rfq_13284.pdf

County of San Diego Date Issued: July 6, 2026

REQUEST FOR QUOTATION

(this RFQ is a request for information, not an order)

RFQ Number: 13284 CONTRACTING OFFICER:

RFQ TITLE: Portable Forensic Imaging Systems Yu-Kuang Hou, Procurement Specialist

QUOTATIONS

DUE:

July 24, 2026 ;5:00 PM Phone: (619) 964-0529

QUESTIONS DUE: July 14, 2025 ;5:00 PM Email: YuKuang. Hou@sdcounty.ca.gov

SUBMITTING YOUR QUOTATION:

Submit your response, including completed forms via BuyNet or via email to the contracting officer listed in this RFQ.

AWARD: Will be based on:

EACH ITEM EACH LOT

TOTAL (ALL ITEMS)

DESCRIPTION

THE COUNTY OF SAN DIEGO IS SEEKING QUOTES FROM QUALIFIED FIRMS (OFFERORS) TO PROVIDE TWO

(2) PORTABLE FORENSIC IMAGING SYSTEMS IN ACCORDANCE WITH THE TERMS & CONDITIONS

CONTAINED WITHIN.

SEE THE STATEMENT OF WORK FOR A DETAILED DESCRIPTION OF THE COUNTY’S REQUIREMENTS.

THIS REQUEST FOR QUOTATION INCLUDES AN RFQ SUBMISSION CHECKLIST TO BE COMPLETED BY

OFFERORS.

PLEASE ENTER YOUR QUOTATION PRICING AND ANY ATTACHMENTS THROUGH BUYNET.

COUNTY OF SAN DIEGO

REQUEST FOR QUOTATION (RFQ) 13284 – PORTABLE FORENSIC IMAGING SYSTEMS

SUBMISSION CHECKLIST

SUBMISSION CHECKLIST

☐ Submit a completed and signed Offeror’s Cover Page (PC600) form

• https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC600_dpc_Offerors_Cover_Page.pdf

☐ Submit a completed and signed Representations and Certifications form (PC601)

• https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC601_dpc_Reps_and_Certs.pdf

☐ Submit a completed and signed Small-Local Business Self-Certification Form (PC610)

• All Offerors are encouraged to complete this form to support County data collection.

• https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC610_dpc_Small_Local_Self_Cert.pdf

☐ Submit a completed and signed Nondisclosure Indemnification Agreement (PC620) (if applicable).

• Required if submitting Confidential/Proprietary Information (see information in Terms and Conditions below)

• https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC620_dpc_Nondisclosure_Indemnity.pdf

☐ Submit a completed Pricing Schedule.

• (Page 8), https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC600_dpc_Offerors_Cover_Page.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC601_dpc_Reps_and_Certs.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC610_dpc_Small_Local_Self_Cert.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC620_dpc_Nondisclosure_Indemnity.pdf

TERMS AND CONDITIONS OF REQUEST FOR QUOTATION

RESPONSES: Your response is due through electronic upload to BuyNet on the specified close date and time, local San

Diego time. If Offeror is unable to submit via BuyNet for any reason, Offeror may submit by email or mail to the listed

Contracting Officer, or by personal delivery to the Purchasing and Contracting front desk. Please use these methods only if unable to submit through BuyNet. If mailed or delivered, the above RFQ No. should be included on the front of the envelope.

It is the Offeror’s responsibility to submit based on the most current RFQ, addenda thereto, responses to Questions, any other information posted on BuyNet, and any diligence material made available by the County. Offerors are advised to regularly check BuyNet for information. The County has no obligation to contact Offerors directly with any such RFQ-related information.

• In order to see all information related to this RFQ, to submit Questions, and to receive notifications of updates, Offerors must select “Participate in RFx” for this solicitation in BuyNet.

Forms required to be submitted with Offeror’s Quotation are included in this RFQ or posted on the County’s web site at https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html. Posted forms may be updated from time to time. Unless otherwise specified, Offerors may submit the version of a form in place as of the date of RFQ issuance or any later version.

This is a request for information, and quotations furnished are not offers.

QUESTIONS: Please submit questions and requests for clarification related to definition or interpretation of this RFQ in writing to the contracting officer before the Questions Due date/time listed in this RFQ. Those received after this date may not be answered at the discretion of the County.

PRICING: The County may award a contract on the basis of initial quotations. Your price(s) should be the lowest possible for the RFQ requirements. Omit Sales and Use Taxes unless otherwise specified.

The Estimated Quantities in the Pricing Schedule are provided solely for evaluation of quotations. They represent approximate anticipated use based on historical consumption. If the County’s actual requirements do not result in orders in the quantities described as “estimated” in the Schedule, that fact shall not constitute the basis for price adjustment.

EVALUATION AND AWARD. Quotations are subject to acceptance at any time within 90 days after submission due date/time, unless otherwise stipulated by the County. This RFQ is an informal negotiated procurement process. Lowest price may not always be the sole criteria for award of an RFQ. The County reserves the right to waive a variation in specification if, in the opinion of the County, such variation does not materially change the item or its performance within parameters acceptable to the County. The County reserves the right to reject any or all quotations and to accept or reject any item(s) thereon, or waive any informality in the quotation. The County reserves the right to perform a pre-award survey of the offeror to determine capability to perform, including but not limited to facilities, financial responsibility, materials/supplies, and past performance. The determination of the County as to an Offeror’s prospective ability to perform the contract shall be conclusive.

SAMPLES: Samples, at Offeror’s expense, may be required for evaluation by the County. Delivery of sample must be scheduled with contracting officer and provided within required timeline. The County shall have the right to review sample and to determine if such sample is acceptable. The County’s decision to award is contingent upon its acceptance of the products provided in the sample. During the term of the award, the County must approve any substitutions from the initial sample in writing in advance of substitution. In no event shall the supplier be permitted to increase prices on the basis of substituted item(s).

Sample, if not destroyed by tests, will, upon request, be returned at Offeror’s expense. Offeror must advise contracting officer at time of sending sample that they must be returned, provide return address and Federal Express account number.

BRAND NAME OR EQUAL: If items called for in this Request for Quotation have been identified in the schedule by a

"brand name or equal" description, such identification is intended to be descriptive, but not restrictive, and is to indicate the quality and characteristics of products (including products of brand name manufacturer s other than the one described by https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html the brand name) to be considered for award if such products are determined by the County to meet fully the salient characteristic requirements listed in the request.

Unless the offeror clearly indicates in the quotation that an "or equal" product is being offered, quotation shall be considered as offering the brand name product specified.

If the offeror proposes to furnish an "equal” product, the brand name, if any, of the product to be furnished shall be inserted in the space provided in the request for quotation, or such product shall be clearly identified in the quotation. The evaluation of the quotation and the determination as to equality of the product offered shall be the responsibility of the County and will be based upon the information furnished by the offeror, or identified in the quotation as well as other information reasonably available to the purchasing activity. Caution to offerors: the purchasing activity is not responsible for locating or securing any information which is not identified in the quotation and reasonably available to the purchasing activity. Accordingly, to insure that sufficient information is available, the offeror must furnish, as part of the quotation, all descriptive material

(such as cuts, illustrations, drawings, or other information) necessary for the purchasing activity to (i) determine whether the product offered meets the salient characteristic requirements of the request for quotation, and (ii) establish exactly what the offeror proposes to furnish and what the County is binding itself to purchase by making an award. The information furnished may include specific references to information previously furnished or to information otherwise available to the purchasing activity.

If the offeror proposes to modify a product so as to make it conform to the requirements of the Request for Quotation, he shall (i) include in the quotation a clear description of such modifications and (ii) clearly mark any description to show the proposed modifications.

DUTY TO INQUIRE: Should the Offeror find discrepancies in or omissions from the RFQ, plans, specifications or other documents, or should the Offeror be in doubt as to their meaning, the Offeror must at once notify the Buyer, in writing. If the point in question is not clearly and fully set forth, a written addendum will be issued and emailed to Offerors.

CONFIDENTIAL/PROPRIETARY INFORMATION: If confidential/proprietary is contained within the submission:

1) It must be submitted in a separate file or document marked as EXHIBIT–CONFIDENTIAL/PROPRIETARY;

2) Responses to solicitation requirements that include the confidential/proprietary information, shall refer to the response contained within the EXHIBIT–CONFIDENTIAL/PROPRIETARY (for example: If submittal requirement #1 requires staff Social Security Numbers, the response to requirement #1 shall reflect “see response

#1 contained within Exhibit-Confidential/Proprietary”); and

3) It must include a signed Nondisclosure Indemnification Agreement (PC620).

NOTE: As a Public Agency, the County of San Diego must adhere to the California Public Records Act, therefore pricing cannot be considered confidential/proprietary.

TERMS OF RESULTING CONTRACTS: Any purchase order(s) issued as a result of an RFQ will contain the County's standard Purchase Order (PO) terms and conditions and any additional terms and conditions referenced in this RFQ. The

County’s PO Terms and Conditions are available at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/dpc_terms_and_conditions.pdf

Payment terms are NET 30, unless terms more favorable to the County are included in Offerors quotation. Note: qualified

Small-Local Businesses may be eligible for more advantageous payment terms including NET15, in accordance with Board

Policy B-53 Small-Local Business Policy (SLBP).

AVAILABILITY OF FUNDING: The County's obligation for payment of any contract beyond the current fiscal year end is contingent upon the availability of funding from which payment can be made. No legal liability on the part of the County shall arise for payment beyond June 30 of the calendar year unless funds are made available for such performance.

CALIFORNIA REVENUE AND TAXATION CODE SECTION 18662: In compliance with California Revenue and

Taxation code section 18662, if you are a non resident of California (out-of-state invoices) who receives California source income, the County will pay California Use Tax directly to the State of California per permit no. SR FH 25-632384. Fifteen

(15) business days prior to the first payment, new suppliers or suppliers with expired forms or forms with incorrect information, must submit new forms to the County (forms are available from the Franchise Tax Board website listed below).

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/dpc_terms_and_conditions.pdf https://codelibrary.amlegal.com/codes/san_diego/latest/sandiego_board/b_53__small__local__business__policy_(_s_l_b_p)

Under certain circumstances you may be eligible for reduced or waived nonresident withholding. If you have already received a waiver or a reduced withholding response from the State of California and the response is still valid, submit the response to the County in lieu of the forms. Failure to submit the required forms will result in withholding of payments.

Refer to the Franchise Tax Board websites (listed below) for tax forms and information on nonresident withholding, including waivers or reductions. The County will not give you any tax advice. It is recommended you speak with your tax adviser and/or the State of California for guidance.

Franchise Tax Board Websites:

https://www.ftb.ca.gov https://www.ftb.ca.gov/forms/search/ https://www.ftb.ca.gov/ https://www.ftb.ca.gov/forms/search/

STATEMENT OF WORK

1. Overview

The San Diego County Department of the Medical Examiner (SDME) has a requirement for two (2) portable forensic imaging systems to support medicolegal death investigations by enhancing forensic postmortem examinations, trace evidence documentation, forensic photography, and injury documentation.

2. Background Information

The San Diego County Department of the Medical Examiner (SDME) is responsible for investigating and determining the cause and manner of death for all homicides, suicides, accidents, and sudden and/or unexpected deaths according to California Government Code § 27491 and Health and Safety Code § 102850. As part of these investigations, SDME personnel examine decedents, document injuries, identify and collect evidence, prepare forensic reports, and provide expert testimony. Accurate identification, collection, preservation, and documentation of forensic evidence are critical to supporting investigative agencies and legal proceedings.

Advanced forensic imaging technology enhances the SDME’s ability to detect, document, preserve, and analyze evidentiary findings associated with death investigations. Portable forensic imaging systems utilize alternate light source and multispectral imaging technology to support trace evidence detection and examination, injury documentation, and the visualization of evidentiary findings that may not be readily visible under conventional lighting conditions. The ability to identify and document more evidence enhances the SDME’s ability to fulfill its mission and support the justice system.

3. Specific Requirements

3.1. Contractor shall provide two (2) Foster + Freeman Crime-Lite Auto Forensic Evidence Imaging Systems or equivalent that meet the following requirements:

3.1.1. Portable integrated forensic imaging platform suitable for laboratory and field deployment.

3.1.2. High-resolution color and infrared imaging capability of at least 20 megapixels with sensitivity approximately spanning 350nm through 1000nm (ultraviolet, visible, and infrared)

3.1.3. Integrated imaging system capable of high-resolution still image and video capture with adjustable exposure, focus, and white balance controls.

3.1.4. Integrated multispectral LED illumination capable of ultraviolet, visible, and infrared imaging, including wavelengths approximately equivalent to UV (365nm), Violet (410nm), Blue (445nm), Blue Green

(475nm), Green (520nm), Orange (590nm), Red (640nm), and Infrared (860nm).

3.1.5. Integrated forensic filtration system with UV and infrared imaging capability and motorized or electronic filter selection.

3.1.6. Oblique lighting, coaxial lighting, and polarization capabilities.

3.1.7. Capability to store, retrieve, export, timestamp, and maintain image integrity for evidentiary documentation purposes.

3.1.8. Integrated touchscreen display with image review functionality.

3.1.9. Include all accessories necessary for operation, including rechargeable batteries, charging equipment, carrying case, storage media, evidence scales, and safety equipment.

3.2. Contractor shall provide one (1) year subscription access to the Foster + Freeman Product Verification Library

(PVL), or equivalent example library database.

4. Additional Requirements

4.1. Training

4.1.1. Contractor shall provide virtual or on-site training by qualified personnel. Training shall include basic light theory and forensic application, hardware and software operation, hands-on practical exercises, equipment safety and maintenance, and imaging workflow and evidence documentation procedures.

4.1.2. Training schedule shall be approved by the Contracting Officer’s Representative (COR) in writing.

4.1.3. Training shall be provided during normal business hours Monday through Friday from 8:00 AM to 5:00 PM

San Diego Time, excluding San Diego County Holidays.

4.1.4. Contractor’s manufacturer representatives shall be available for follow-up sessions for further questions.

4.2. Maintenance

4.2.1. Contractor shall provide a minimum of two (2) year standard warranty effective upon delivery and acceptance of the equipment.

4.2.2. Contractor shall provide technical support and warranty service for the equipment during the warranty period.

4.2.3. Contractor shall provide documentation regarding warranty coverage, support procedures, and contact information for technical assistance.

4.3. Equipment shall be provided with model-specific assembly and maintenance manual.

4.4. Where the material, design or construction of the equipment is not specified, the quality of such equipment shall be, at a minimum, rated for commercial use.

5. Warranty and Returns

5.1. A commercial warranty shall be included and shall be the greater of the manufacturer’s warranty and vendor-provided warranty.

5.2. Equipment shall be provided with warranty information to include contact phone number for support and services per warranty.

5.3. The County shall be given credit for damaged and returned items within five (5) business days.

5.4. There shall be no restocking fee or other charges for returns of damaged or incorrect items.

6. Delivery Requirements

6.1. Only new equipment is accepted. Equipment that has been used in any way, refurbished, or reconditioned is unacceptable and will be rejected upon delivery.

6.2. There shall be no restocking fee or other charges for returns of damaged or incorrect items.

6.3. Lead time for delivery shall be no more than thirty (30) days from contract award.

6.4. Delivery address:

County of San Diego

Department of the Medical Examiner

5570 Overland Ave., STE 101

San Diego, CA 92123

6.5. Delivery hours are Monday through Friday from 8:00 AM to 5:00 PM San Diego Time, excluding County

Holidays.

7. Invoicing

7.1. An electronic invoice shall be provided for the entire order once all is shipped and delivered to the attention of the Contracting Officer Representative (COR) at the e-mail address below:

County of San Diego

Department of the Medical Examiner

MX.AP@sdcounty.ca.gov

7.2. Contractor shall submit invoices to the County after the completion of each deliverable as detailed in Exhibit C –

Payment Schedule.

7.3. Invoices shall include a report detailing the activities performed for each deliverable.

7.4. Services shall be considered complete after written acceptance of each deliverable by the Contracting Officer’s

Representative (COR) or designee.

7.5. All pricing shall be in accordance with Exhibit C – Payment Schedule.

PRICING SCHEDULE

Item Description

Unit of

Measure

Estimated

Quantity Unit Price Extended Price

1 Portable Forensic Imaging System EA 2 $ $

One (1) Year Example Library

Database Subscription

EA 1 $ $

3 Training EA Lump

Sum

3 Shipping (if applicable) EA Lump

Sum

TOTAL

➢ THIS IS A FIRM-FIXED PRICE CONTRACT.

➢ DO NOT INCLUDE SALES TAX WITH PRICING.

PLEASE COMPLETE THE FOLLOWING:

➢ QUOTED MANUFACTURER NAME: _________________________________

➢ QUOTED PART NUMBER: ________________

➢ LEAD TIME ARO: _______________

FEDERAL CONTRACT PROVISIONS

A. Debarment and Suspension.

1. Contractor certifies that, to the best of its knowledge, and except as disclosed to County and acknowledged in writing by

County prior to the execution of this Agreement, Contractor and members of its Workforce:

a. Are not presently debarred, excluded, suspended, declared ineligible, voluntarily excluded, or proposed for debarment, exclusion, suspension, or ineligibility by any federal, state, or local department or agency;

b. Have not within a 3-year period preceding this Agreement been convicted of, or had a civil or administrative judgment rendered against them for, the commission of fraud or a criminal offense or civil action in connection with obtaining, attempting to obtain, or performing a public (federal, State, or local) transaction; violation of federal or State anti-trust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, receiving stolen property; physical, financial or sexual abuse or misconduct with a patient or client, or medical negligence or malpractice;

c. Are not presently indicted or otherwise criminally, civilly, or administratively charged by a government entity (federal, State, or local) with commission of any of the offenses enumerated in the paragraph above;

d. Are not presently the target or subject of any investigation, accusation, or charge related to the conduct of business by any federal, state, or local agency or law enforcement, licensing, certification, labor standards, occupational safety, ethics, or compliance body;

e. Are not proposed for debarment by any state, local, or federal department or agency;

f. Do not have a judgment rendered against them by a body described in section 12.16.1.4 that is unsatisfied; and

g. Have not within a three (3) year period preceding this Agreement (i) been found in violation or had a judgment rendered against them resulting from the type of investigation, accusation, or charge described in section 12.16.1.4 or (ii) had one or more public transactions (federal, state, or local) terminated for cause or default.

2. Contractor shall have an ongoing duty during the term of this Agreement to disclose to the County any occurrence that would prevent Contractor from making the certifications contained in this section 12.16 on an ongoing basis. Such disclosure shall be made in writing to the COR and the County Office of Ethics and Compliance within five (5) business days of when

Contractor discovers or reasonably believes there is a likelihood of such occurrence.

B. Procurement of Recovered Materials. Contractor shall comply with 2 CFR part 200.323 and shall procure only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000. Contractor certifies that the percentage of recovered materials to be used in the performance of this Agreement will be at least the amount required by applicable specifications or other contractual requirements.

1. In the performance of this Agreement, the Contractor shall make maximum use of products containing recovered materials that are EPA-designated items unless the product cannot be acquired:

a. Competitively within a timeframe providing for compliance with the contract performance schedule;

b. Meeting contract performance requirements; or

c. At a reasonable price.

2. Information about this requirement, along with the list of EPA-designated items, is available at EPA’s Comprehensive

Procurement Guidelines web site https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program.

3. Contractor also agrees to comply with all other applicable requirements of Section 6002 of the Solid Waste Disposal Act, including the following:

a. For contracts over $100,000 in total value, Contractor shall estimate the percentage of total material utilized for the performance of the Agreement that is recovered materials and shall provide such estimate to County upon request.

C. Prohibition on Certain Telecommunications and Video Surveillance Services or Equipment. In accordance with 2 CFR part

200.216, Contractor and its subcontractors are prohibited from expending funds under this Agreement to:

1. Procure or obtain;

2. Extend or renew a contract to procure or obtain; or

3. Enter into a contract (or extend or renew a contract) to procure or obtain equipment, services, or systems that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program as part of any system. As described in Public Law 115-232, section 889, covered telecommunications equipment is telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities).

(a) For the purpose of public safety, security of government facilities, physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or

Dahua Technology Company (or any subsidiary or affiliate of such entities).

(b) Telecommunications or video surveillance services provided by such entities or using such equipment.

(c) Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of the National Intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to, the government of a covered foreign country.

D. Domestic Preferences. In accordance with 2 CFR part 200.322, as appropriate and to the extent consistent with law, Contractor shall, to the greatest extent practicable, provide a preference for the purchase, acquisition, or use of goods, products, or materials produced in the United States (including but not limited to iron, aluminum, steel, cement, and other manufactured products).

1. “Produced in the United States” means, for iron and steel products, that all manufacturing processes, from the initial melting stage through the application of coatings, must occur in the United States.

2. “Manufactured products” means items and construction materials composed in whole or in part of non-ferrous metals such as aluminum; plastics and polymer-based products such as polyvinyl chloride pipe; aggregates such as concrete; glass, including optical fiber; and lumber.

E. Contracting with Small and Minority Businesses, Women's Business Enterprises, and Labor Surplus Area Firms Contractor shall, in accordance with 2 CFR 200.321- Contracting with small and minority businesses, women’s business enterprises, take affirmative steps to include minority business, women’s business enterprises, and labor surplus area firm by:

1. Placing qualified small and minority businesses and women's business enterprises on solicitation lists;

2. Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources;

3. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women's business enterprises;

4. Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women's business enterprises; and

5. Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the

Minority Business Development Agency of the Department of Commerce.