OC_Automated_Biometric_Identification_System_(ABI_System)_and_Sustainment_(Addendum_#7_Revision).pdf

COUNTY OF ORANGE

SHERIFF-CORONER

REQUEST FOR PROPOSAL (RFP)

FOR

OC AUTOMATED BIOMETRIC IDENTIFICATION SYSTEM (ABI

SYSTEM) AND SUSTAINMENT

RFP NO. 060-2809301-EL

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

Sheriff-Coroner - OC Automated Biometric Identification System (ABI System) and Sustainment, 060-2809301-EL

County of Orange

Sheriff-Coroner

Procurement and Contract Services

320 N. Flower St.

Santa Ana, CA

92703

SCHEDULE OF ACTIVITIES

Release Project Date June 27, 2025

Pre-Proposal Meeting (Mandatory) July 29, 2025, 10:00am

Agenda

320 N. Flower St.

Santa Ana, CA 92703

Question Submission Deadline August 12, 2025, 3:00pm

Proposal Submission Deadline September 19, 2025, 4:00pm

Evaluation of Written Proposals October 6, 2025 - October 20, 2025 (Tentative)

Oral Presentations and

Demonstrations (Date Subject to

Change)

Notification of interviews will be provided at a later date.

PROPOSALS MUST BE RECEIVED ON

OR BEFORE

Friday, September 19, 2025

4:00 pm https://government-project.s3.amazonaws.com/161822/1db88acc-a79b-4b98-9463-5a77dd7e7fbe_Agenda_for_Mandatory_Pre-Proposal_Meeting.pdf

Sheriff-Coroner - OC Automated Biometric Identification System (ABI System) and Sustainment, 060-2809301-EL

SECTIONS

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

SECTION 2. SCOPE OF WORK

SECTION 3. WRITTEN PROPOSAL SCORING FORMAT

SECTION 4. PRICING AND COMPENSATION

SECTION 5. PRICING PROPOSAL

SECTION 6. VENDOR RESPONSES

SECTION 7. OCLSB AND DVBE PREFERENCE POLICIES CERTIFICATION

REQUIREMENTS

Attachments:

A - Model Contract RFP-060-2809301-EL Automated Biometric System (ABI System) and

Sustainment

Sheriff-Coroner - OC Automated Biometric Identification System (ABI System) and Sustainment, 060-2809301-EL

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

1.1 INTRODUCTION

The County of Orange, Sheriff-Coroner (hereinafter referred to as “County”), is soliciting proposals from qualified firms (hereinafter referred to as “Respondents”) for OC Automated

Biometric Identification System (ABI System) and Sustainment. Respondents must meet the minimum qualifications and requirements as set forth within the RFP and be capable of providing services identified in the Scope of Work herein.

1.2 INSTRUCTIONS TO RESPONDENTS AND PROCEDURES FOR SUBMITTAL

A. Proposals are to be uploaded via the County's Online Bidding System at https://procurement.opengov.com/portal/ocgov.

Note: This is a fully electronic Request for Proposals (RFP). Respondents must submit their proposals online via County’s online bidding system. Only electronic proposals will be accepted. Facsimile and e-mail proposals will NOT be allowed. For assistance on uploading proposals via County’s online bidding system, please contact procurement-support@opengov.com or https://help.procurement.opengov.com/en/

B. Examine the Contract 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 Contract Documents.

The County has attempted to provide all information available. It is the responsibility of each 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 Proposals 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 online bidding system 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 online bidding system. 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 online bidding system to ensure that they have received and reviewed any and all addenda to this solicitation.

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

All questions or requests for interpretations must be received on Tuesday, August 12, https://procurement.opengov.com/portal/ocgov https://procurement.opengov.com/portal/ocgov https://procurement.opengov.com/portal/ocgov https://procurement.opengov.com/portal/ocgov https://procurement.opengov.com/portal/ocgov mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://help.procurement.opengov.com/en/

Sheriff-Coroner - OC Automated Biometric Identification System (ABI System) and Sustainment, 060-2809301-EL

2025, before 3:00 pm as specified in the solicitation. Respondents are not to contact other

County personnel with any questions or clarifications concerning this RFP.

The DPA will provide all official communication concerning this RFP. Any County response relevant to this RFP 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 proposal electronically via the County’s eProcurement

Portal.

E. All pages must be numbered and identified sequentially by section. Proposals must be tabbed and indexed in accordance with the information requested in the Proposal Response

Requirements Section. It is imperative that all Respondents comply, exactly and completely, with the instructions set forth herein. All responses to this RFP 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 response, additional material, such as technical documents, may be referenced in any response if the material is included in the same section as additional information.

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

Government Code 6250 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. The County reserves the right to make use of any information or ideas in the Proposals submitted.

Respondents should not request that certain information be treated as exempt, and statements in the Proposals should not be marked as confidential or proprietary. In the event that any information is marked as confidential or proprietary, as it may be absolutely necessary, Respondents have the sole responsibility of obtaining any applicable injunctive reliefs to prevent the disclosure of such confidential proprietary information in connection with any request made to County pursuant to PRA or a subpoena for disclosure of such information.

G. 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

Sheriff-Coroner - OC Automated Biometric Identification System (ABI System) and Sustainment, 060-2809301-EL relatives, sub-contractors, and third parties associated with accomplishing work and services in Proposal. 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 RFP. Any Respondent who is found to have an actual conflict of interest may have its Proposal 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.

H. By submitting a Proposal, the Respondent represents that it thoroughly examined the

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

I. Each Respondent must submit its Proposal in strict accordance with all requirements of this RFP 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

Proposal Response Requirements Section, “Statement of Compliance.”

Note: Allow sufficient time to upload all required files. The County’s eProcurement Portal will not allow any uploads after the due date and time specified herein, e.g., if Part 1 and 2 uploaded successfully at 1:58:38 P.M. and Part 3 is in progress of being uploaded at 2:00:01

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

J. County reserves the right to request proposal revisions and hold discussions and negotiations with any Respondent as necessary to serve the best interests of the County.

Any Proposal may be rejected if it is conditional, incomplete or deviates from specifications in this RFP. The County reserves the right to waive, at its discretion, any procedural irregularity, immaterial defects or other improprieties which the County deems reasonably correctable or otherwise not warranting rejection of the Proposal. Any waiver will not excuse a proponent from full compliance.

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, Sheriff-Coroner - OC Automated Biometric Identification System (ABI System) and Sustainment, 060-2809301-EL expenses incurred by the Respondent in: a) preparing its Proposal in response to this RFP;

b) submitting that Proposal to the County; c) negotiating with the County any matter related to the Respondent’s Proposal; and d) any other expenses incurred by the Respondent prior to the date of award and execution, if any, of the Contract.

L. Any Proposal may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements of the RFP. Failure to comply with the technical features and acknowledgment of receipt of addenda are common causes for holding a

Proposal nonresponsive.

M. Where two or more Respondents desire to submit a single Proposal in 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 proposal/bid submission response.

P. The County requires a valid UEI number prior to Contract Award. Your company must obtain one at no cost at www.usfcr.com. If you are unable to provide/obtain a

UEI number, please indicate so in your proposal submission response.

Q. County reserves the right to: a) negotiate the final Contract with any Respondent(s); b) withdraw this RFP in whole or part at any time without prior notice (the County makes no representations that any Contract will be awarded to any Respondent responding to this

RFP); c) award its total requirements to one Respondent or to apportion those requirements among two or more Respondents; d) reject any Proposal if it is conditional, incomplete or deviates significantly from the services requested in this RFP; and/or e) request Best and

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

Therefore, Proposals submitted shall contain the Respondent’s most favorable terms and conditions, since the selection and award may be made without discussion with any

Respondent.

http://www.dnb.com/ http://www.usfcr.com/

Sheriff-Coroner - OC Automated Biometric Identification System (ABI System) and Sustainment, 060-2809301-EL

1.3 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.

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

F. Protest of Bid/Proposal Specifications: All protests related to proposal specifications must be submitted to the Deputy Purchasing Agent, Erika Lara,no later than five (5) business days prior to the RFP Closing Date for proposals. Protests received after the five

(5) business-day deadline will not be considered by the County.

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 proposal prior to the close of the solicitation in accordance with the proposal submittal procedures provided in this RFP.

G. Protest of Award of Contract: In protests related to the award of a contract, the protest must be submitted no later than five (5) business days after the notice of intent award is provided by the DPA. Protests relating to a proposed contract award which are received after the five (5) business day deadline will not be considered by the County.

H. Protest Process

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

2. 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.

3. The County may, after providing written justification to be included in the procurement file, 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 protestor’s right to the protest procedures outlined herein.

4. 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.

Sheriff-Coroner - OC Automated Biometric Identification System (ABI System) and Sustainment, 060-2809301-EL

I. Appeal Process

1. If the protestor wishes to appeal the decision of the DPA, the protestor must submit, within three (3) business days from receipt of the DPA’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@ocgov.com

2. Within fifteen (15) business days, the County Procurement Officer will review all materials in connection with the grievance, 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.

3. The decision of the County Procurement Officer will be final and there shall be no right to any administrative appeals of this decision

1.4 EVALUATION PROCESS AND CRITERIA

Proposals deemed to meet all minimum RFP requirements will be scored based on the established criteria and will be assigned points that measure the responsiveness to each identified criterion.

The total number of points earned will be tallied for each Written Proposal as part of Phase I, based upon the Respondent(s) submitted written materials. The highest scoring respondents in

Phase I will be invited to participate in Phase II and be scored based upon the Respondent's oral presentations/demonstrations.

Proposals shall be evaluated by an Evaluation Panel of job knowledge experts on the basis of the responsiveness to the requirements in this RFP. The County may request clarifications, or otherwise verify the contents of the Proposal, including information about the Respondent, Contractors and sub-contractors. The County reserves the right to seek publicly available information about the Respondents.

The scoring is based on evaluation of the Proposal as measured against the Scoring Criteria.

Proposals will be evaluated from the most advantageous to the least advantageous to the County.

mailto:CPOAppeals@ocgov.com

Sheriff-Coroner - OC Automated Biometric Identification System (ABI System) and Sustainment, 060-2809301-EL

*Please note: These minimum qualifications must be verified for the Proposal to be deemed responsive. Any Proposal may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements of the RFP.

Minimum Qualifications/Requirements: Respondent’s Proposal shall meet the following minimum requirements and qualifications to proceed to the evaluation and scoring process:

Proposer must meet and provide objective evidence of the following minimum requirements listed below:

A. Complete all required sections of the RFP, i.e., provide all required information, complete all required Exhibits, and pass all IT security requirements.

B. Have five (5) years consecutive, recent experience developing, implementing, and supporting a similar sized Automated Biometric Identification System in the United States.

C. Have an existing fully functioning product that can be demonstrated live on-site or via remote access in the United States.

D. Be certified by California Department of Justice (Cal-DOJ) and Federal Bureau of

Investigations (FBI) for transmission of American National Standards for Information

Systems/National Institute of Standards and Technology (ANSI/NIST) compliant electronic biometric data (per Cal-DOJ livescan specifications and FBI Electronic

Biometric Transmission Specification (EBTS).

1.5 SELECTION/AWARD PROCESS

Upon the completion of the evaluation process, the Evaluation Committee will make a recommendation for an award to DPA. Final award determination shall be subject to reference checks and past performance and may be subject to approval(s) by the County Board of

Supervisors. In addition, County reserves the right to verify and validate any information prior to the Contract Award and during the entire term of the Contract.

The Model Contract contained herein 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 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.

Negotiations may or may not be conducted with the finalist(s); therefore, the Proposal submitted should contain Respondent(s) most favorable terms and conditions, since the selection and award may be made without further discussion or need for clarification. Any additional exceptions to the terms and conditions made by any Respondent(s) after submission of its proposal may result in elimination from further consideration.

Sheriff-Coroner - OC Automated Biometric Identification System (ABI System) and Sustainment, 060-2809301-EL

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.

Exceptions to the terms and conditions of the proposed 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 the Section below titled: "PROPOSAL RESPONSE REQUIREMENTS" subsection titled: “Statement of Compliance”.

1.6 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 proposals in response to this solicitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

1.7 DEPARTMENT OF THE TREASURY, INTERNAL REVENUE SERVICE FORM

W-9 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, will be required to submit to County a federal Form W-9, or form W-8 for foreign vendors. County will inform

Contractor, at the time of award, if the Form W-9 or W-8 will be 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 Contractor agrees to furnish to Contract administrator, DPA, or the agency/department deputy purchasing agent the required W-9 or W-8.

1.8 COUNTY OF ORANGE LOCAL SMALL BUSINESS (OCLSB) AND DISABLED

VETERAN BUSINESS ENTERPRISE (DVBE) PREFERENCE POLICIES:

A. OCLSB: Effective January 1, 2020, the Orange County Board of Supervisors adopted the

OCLSB Preference policy. Implementation of the OCLSB Preference policy supports local businesses, the local economy and the development of the County’s tax base.

To be certified as a Local Small Business by the County of Orange, a business shall meet

(1) and (2) below:

1. Local Business requirements:

a. Maintains their principal center of operations (i.e. headquarters) within Orange

County, and;

b. Has:

i. a business address located in the County of Orange that is not a post office box, or

Sheriff-Coroner - OC Automated Biometric Identification System (ABI System) and Sustainment, 060-2809301-EL

ii. a valid business license or certificate of occupancy issued by the County of

Orange or by an Orange County city, or other documentation acceptable to the

County of Orange.

2. Small Business Requirements:

a. Must be certified as a Small Business by the State of California Department of

General Services (DGS); and,

b. DGS Small Business requirements must be valid at the time of bid/proposal submittal.

B. DVBE: Effective January 1, 2021, County of Orange Board of Supervisors adopted the

DVBE Preference policy. The DVBE Preference policy supports local business opportunity, economy and the development of the County’s tax base, and in addition recognizes the service and sacrifice given by the men and women of our Armed Forces.

To be certified as a Disabled Veteran Business Enterprise by the County of Orange, a business shall meet (1) and (2) below:

1. Must be certified as a DVBE by the State of California Department of General

Services (DGS); and,

2. DGS DVBE requirements must be valid at the time of bid/proposal submittal.

To participate as an OCLSB and/or DVBE please read and follow the process outlined in

EXHIBIT Titled - COUNTY OF ORANGE LOCAL SMALL BUSINESS (OCLSB) AND

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) CERTIFICATION

REQUIREMENTS.

Sheriff-Coroner - OC Automated Biometric Identification System (ABI System) and Sustainment, 060-2809301-EL

SECTION 2. SCOPE OF WORK

2.1 GENERAL INFORMATION:

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

2.2 PLEASE SEE SECTION - ATTACHMENTS; MODEL CONTRACT RFP-060-

2809301-EL AUTOMATED BIOMETRIC SYSTEM (ABI SYSTEM) AND

SUSTAINMENT; ATTACHMENT A, SCOPE OF WORK (SOW)

Please See Section - Attachments; Model Contract RFP-060-2809301-EL Automated Biometric

System (ABI System) and Sustainment; Attachment A, Scope of Work (SOW)

SECTION 3. WRITTEN PROPOSAL SCORING FORMAT

3.1 PHASE 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Technical and Management o Proposed Design o Project Management Plan o Requirements and Design

Approach o Transition Approach o Test Approach o Training Approach o Proposed Schedule o References

Points Based 700 (93.3% of Total)

Sheriff-Coroner - OC Automated Biometric Identification System (ABI System) and Sustainment, 060-2809301-EL

2. Total Cost o Milestone Costs o Monthly Sustainment

Costs

Please Note: The Cost Proposal will be evaluated as follows:

A. Lowest price receives the full score of 50 points.

B. Other scores are proportional to the lowest price.

Points Based 50 (6.7% of Total)

3.2 PHASE 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Presentation/Interview Scoring Format: 250 points maximum:

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

County and the decision of the DPA is final.

Respondents shall be ready to attend interview within fifteen (15) calendar days of notification.

Any inquiry to determine the responsibility of a

Respondent to this RFP may be conducted.

Respondent agrees that the submission of a

Proposal is permission by Respondent for

County to verify all information contained therein. If County believes it necessary, additional information may be requested from

Respondent. The County may also send written questions and ask for written responses within five (5) business days. Failure to comply with any such request may disqualify a Respondent from further consideration. Respondents must be prepared to discuss all aspects of their proposal in detail, including technical questions.

Respondents will not be allowed to alter or amend their Proposal through the use of the presentation process.

Points Based 250 (100% of Total)

SECTION 4. PRICING AND COMPENSATION

Sheriff-Coroner - OC Automated Biometric Identification System (ABI System) and Sustainment, 060-2809301-EL

4.1 COMPENSATION:

This is a firm fixed fee Contract between County and Contractor to provide OC Automated

Biometric Identification System (ABI System) and Sustainment as set forth in the Scope of Work

Section.

The Contractor agrees to accept the specified compensation as set forth in this Contract as full payment for performing all services and furnishing all staffing and materials required, for any reasonably unforeseen difficulties which may arise or be encountered in the execution of the services until acceptance, for risks connected with the services, and for performance by the

Contractor of all its duties and obligations hereunder. The Contractor shall only be compensated as set forth herein for work performed in accordance with the Scope of Work. The County shall have no obligation to pay any sum in excess of the Fixed Prices and Total Contract Amount specified herein unless authorized by amendment in accordance with the County Contract

Terms and Conditions, which may require approval by the County Board of Supervisors.

4.2 PRICE INCREASE/DECREASES:

No price increases will be permitted during the first year/term of the Contract. The County requires documented proof of cost increases on Contracts prior to any price adjustment. A minimum of 30 days advance notice in writing is required to secure such adjustment. No retroactive price adjustments will be considered. All price decreases will automatically be extended to the County of Orange. The County may enforce, negotiate, or cancel escalating price

Contracts or take any other action it deems appropriate, as it sees fit. The net dollar amount of profit will remain firm during the period of the Contract. Adjustments increasing the Contractor’s profit will not be allowed.

4.3 FIRM DISCOUNT AND PRICING STRUCTURE:

Contractor guarantees that prices quoted are equal to or less than prices quoted to any other local, State or Federal government entity for services of equal or lesser scope. The contractor agrees that no price increases shall be passed along to the County during the term of this Contract not otherwise specified and provided for within this Contract.

If the Contractor is unable to supply the services under the terms of the Contract, then the

Contractor shall provide proof of such disruption and a copy of the invoice for the services from the Contractor’s supplier(s). An additional profit margin as a result of supplying services during an emergency or a declared disaster shall not be permitted.

4.4 CONTRACTOR’S EXPENSE:

The Contractor will be responsible for all costs related to photocopying, telephone communications and fax communications while on County sites during the performance of work and services under this Contract.

Sheriff-Coroner - OC Automated Biometric Identification System (ABI System) and Sustainment, 060-2809301-EL

4.5 PAYMENT TERMS: PAYMENT IN ARREARS

Invoices are to be submitted in arrears to the user agency/department to the ship-to address, unless otherwise directed in this Contract. Contractor shall reference Contract number on invoice. Payment will be net 30 days after receipt of an invoice in a format acceptable to County of Orange and verified and approved by the agency/department and subject to routine processing requirements. The responsibility for providing an acceptable invoice rests with Contractor.

Billing shall cover services and/or goods not previously invoiced. Contractor shall reimburse

County of Orange for any monies paid to Contractor for goods or services not provided or when goods or services do not meet Contract requirements.

Payments made by County shall not preclude the right of County from thereafter disputing any items or services involved or billed under this Contract and shall not be construed as acceptance of any part of the goods or services.

4.6 PAYMENT – INVOICING INSTRUCTIONS:

Contractor will provide an invoice on the Contractor’s letterhead for services rendered. Each invoice will have a number and will include the following information:

A. Contractor’s name and address

B. Contractor’s remittance address, if different from A. above

C. Contractor’s Taxpayer ID Number

D. Name of County Agency/Department

E. Delivery/service address

F. Master Agreement (MA) or Purchase Order (PO) number

G. Agency/Department’s Account Number

H. Date of invoice

I. Product/service description, quantity, and prices

J. Sales tax, if applicable

K. Freight/delivery charges, if applicable

L. Total

Invoice and support documentation are to be forwarded to:

Sheriff-Coroner

Attn: Accounts Payable

(enter address)

(enter floor/suite)

Sheriff-Coroner - OC Automated Biometric Identification System (ABI System) and Sustainment, 060-2809301-EL

(enter City, State, Zip)

Email: (enter email)

4.7 ELECTRONIC FUNDS TRANSFER (EFT):

County of Orange offers Contractors the option of receiving payment directly to their bank account via an Electronic Fund Transfer (EFT) process in lieu of a check payment. Payment made via EFT will also receive an Electronic Remittance Advice with the payment details via e-mail. An e-mail address will need to be provided to the County of Orange via an EFT Authorization Form. To request an EFT form, please contact the DPA.

Sheriff-Coroner - OC Automated Biometric Identification System (ABI System) and Sustainment, 060-2809301-EL

SECTION 5. PRICING PROPOSAL

Pricing: County will pay the following fees in accordance with the provisions of this

Contract. Payment shall be as follows:

MILESTONES COSTS

The Development Phase is comprised of four (4) Payment Milestones.

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Upon successful completion of

Milestone 1, the Contractor will be paid 20 percent of the Development

Phase Price: Payment Milestone 1 –

Successful completion of the System

Design Review (SDR):

1 EA

2 Upon successful completion of

Milestone 2, the Contractor will be paid an additional 30 percent of the

Development Phase Price: Payment

Milestone 2 – Successful Completion of the Pre-Ship Review (PSR):

1 EA

3 Upon successful completion of

Milestone 3, the Contractor will be paid an additional 30 percent of the

Development Phase Price. Payment

Milestone 3 – Successful Completion of the Site Acceptance Testing (SAT):

1 EA

4 Upon successful completion of

Milestone 4, the Contractor will be paid the remaining Development

Phase Price. Payment Milestone 4 –

Successful Completion of the System

Acceptance Review (SAR):

1 EA

TOTAL

SUSTAINMENT COSTS

The Sustainment Phase (i.e. annual maintenance) shall begin upon completion of the warranty period and continue through the initial contract period and any executed renewals.

Sheriff-Coroner - OC Automated Biometric Identification System (ABI System) and Sustainment, 060-2809301-EL

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Annual maintenance fee shall be inclusive of all annual charges, e.g.

license fees, web service fees, cloud hosting fees, subscription fees, etc.

Annual Sustainment - Year 1:

1 YEAR

2 Annual maintenance fee shall be inclusive of all annual charges, e.g.

license fees, web service fees, cloud hosting fees, subscription fees, etc.

Annual Sustainment - Year 2:

1 YEAR

3 Annual maintenance fee shall be inclusive of all annual charges, e.g.

license fees, web service fees, cloud hosting fees, subscription fees, etc.

Annual sustainment - Year 3:

1 YEAR

4 Annual maintenance fee shall be inclusive of all annual charges, e.g.

license fees, web service fees, cloud hosting fees, subscription fees, etc.

Annual Sustainment - Year 4:

1 YEAR

5 Annual maintenance fee shall be inclusive of all annual charges, e.g.

license fees, web service fees, cloud hosting fees, subscription fees, etc.

Annual sustainment - Year 5:

1 YEAR

TOTAL

SECTION 6. VENDOR RESPONSES

Proposals must be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of this RFP. Emphasis should be on completeness and clarity of content with sufficient detail to allow for accurate evaluation and comparative analysis.

Proposals must be electronically organized into three (3) sections and must be indexed in the order outlined below. List questions and your responses and/or attachments as numbered and listed within each section.

Sheriff-Coroner - OC Automated Biometric Identification System (ABI System) and Sustainment, 060-2809301-EL

6.1 COMPLIANCE STATEMENTS (PART 1)

Some *required questions might not be applicable to your company. Do not leave any required fields blank. Please indicate "N/A" when necessary. A required field that is left blank will prohibit your response from being submitted.

*indicates that it is required.

6.1.1 Validity of Proposal *

The County requires that all Proposals be valid for at least three hundred sixty-five (365) calendar days. Submissions not valid for at least three hundred sixty-five (365) days will be considered nonresponsive. The Respondent shall state the length of time for which the submitted Proposal shall remain valid below:

Please state 365 calendar Days if your proposal will be valid for that period of time. If your proposal will be valid for a different period of time please list the appropriate number of calendar days.

Maximum response length: 100 characters

*Response required

6.1.2 Certification of Understanding *

The County assumes no responsibility for any understanding or representation made by any of its officers, employees or agents during or prior to the execution of any Contract resulting from this solicitation unless:

A. Such understanding or representations are expressly stated in the Contract; and

B. The Contract expressly provides that the County therefore assumes the responsibility.

Representations made but not expressly stated and for which liability is not expressly assumed by the County in the Contract shall be deemed only for the information of the Respondent.

Respondent certifies that such understanding has been considered in this response.

☐ Please confirm

*Response required

6.1.3 Minimum Qualifications/Requirements Statement*

Respondent shall certify that it meets all minimum qualifications and requirements set forth herein.

☐ Please confirm

*Response required

6.1.4 Certificate of Insurance *

The Respondent shall certify its willingness and ability to provide the required insurance coverage and certificates as set forth in the Model Contract.

Sheriff-Coroner - OC Automated Biometric Identification System (ABI System) and Sustainment, 060-2809301-EL

☐ Please confirm

*Response required

6.1.5 W-9 Requirements *

The Respondent shall certify its willingness and ability to provide W-9 Requirements as indicated in this RFP (will obtain at the time of award).

☐ Please confirm

*Response required

6.1.6 Department of the Treasury, Internal Revenue Service Form W-9 Requirements

Effective June 3, 2006, all Contractors, entering into a Contract with County, who are not already established in Countywide Accounting and Personnel System (CAPS) as an Auditor-Controller vendor, will be required to submit to County a federal Form W-9, or form W-8 for foreign vendors. County will inform Contractor, at the time of award, if the Form W-9 or W-8 will be 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 Contractor agrees to furnish to Contract administrator, DPA, or the agency/department deputy purchasing agent the required W-9 or W-8.

You may upload the appropriate form here or comply within the ten (10) days as described above.

6.1.7 Conflict of Interest *

Respondent must certify and select option 1 or 2 below:

A. Respondent certifies current/past financial, business or other relationship(s) with the County exist/existed as follows:

A. Disclose any financial, business or other relationship with the County, any other entity that the County Board of Supervisors governs, or any County Board member, officer or employee, which may have an impact, affect or influence on the outcome of the services you propose to provide. Provide a list of current clients, employees, principals or shareholders (including family members) who may have a financial interest in the outcome of services you propose to provide.

B. Disclose any financial, business or other relationship within the last three (3) years with any firm or member of any firm who may have a financial interest in the outcome of the work.

2. Respondent certifies that no relationships exist/existed as outlined in item 1 above.

☐ Respondent certifies current/past financial, business or other relationship(s) with the County exist/existed as follows.

☐ Respondent certifies that no relationships exist/existed as outlined in item 1 above.

Sheriff-Coroner - OC Automated Biometric Identification System (ABI System) and Sustainment, 060-2809301-EL

*Response required

6.1.8 Statement of Compliance*

A statement of compliance with all parts of this RFP or a listing of exceptions and suggested changes must be submitted in response to this RFP.

• Yes: This response is in strict compliance with said RFP, including, but not limited to, the terms and conditions set forth in the Contract and its Attachments, and no exceptions thereto are proposed.

• No: If there are any proposed exceptions, Respondent shall answer "No" to this question and proceed to attach a list any and all exceptions in accordance with the instructions provided after "No" is selected.

☐ Yes

☐ No

*Response required

When equals "No"

6.1.9 Attachment for each proposed exception must include:*

A. The RFP page number and section of the provision Respondent is taking exception to;

B. The complete provision Respondent is taking exception to;

C. The Respondent’s suggested rewording;

D. Reason(s) for submitting the proposed exception; and

E. Any impact the proposed exception may have on cost, scheduling, or other areas.

*Response required

6.1.10 Non-Collusion Affidavit*

Each Respondent must execute the Non-Collusion Declaration contained in the RFP and submit it with the Proposal.

The County of Orange may require that the Respondent, before awarding any subcontract, secure

Non-Collusion Declarations from proposed Subcontractors. The County of Orange does not conduct business with Respondents who engage in the act of Collusion.

• Non-Collusion_Affidavit.docx

*Response required

6.1.11 Non-Collusion Declaration - A*

Has your firm ever initiated discussions with competing consulting firms about the payment structure of an existing or potential future contract with the County of Orange? Respondent must select one (1). If Respondent selects Yes answer, Respondent must provide a brief https://government-project.s3.us-west-2.amazonaws.com/65972/f9ecd2a8-fe8a-48fa-8fe6-ce482a914257_Non-Collusion_Affidavit.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4OD4LHEGB%2F20250806%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250806T135321Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjED4aCXVzLXdlc3QtMiJHMEUCIQCxGdNtt7JboLxZejXGyp%2FurYZbKw0X4siBaCPGq79CuAIgBAdps9%2FJTpXNxjpIOtM7zeB36oLSdwFxhBrv83niqacqigUIdxACGgw4OTIzNjQ2ODc2NzIiDKsV7IPqd9kZKg8wQCrnBMdSKq1U58CDgTfbyMasRt%2F7LbUfBltQ8kIqzLzKL9TeDSGmaFRCSDkbiW0Ydj9%2FUG8rvmLS6sO1XObT5i6VQGSLxcakN9PY90E2V6MkWUxJ%2BWguVyf2vlv%2FfXrMIzX1MLYx9KyiSAv1ielN6I2hPBhkftO0RshoF3rkyGFDl91l7o%2BpHZZopyYzKByN5NtAsbiv9l3EwBjjii2SAifLku0kAb%2BGZWeb6oXGBvAyp9J2LmA82Z2pAX54QeoCZKmP3KT6h4jp8FzhIzc8sqShoNe%2Fzk7AzwZfI2AJ%2BhpvsIbs6fewpDYOehjsYU488wpJWWH%2F%2BXb0hWGnuo8eX84r5ihROGcrFDlaM%2FiqoBeSVCK38r%2BPVRgsKbjELJzWls2mZ9GouLwafhLT8ocZ%2Fe6F%2FGzKnWRF7qGZF16OfqYVqDxnxTJPBRaVow%2FpKQSE%2Fub6SZjjhqtdAFSJMSLaV9o0WtCmmuLw73l8JB6WEG50ru9xD4It9AaxPufC3CysLl4bQemaWXbakHFB5tjrjoWnrojEeHdSih%2F5K01%2BlAqkX7z5Cw%2FZnCJogVJ971XUamqhZ04hnvCVxWPAVmRbba%2Bdy9rtAQwsPpoi2BTVzZTAFW%2BaVY2q3LlCw6A8aOp8iaHovjHin68QKYYcy1gb5%2Fi1OeRfa5aSRml2HHbZAUQArpDxWeXwdK41hwIScmNxwPyh8xMZDpPV%2F7B4OmWuJmjYL89yNUm7Nbqf2FSbEndcbEKQzW3XcfDysY32tmqZE1kGPG2Smso7nRXGi6Tu9TchGl%2FnVTP1NQ2LqcfHvq7nzP3B%2F1tkO6fSgzDyuM3EBjqbAe77kNvBR8gJYNmCsdIJR6yrK%2B%2BqUKt3OgPecoL6s1TuwJaURA3z1OTH22o4Ml0ptdseJBI9M%2FOvuNAw4b2nTFqHA3qO4haC7uG5ZG1lYCo9N6x%2BWCvdz%2FCZwIeCwGBzGN5dxpq09vJAnt93N9uaKyIKmGswmV2S2Jh7khvkv%2BOj%2B2r3UK4P5BRxfkTc%2Fknyef7EBY6ziCdB%2BY73&X-Amz-Signature=f31614de2a302d26fe35c416d7570d01d2fa33a49d069ded87334f09f2e9f306&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Non-Collusion_Affidavit.docx%22&x-id=GetObject

Sheriff-Coroner - OC Automated Biometric Identification System (ABI System) and Sustainment, 060-2809301-EL explanation below. A “Yes” answer may preclude you from moving forward in the RFP

Process. Respondent must certify both questions below:

☐ Yes

☐ No

*Response required

When equals "Yes"

6.1.12 Reason for Collusion:*

*Response required

6.1.13 Non-Collusion Declaration - B*

If not, has your firm participated in any discussions with competing firms in an effort to influence the payment structure for existing or potential County contracts? Respondent must select one (1).

A “Yes” answer may preclude you from moving forward in the RFP Process.

☐ Yes

☐ No

*Response required

When equals "Yes"

6.1.14 Provide names of competing firms: *

*Response required

6.1.15 Litigation against County of Orange in the past seven (7) years*

Respondent must certify either Yes or No:

A. (Yes) Respondent certifies current/past litigation as follows:

1. Respondent shall provide detailed information regarding litigation (court and case number), liens, or claims involving Respondent, or any company that holds a controlling interest in Respondent, against County of Orange in the past seven (7) years.

B. (No) Respondent certifies that Respondent or any proposed subcontractors do not have any past or current litigation described above.

☐ Yes

☐ No

*Response required

When equals "Yes"

6.1.16 Respondent shall provide detailed information regarding litigation (court and case number), liens, or claims involving any proposed subcontractors, or any company that holds a controlling interest in subcontractor firm(s), against County of

Orange in the past seven (7) years.*

Sheriff-Coroner - OC Automated Biometric Identification System (ABI System) and Sustainment, 060-2809301-EL

*Response required

6.1.17 Name/Ownership Changes:*

Respondent must certify either Yes or No below:

A. (Yes) Respondent certifies past company name changes and/or ownership changes, for

Respondent’s firm and any proposed subcontractor firm, as follows:

1. Respondent shall provide detailed information regarding any company name changes

(including legal business names) in the past seven (7) years.

B. (No) Respondent certifies that Respondent or any proposed subcontractors have not had any company name change or ownership changes in the past seven (7) years.

☐ Yes

☐ No

*Response required

When equals "Yes"

6.1.18 Respondent shall provide detailed information regarding any company ownership changes (including legal business names) in the past seven (7) years. *

*Response required

6.1.19 The Levine Act: County of Orange Campaign Contribution Disclosure*

The Levine Act compliance is a minimum submittal requirement of this solicitation.

Please complete and sign the County of Orange Campaign Contribution Disclosure Form attached hereto. A proposer’s failure to provide a completed and signed copy will render its proposal as incomplete and nonresponsive.

• Levine_Act_-_Campaign_Contr...

*Response required

6.1.20 Is your firm a County Of Orange Local Small Business (OCLSB) or a Disabled

Veteran Business Enterprise (DVBE)?*

To participate as an OCLSB and/or DVBE, the requirements in the OCLSB AND DVBE

PREFERENCE POLICIES CERTIFICATION REQUIREMENTS must be met

☐ Yes

☐ No

*Response required

When equals "Yes"

6.1.21 OC Local Small Business (OCLSB) Preference And Disabled Veteran

Business Enterprise (DVBE) Certifications*

Instructions are located here: https://cpo.ocgov.com/doing-business-oc/preference-policies https://government-project.s3.us-west-2.amazonaws.com/65972/960291d3-8390-4ec1-bb77-896c4726cd2c_Levine_Act_-_Campaign_Contribution_Disclosure_Form_-_2024-12.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4OD4LHEGB%2F20250806%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250806T135321Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjED4aCXVzLXdlc3QtMiJHMEUCIQCxGdNtt7JboLxZejXGyp%2FurYZbKw0X4siBaCPGq79CuAIgBAdps9%2FJTpXNxjpIOtM7zeB36oLSdwFxhBrv83niqacqigUIdxACGgw4OTIzNjQ2ODc2NzIiDKsV7IPqd9kZKg8wQCrnBMdSKq1U58CDgTfbyMasRt%2F7LbUfBltQ8kIqzLzKL9TeDSGmaFRCSDkbiW0Ydj9%2FUG8rvmLS6sO1XObT5i6VQGSLxcakN9PY90E2V6MkWUxJ%2BWguVyf2vlv%2FfXrMIzX1MLYx9KyiSAv1ielN6I2hPBhkftO0RshoF3rkyGFDl91l7o%2BpHZZopyYzKByN5NtAsbiv9l3EwBjjii2SAifLku0kAb%2BGZWeb6oXGBvAyp9J2LmA82Z2pAX54QeoCZKmP3KT6h4jp8FzhIzc8sqShoNe%2Fzk7AzwZfI2AJ%2BhpvsIbs6fewpDYOehjsYU488wpJWWH%2F%2BXb0hWGnuo8eX84r5ihROGcrFDlaM%2FiqoBeSVCK38r%2BPVRgsKbjELJzWls2mZ9GouLwafhLT8ocZ%2Fe6F%2FGzKnWRF7qGZF16OfqYVqDxnxTJPBRaVow%2FpKQSE%2Fub6SZjjhqtdAFSJMSLaV9o0WtCmmuLw73l8JB6WEG50ru9xD4It9AaxPufC3CysLl4bQemaWXbakHFB5tjrjoWnrojEeHdSih%2F5K01%2BlAqkX7z5Cw%2FZnCJogVJ971XUamqhZ04hnvCVxWPAVmRbba%2Bdy9rtAQwsPpoi2BTVzZTAFW%2BaVY2q3LlCw6A8aOp8iaHovjHin68QKYYcy1gb5%2Fi1OeRfa5aSRml2HHbZAUQArpDxWeXwdK41hwIScmNxwPyh8xMZDpPV%2F7B4OmWuJmjYL89yNUm7Nbqf2FSbEndcbEKQzW3XcfDysY32tmqZE1kGPG2Smso7nRXGi6Tu9TchGl%2FnVTP1NQ2LqcfHvq7nzP3B%2F1tkO6fSgzDyuM3EBjqbAe77kNvBR8gJYNmCsdIJR6yrK%2B%2BqUKt3OgPecoL6s1TuwJaURA3z1OTH22o4Ml0ptdseJBI9M%2FOvuNAw4b2nTFqHA3qO4haC7uG5ZG1lYCo9N6x%2BWCvdz%2FCZwIeCwGBzGN5dxpq09vJAnt93N9uaKyIKmGswmV2S2Jh7khvkv%2BOj%2B2r3UK4P5BRxfkTc%2Fknyef7EBY6ziCdB%2BY73&X-Amz-Signature=23df3e4d047f6523b530b4103a0c4deb15c26b7df1593089c27ba997e4912444&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Levine_Act_-_Campaign_Contribution_Disclosure_Form_-_2024-12.pdf%22&x-id=GetObject https://procurement.opengov.com/portal/ocgov/projects/161822/document?section=undefined https://procurement.opengov.com/portal/ocgov/projects/161822/document?section=undefined…