N. County does not require and neither encourages nor discourages the use of lobbyists or other consultants for the purpose of securing business.

O. The County requires a valid D-U-N-S number prior to Contract Award. If needed, your company may obtain one at no cost at www.dnb.com. If you are unable to provide/obtain a D-U-N-S number, please indicate so in your submission response.

P. The County requires a valid UEI number and full registration prior to Contract

Award. Your company must obtain one at no cost at www.usfcr.com. If Respondent is unable to provide/obtain a UEI number, please indicate so in your submission response.

Q. Effective from the issuance date of this solicitation until a Contract(s) is awarded or the solicitation is withdrawn, all individuals or entities responding—including their employees, agents, representatives, proposed partners, subcontractors, members, lobbyists, or attorneys (collectively "Respondents")—are prohibited from engaging in any direct or indirect communication with County personnel involved in the selection process, except with the designated Deputy Purchasing Agent (DPA). Respondents may continue conducting business with the County on matters unrelated to this solicitation and may communicate with County staff, provided the solicitation is not discussed. Any attempt to engage in discussion regarding this solicitation with anyone other than the designated DPA http://www.dnb.com/ http://www.usfcr.com/

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1.4 MANDATORY PRE-SUBMITTAL MEETING

Attendance of Pre-Submittal Meeting is required and will be held on Tuesday, August 18, 2026 at

11:00 am local time, no one will be admitted 10 minutes after meeting has started. The meeting will be located at Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/27880083699943?p=q9aHMmcrVmMQmldiU7 Meeting ID:

278 800 836 999 43 Passcode: nu7fW9KN ________________________________________

Need help? | System reference Dial in by phone +1 949-543-0845,,408718699# United States, Irvine Find a local number Phone conference ID: 408 718 699# For organizers: Meeting options |

Reset dial-in PIN. At this meeting, County staff will discuss the scope of work, general contract issues and respond to questions from the attendees. The Pre-Submittal Meeting will be conducted one time only. Attendance and sign-in at the pre-submittal meeting is required. Contractor must stay until the meeting has ended. Failure of any Respondent to attend this Mandatory Pre-

Submittal Meeting shall constitute a substantial variation from the requirements of the Contract

Documents and the response of any Respondent not in attendance will be rejected as nonresponsive. All questions will need to be submitted in writing through the County’s online eProcurement system at https://procurement.opengov.com/portal/ocgov. The Respondent will have until Tuesday, September 1, 2026 before 4:00 pm to submit questions.

• Please confirm your attendance by replying via the RSVP feature in the County's eProcurement Portal.

1.5 MINIMUM QUALIFICATIONS/REQUIREMENTS

Respondent’s shall meet the following minimum requirements and qualifications to proceed to the evaluation process. Failure to have the ability to, upon County request, provide any of the items requested below may result in disqualification of your Proposal. These qualifications must be maintained during the term of any resultant contract.

A. Must have the ability to do business in Orange County, California;

B. Complete all required Vendor Response questions of the solicitation;

C. Provide all required information, complete all required Exhibits, and pass all IT security requirements.

D. Have minimum (5) years of consecutive, recent experience developing, implementing, and supporting an Automated packaging and/or Automated dispensing System.

(experience requirement is for the services being proposed).

1.6 EVALUATION PROCESS

Proposals deemed to meet all minimum solicitation qualifications/requirements in Section 1.4 will be evaluated by an Evaluation Panel of job knowledge experts based on the established evaluation criteria in this RFP. There will be two evaluations, one for Automated Medication https://procurement.opengov.com/portal/ocgov https://procurement.opengov.com/portal/ocgov

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Dispensing and one for Automated Medication Packaging Machines. County may request clarifications, or otherwise verify the contents of the Proposal, including information about the

Respondent, and proposed sub-contractors.

Proposals will be assigned points that measure the responsiveness to each identified criterion.

The total number of points earned will be tallied for each Proposal, based upon Respondent(s) submitted written materials.

The scoring is based on evaluation of the Proposal as measured against the Scoring Criteria, which includes County of Orange Procurement Preference Policy, in accordance with Sections

1.8-103 and 4.3-112 of the 2026 County Contract Policy Manual (CPM). A copy of the 2026

CPM can be found at https://cpo.oc.gov/cpm. Proposals will be evaluated from the most advantageous to the least advantageous to the County.

Evaluation Process Stage

The evaluation process stage may be conducted in two phases. Phase 1 will be an evaluation of the written proposal based on the evaluation criteria for all Respondents and Phase 2 will be an evaluation of the interview/presentation for only the highest-rated Respondents in Phase 1 that are invited to participate in Phase 2. The Evaluation Panel has the right to determine whether to conduct Phase 2 and the number of Respondents who will participate in Phase 2 if conducted.

After Phase 1 and, if applicable, Phase 2, there will be an evaluation of the Cost Proposal for the highest-rated Respondents. The Evaluation Panel has the right to determine the number of

Respondents whose Cost Proposals will be evaluated.

Please note that contract award for each service will be made to the responsible Respondent whose proposal is most advantageous to County, taking into consideration the applicable evaluation criteria. Furthermore, Cost Proposal as an evaluation criterion does not require

County to select Respondent with the lowest cost proposal.

The Evaluation Panel will conduct the following evaluation process one time for Automated

Medication Dispensing and one time for Automated Medication Packaging Machines. The score for each service is independent of, and will have no impact on, the score for the other service.

Phase 1:

In Phase 1, written proposals will be scored by the Evaluation Panel using the established weighted criteria set out in Section 4. Scoring Criteria, which have been assigned points before the submission of proposals that measure the responsiveness to each criterion, for each service in the Proposal. This means a Respondent’s proposal may be evaluated up to two times (once for each service) depending on the number of services submitted in the proposal.

The Evaluation Panel will evaluate the written materials solely on the quality of the responses to all questions and requirements of this RFP using the evaluation criteria. The total number of points earned for all criteria for the service proposed will be tallied for each proposal, and the proposals will be rank-ordered based upon the points earned for that service.

https://cpo.oc.gov/cpm

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Phase 2:

If the Evaluation Panel decides to conduct Phase 2 for one or both services, then the selected highest-ranked Respondent(s) from Phase 1 for that service will be invited to participate in Phase

2. In Phase 2, Respondents must provide an oral interview/presentation on their proposed services. Respondents must be prepared to travel to County at their own expense to make their interview/presentation within five (5) business days after notification by the DPA. Respondents must be prepared to discuss all aspects of their proposals in detail, including answering technical questions. Respondents are not allowed to alter or amend their proposal during the interview/presentation process.

Cost Proposal Evaluation:

After Phase 1 and, if applicable, Phase 2, there will be an evaluation of the Cost Proposal for the selected highest-rated Respondents. Cost Proposal as an evaluation criterion does not require

County to select Respondent with the lowest cost proposal.

Respondents may have up to two total scores (one for each service) depending on the number of services submitted in the proposal. The total score for each service shall be broken down as follows:

Phase 1: Written Proposal Scoring: 500 points maximum

See "Scoring Criteria" section for categories and points.

Phase 2: Presentation/Interview Scoring: 400 points maximum

County reserves the right to conduct, or not to conduct, oral interviews/presentations with the highest-ranked Respondent(s). The decision whether to conduct oral interviews/presentations rests solely with County, and the decision of the DPA is final.

See "Scoring Criteria" section for categories and points.

Cost Proposal Evaluation: 108 points maximum

See "Scoring Criteria" section for categories and points.

Please note that, if the Evaluation Panel does not conduct Phase 2 for a service, the total score for all Respondents for that service is the points awarded in Phase 1 and, if applicable, any points awarded for Cost Proposal Evaluation. If the Evaluation Panel does conduct Phase 2 for a service, Respondents that County elects not to invite to participate in Phase 2 will not have a total score for that service and Respondents that County elects to invite to participate in Phase 2 will have a total score of the points awarded in Phase 1 and Phase 2 and, if applicable, any points awarded for Cost Proposal Evaluation for that service.

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1.7 SELECTION/AWARD PROCEDURES

Upon the completion of the evaluation process, per Service, the Evaluation Panel will make a recommendation for an award to the County’s DPA. Final award determination shall be subject to reference checks and past performance.

The Model Contract contained in this RFP is the contract proposed for execution. It may be modified to incorporate negotiated items and other pertinent terms and conditions set forth in this

RFP, including special conditions and requirements and those added by addendum, necessary attachments and/or exhibits, and to reflect Respondent’s Proposal and qualifications. Any additional exceptions to the terms and conditions made by any Respondent after submission of its Proposal may result in its elimination from further consideration.

Exceptions to the terms and conditions of the Model Contract or the statements regarding

Respondent’s inability to comply with any of the provisions thereof are to be declared in the response to the RFP in VENDOR RESPONSES - Statement of Compliance.

Negotiations may or may not be conducted with the finalist(s); therefore, the Proposal submitted should contain Respondent(s) most favorable terms and conditions for each Service, since the selection and award may be made without further discussion or need for clarification.

The County will enter into negotiations with the selected Respondent and award a contract upon completion of negotiation of fees and contract terms.

If a satisfactory contract cannot be negotiated in a timely manner, County, in its sole discretion, may terminate negotiations with the selected Respondent and begin negotiations with the next

Respondent.

1.8 RIGHTS RESERVED TO COUNTY

The County reserves the right to:

A. Make use of any information or ideas in the Proposals submitted.

B. Request Proposal revisions and hold discussions and negotiations with any Respondent as necessary to serve the best interests of the County.

C. Seek publicly available information about the Respondents.

D. Conduct, or not to conduct, oral interviews and/or presentations with the highest-ranked

Respondent(s) and additional Respondents.

E. Waive, at its discretion, any procedural, non-material defects, irregularity, or informality, which County deems correctable or otherwise not warranting rejection of the Proposal that do not result in any unfair competitive advantage. Any waiver will not excuse a

Respondent from full compliance.

F. Verify and validate any information prior to contract Award and during the entire term of the Contract.

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G. Negotiate the final Contract with any Respondent(s), including pricing/fee schedule, as necessary to serve the best interests of County;

H. Withdraw or cancel in part or in its entirety this solicitation at any time without prior notice and furthermore makes no representations that any contract will be awarded to any

Respondent responding to this solicitation;

I. Award its total requirements to one Respondent or to apportion those requirements among two or more Respondents and to award contracts to Respondent(s) on all or some of the services set forth in their proposals, as County may deem to be in its best interests;

J. Reject any response if it is conditional, incomplete or deviates significantly from the services requested in this solicitation; and/or

K. Request Best and Final Offer for each service from any Respondent determined to be within the competitive range. Unless requested by County, late Best and Final Offers will not be accepted by County for any reason. In addition, negotiations may or may not be conducted with Respondents.

L. Make multiple awards to Respondent(s) for services requested in this solicitation, at its sole discretion, to serve the best interests of County.

M. Defer award of this contract for a period of 180 days after the solicitation opening.

During this period of time, Respondent shall guarantee the prices quoted in their

Proposals. County and the lowest responsive, responsible Respondent may mutually agree in writing to a longer deferral period.

1.9 CONTRACTOR SCREENING

Throughout the term of this Contract, Contractor shall not be listed on any state or federal exclusionary rosters, listed below. County may screen Contractor on a monthly basis to ensure

Contractor is not listed on the exclusionary rosters, listed below. If Contractor or its employee(s) are found to be included on any of the rosters indicated below, Contractor shall be deemed in default of its obligation under this Paragraph and shall constitute a cause for County to exercise its right to terminate this Contract immediately. County, in its sole discretion, may afford Contractor an opportunity to cure said default within a reasonable time.

a. United States Department of Health and Human Services, Office of Inspector General

(OIG) List of Excluded Individuals & Entities (LEIE) (http://exclusions.oig.hhs.gov)

b. General Services Administration (GSA) System for Award Management (SAM)

Excluded Parties List (http://sam.gov) http://exclusions.oig.hhs.gov/ http://sam.gov/

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c. State of California Department of Health Care Services Medi-Cal Suspended and Ineligible

Provider List (County Health Care Agency Internal Database)

1.10 TITLE VI SOLICITATION NOTICE

The County of Orange, in accordance with the provisions of the Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations, hereby notifies all

Respondents that it will affirmatively ensure that any contract entered into pursuant to this advertisement, will be afforded full and fair opportunity to submit the Proposal to this solicitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

1.11 DEPARTMENT OF THE TREASURY, INTERNAL REVENUE SERVICE FORM

W-9/W-8 REQUIREMENTS

Effective June 3, 2006, all contractors, entering into a contract with County, who are not already established in Countywide ERP System as an Auditor-Controller vendor, must submit to County a federal Form W-9, or form W-8 for foreign vendors. County will inform Respondent, at the time of award, if the Form W-9 or W-8 is required.

In order to comply with this County requirement, within ten (10) days of notification of selection of award of contract but prior to official award of contract, the selected Respondent agrees to furnish to Contract administrator, or the deputy purchasing agent (DPA) the required W-9 or W-

8.

1.12 LEVINE ACT REQUIREMENT

Effective January 1, 2023, all contractors entering into a contract with County, must submit the

Campaign Contribution Disclosure Form for any contributions made on or after January 1, 2023.

In order to comply with this requirement, Respondent agrees to furnish the required Campaign

Contribution Disclosure Information form as a required submittal with its Proposal. Failure to include the form as required will render the Proposal nonresponsive.

SECTION 2. PROTEST PROCEDURES

Any actual or prospective bidder or respondent who alleges an error or impropriety in the solicitation or award of a contract may submit a grievance or protest to Antonio Rocha at arocha@ochca.com, as set forth herein.

PROTEST PROCEDURES

All protests shall be typed under the protestor’s letterhead and submitted in accordance with the provisions stated herein. All protests shall include at a minimum the following information:

A. The name, address, and telephone number of the protestor;

B. The signature of the protestor or the protestor’s representative;

C. The solicitation or contract number;

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D. A detailed statement of the legal and/or factual grounds for the protest; and, E. The form of relief requested.

Protest of Solicitation Specifications:

A. All protests related to solicitation specifications must be submitted to the Deputy

Procurement Agent (DPA), Antonio Rocha at arocha@ochca.com, no later than five

(5) business days prior to the Closing Date of the solicitation. Protests received after the five (5) business-day deadline will not be considered by the County.

B. In the event the protest of specifications is denied, and the protestor wishes to continue in the solicitation process, the protestor must still submit a bid/response prior to the close of the solicitation in accordance with the solicitation submittal procedures provided in this solicitation.

Protest of Award of Contract:

A. Protests related to the award of a contract must be submitted to the Deputy Procurement

Agent, Antonio Rocha at arocha@ochca.com, no later than five (5) business days after the Notice of Solicitation Results is provided by the DPA.

B. Protests relating to a proposed contract award received after the five (5) business day deadline will not be considered by the County.

C. If the five (5) business day period expires without the receipt of a protest, the department may move forward with the contract award or if necessary, file the item for approval by the Board of Supervisors.

Protest Process

A. In the event of a timely protest, the County shall not proceed with the solicitation or award of the contract until the DPA issues a decision on the protest.

B. Upon receipt of a timely protest, the DPA will, within ten (10) business days of receipt of the protest, issue a decision in writing which shall state the reasons for the actions taken.

C. The County may, after providing written justification, make the determination that an immediate award of the contract is necessary to protect the substantial interests of the

County. The award of a contract shall in no way compromise the protester’s right to the protest procedures outlined herein.

D. If the protestor disagrees with the decision of the DPA, the protestor may submit a written appeal to the County Procurement Officer requesting an appeal to the

Procurement Appeals Board, in accordance with the process stated below.

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APPEALS PROCESS

A. If the protestor wishes to appeal the protest decision of the Deputy Procurement Agent, the protestor must submit, within three (3) business days from receipt of the Deputy

Procurement Agent’s decision, a written appeal to the Office of the County Procurement

Officer.

Written appeals must be sent by mail to the address below with a courtesy copy by email;

County of Orange/County Executive Office

County Procurement Office

400 W. Civic Center Drive, 5th Floor

Santa Ana, CA 92701

Attn: County Procurement Officer

CPOAppeals@ceo.oc.gov

B. Within fifteen (15) business days, the County Procurement Officer will review all materials in connection with the appeal, assess the merits of the protest and provide a written determination that shall contain his or her decision on whether the appeal shall be forwarded to the Procurement Appeals Board.

C. The decision of the County Procurement Officer on whether to allow the appeal to go forward will be final and there shall be no right to any administrative appeals of this decision.

SECTION 3. SCOPE OF WORK

3.1 GENERAL INFORMATION:

The County of Orange is comprised of 22 Departments and over 18,000 employees located throughout Orange County. County’s core businesses are public safety, public works, construction management, public health, environmental protection, regional planning, public assistance, social services, and aviation.

Contractor shall furnish and provide maintenance for the Automated Medication Dispensing

Machines and for the Automated Medication Packaging Machines, and support County's operations of the machines. This includes maintenance of all hardware components required for medication dispensing. Contractor shall take care of any technical problems with the existing interfaces or software, including any hardware and mechanical problems. Routine maintenance shall occur as recommended by the manufacturer so that optimal functionality is ensured.

Contractor shall maintain the software program code for proper functionality and upgrade any mailto:CPOAppeals@ocgov.com

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Consumables, RFP 042-2977903-TR Page 16 of 52 software or version replacements to which County is entitled under the software license along with updated user and operational documentation.

The systems associated with the Automated Medication Dispensing machines and the Automated

Medication Packaging Machines shall include functionality for secure medication storage, controlled access through PIN or biometric authentication, integration with County’s pharmacy information system and electronic medical record (EMR), real-time inventory management, and audit reporting capabilities.

AUTOMATED MEDICATION DISPENSING MACHINES

Machines/Systems

Automated Medication Dispensing Machines (Machine) will be installed at the following County correctional facilities listed below.

A. Men's Jail, Dispensary: 550 N. Flower St., Santa Ana, CA 92703

B. Women's Jail, Dispensary: 550 N. Flower St., Santa Ana, CA 92703

C. Intake & Release Center, Triage: 550 N. Flower St., Santa Ana, CA 92703

D. Intake & Release Center, Mod L: 550 N. Flower St., Santa Ana, CA 92703

E. Theo Lacy Jail, Dispensary: 501 The City Drive, Orange, CA 92868

F. Theo Lacy Jail, Mod 0: 501 The City Drive, Orange, CA 92868

G. James Musick, Dispensary: 13420 Musick, Irvine, CA 92618

H. Juvenile Health Services: 331 The City Drive South, Orange, CA 92668

I. Youth Guidance Center: 3030 N. Hesperian Way, Santa Ana, CA 92706

The Automated Dispensing systems shall include functionality for secure medication storage, controlled access through PIN or biometric authentication, integration with the County’s pharmacy information system and electronic medical record (EMR), real-time inventory management, and audit reporting capabilities. Contractor shall ensure that all software, firmware, and network interfaces comply with applicable security and privacy standards. System configurations shall include role-based access controls, data encryption, and audit trails.

Contractor shall coordinate with County IT and Security staff for interface validation and cybersecurity review.

Contractor shall ensure that all Systems and associated software meet applicable federal and state regulations governing medication storage, dispensing, and data protection. This includes DEA controlled substance standards, HIPAA privacy and security rules, and any County-specific

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Maintenance and Support

Contractor shall provide routine and emergency maintenance for the systems to ensure optimal functionality. Maintenance shall include software updates, hardware repairs, and any integration support required for connected systems. Routine preventive maintenance shall occur per manufacturer recommendations.

For issues unresolved remotely, Contractor shall dispatch a qualified field service technician to the County facility within the agreed response window. Remote diagnostic support shall be available 24 hours a day, seven days a week, 365 days a year.

Coverage shall include 24x7 telephone support with remote diagnostics, unlimited support requests, and onsite technical service as required. Targeted onsite response time shall not exceed four (4) hours for critical incidents.

Coverage Summary for Automated Medication Dispensing Machines

1. 24x7 Phone Support

▪ 24 hour, 7 days a week, 365 days a year

▪ Telephone support provided by trained Customer Support Engineers

▪ Remote diagnostics

▪ Unlimited support requests

2. On Site Support

▪ 7 days/week, 24 hours/day

▪ Onsite service provided by trained Field Service Technicians

▪ Includes all parts, labor, travel o Unlimited unscheduled onsite visits o Targeted onsite response time = 4 hours o Response Time: Priority/critical issues within 4 hours, non-critical within

1 business day.

Health Care Agency - Automated Medication Dispensing, and Automated Packaging Machines, Maintenance Services and

Consumables, RFP 042-2977903-TR Page 18 of 52 o On Site Support: As required to meet SLA.

o Preventive Maintenance: At least 1–2 visits/year; include calibration and parts replacement.

o Uptime Target: 99% per site, excluding scheduled maintenance.

o Coverage Window: Business hours; emergency support after hours.

Source Code

Contractor shall establish and maintain a source code escrow so that County has access to program source code in the event of bankruptcy, dissolution, merger or other situation which may impact Contractor's ability or willingness to support the software.

Reporting and Issue Resolution

Contractor shall provide a means for County staff to report issues via phone, email, or secure online portal. All service requests shall be logged, tracked, and resolved according to established service level agreements (SLAs).

3.2 CONTRACTOR RESPONSIBILITIES: AUTOMATED MEDICATION

DISPENSING MACHINES

Contractor shall be available to provide services per service plan below. For problems that cannot be resolved by phone, Contractor shall send out a service technician to the County facility.

AUTOMATED MEDICATION DISPENSING MACHINES

Automated Medication Dispensing Machines (Machine) are currently installed at the following

County correctional facilities listed below. The machines provide a means for CHS pharmacy staff and nursing staff to restock and to retrieve medications for inmate patients when the pharmacy is closed or when an urgent medication is needed.

A. Men's Jail, Dispensary: 550 N. Flower St., Santa Ana, CA 92703

B. Women's Jail, Dispensary: 550 N. Flower St., Santa Ana, CA 92703

C. Intake & Release Center, Triage: 550 N. Flower St., Santa Ana, CA 92703

D. Intake & Release Center, Mod L: 550 N. Flower St., Santa Ana, CA 92703

E. Theo Lacy Jail, Dispensary: 501 The City Drive, Orange, CA 92868

F. Theo Lacy Jail, Mod 0: 501 The City Drive, Orange, CA 92868

G. James Musick, Dispensary: 13420 Musick, Irvine, CA 92618

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H. Juvenile Health Services: 331 The City Drive South, Orange, CA 92668

I. Youth Guidance Center: 3030 N. Hesperian Way, Santa Ana, CA 92706

Scope of Work

Operations and Maintenance Procedures-The Contractor shall provide maintenance for the machines and support HCA's operations of them. This includes maintenance of all hardware components required for medication dispensing. The Contractor shall take care of any technical problems with the existing interfaces or software including any hardware and mechanical problems. Routine maintenance shall occur as recommended by the manufacturer, so that optimal functionality - is ensured. Contractor shall maintain the software program code for proper functionality and to upgrade any software or version replacements to which HCA is entitled under the software license along with updated user and operational documentation.

The Systems shall include functionality for secure medication storage, controlled access through

PIN or biometric authentication, integration with the County’s pharmacy information system and electronic medical record (EMR), real-time inventory management, and audit reporting capabilities. The Contractor shall ensure that all software, firmware, and network interfaces comply with applicable security and privacy standards. System configurations shall include role-based access controls, data encryption, and audit trails. The Contractor shall coordinate with

County IT and Security staff for interface validation and cybersecurity review.

Contractor shall be available to provide services per service plan below. For problems that cannot be resolved by phone, Contractor shall send out a service technician to the County facility.

Service and Maintenance Procedures

The Contractor shall provide routine and emergency maintenance for the Systems to ensure optimal functionality. Maintenance shall include software updates, hardware repairs, and any integration support required for connected systems. Routine preventive maintenance shall occur per manufacturer recommendations.

For issues unresolved remotely, Contractor shall dispatch a qualified field service technician to the County facility within the agreed response window. Remote diagnostic support shall be available 24 hours a day, seven days a week, 365 days a year. Contractor shall maintain current software program code for proper functionality and provide updates or upgrades to any software versions to which the County is entitled under the license agreement, along with updated operational documentation.

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Service Coverage Summary

Coverage shall include 24x7 telephone support with remote diagnostics, unlimited support requests, and onsite technical service as required. Targeted onsite response time shall not exceed four (4) hours for critical incidents.

A. Coverage Summary for Automated Medication Dispensing Machines

▪ 24 hour, 7 days a week, 365 days a year

▪ Telephone support provided by trained Customer Support Engineers

▪ Onsite service provided by trained Field Service Technicians

▪ Includes all parts, labor, travel o Unlimited unscheduled onsite visits o Targeted onsite response time = 4 hours o Response Time: Priority/critical issues within 4 hours, non-critical within

1 business day.

o On Site Support: As required to meet SLA.

o Preventive Maintenance: At least 1–2 visits/year; include calibration and parts replacement.

o Uptime Target: 99% per site, excluding scheduled maintenance.

o Coverage Window: Business hours; emergency support after hours.

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Consumables, RFP 042-2977903-TR Page 21 of 52

Source Code and Continuity

Contractor shall establish and maintain a source code escrow so that the HCA will have access to program source code in the event of bankruptcy, dissolution, merger or other situation which may impact Contractor's ability or willingness to support the software.

Reporting and Issue Resolution

The Contractor shall provide a means for County staff to report issues via phone, email, or secure online portal. All service requests shall be logged, tracked, and resolved according to established service level agreements (SLAs).

Consumables

There are some supply items which are needed for the machines. Price of each item is subject to change. Contractor to provide minimum of 30 days advance written notice to the

County to secure such adjustment.

▪ Pricing must be firm, fixed, and include all costs required to deliver a fully operational solution, including but not limited to equipment, software, installation, training, interfaces, shipping, removal/disposal (if applicable), annual maintenance for Years 1–3, optional modules, and consumables.

▪ Consumables: Proposers must list all consumables required for operation (by description and part number), the unit of measure, unit price, and estimated monthly usage per site.

▪ Price Validity: Prices must remain valid for 180 days from proposal due date. Any escalation or renewal caps applicable to maintenance or subscription fees must be clearly stated.

▪ Sites: Pricing shall be provided per site (if multiple locations) and include any volume or multi-site discounts.

▪ Taxes and Freight: All prices shall be exclusive of taxes but inclusive of freight to destination (FOB Destination, inside delivery). Any exceptions must be noted.

▪ Optional Items: Optional upgrades/modules shall be priced separately with descriptions and part numbers.

Security and Access Requirements

All Contractor personnel must be pre-cleared annually through the Orange County

Sheriff’s Department before performing any onsite services. Tools and electronic devices will be inventoried upon entry and exit. No personal cell phones or external recording devices are permitted inside correctional facilities.

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Regulatory Compliance

The Contractor shall ensure that all Systems and associated software meet applicable federal and state regulations governing medication storage, dispensing, and data protection. This includes DEA controlled substance standards, HIPAA privacy and security rules, and any County-specific security policies. System implementation must comply with County IT architecture, networking, and cybersecurity protocols.

3.3 CONTRACTOR RESPONSIBILITIES: AUTOMATED MEDICATION

PACKAGING MACHINE

Contractor to provide an automated medication packaging system providing unit-dose or multi-medication pouch packaging for correctional and healthcare facilities. Contractor shall furnish, install, maintain, and support the automated medication packaging system and associated verification technology or equivalent image-based pouch verification system. Scope includes installation, software integration, verification, operator training, preventive and corrective maintenance, and ongoing technical support.

Contractor shall provide the following:

A. Provision of no-cost updates to Contractor’s Original Equipment Manufacturer (O.E.M.)

Software, and installation services to install the OEM Updates, if determined necessary by Contractor, at no additional charge. Contractor will not provide updates to non-OEM software provided by a third-party organization.

B. Contractor will use commercially reasonable efforts to repair any errors or defects in the

Contractor Product so that it performs in all material respects in accordance with its

Functional Specifications, at no additional charge to County (including parts, labor, and travel, living and shipping expenses).

C. The Call Center will provide live technical support and troubleshooting and will initiate field dispatches. Any call received relating to a malfunctioning or inoperative Contractor

Product shall be handled first through live telephone support/troubleshooting from the

Call Center, which shall attempt to determine the cause of any operational issues and resolve any such issues with store personnel by telephone within four (4) pharmacy hours

(i.e., hours of normal business…