Model_Contract_-_Document_Imaging_Products_and_Software_Maintenance_-_IFB_COPY.pdf

This is an Invitation for Bid (IFB) document for the County of Orange Sheriff-Coroner Department in California, seeking competitive bids for Document Imaging Products and Software Maintenance (File No. 2223101). The procurement covers maintenance services for two Panasonic KV-S5076H scanners and two ChronoScan Professional Client Software Licenses over a three-year contract term. The contract requires the contractor to configure scanning software to read barcodes and index fields for background investigation documents, convert scanned images to TIFF format, and store images in the County's AX System. The solicitation specifies setup of job scans for three distinct background groups: Sworn Individuals, Non-Sworn Individuals, and CCW Applicants, with detailed index field configurations including last name, first name, middle name, SSN, section, position applied for, year applied, status, and scanning operator. Electronic bids are due July 29, 2025, at 4:00 pm, with a bid validity period of 365 days. The contract includes a firm fixed-fee structure with no price increases permitted during the initial three-year term.

The awarded contractor must provide advanced replacement warranty, staff training, and technical support available Monday through Friday from 8:00 am to 5:00 pm PST with a two-hour response time for support calls. The County has established preference policies for Local Small Businesses (OCLSB) offering a 5% bid price reduction and Disabled Veteran Business Enterprises (DVBE) offering an 8% reduction for businesses certified in both categories. Bidders must be certified with the California Department of General Services and maintain principal operations within Orange County. The contract allows for 16 billable hours of professional services billed in 15-minute increments. Both a Labor and Material Payment Bond and a Faithful Performance Bond are required to ensure contractor compliance. The County reserves the right to award multiple contracts, reject all bids, or make awards based on the lowest responsive and responsible bidder determination.