Automated Medication Dispensing, and Automated Packaging Machines, Maintenance Services and Consumables

The County of Orange Health Care Agency is soliciting proposals for automated medication dispensing machines, automated medication packaging machines, maintenance services, and consumables under RFP-042-2977903-TR, with proposals due September 11, 2026, and a mandatory pre-submittal meeting on August 18, 2026, at 11:00 a.m. via Microsoft Teams. Attendance at the pre-submittal meeting is required for proposal eligibility.

Respondents may propose on automated medication dispensing systems, automated medication packaging machines, or both services independently. Dispensing machines will be installed at nine Orange County correctional facilities: Men's Jail, Women's Jail, Intake & Release Center (two locations), Theo Lacy Jail (two locations), James Musick facility, Juvenile Health Services, and Youth Guidance Center. All personnel performing onsite services at correctional facilities must be pre-cleared annually through the Orange County Sheriff's Department. Respondents must comply with DEA controlled-substance standards, HIPAA privacy and security rules, and County IT security protocols, and must provide source-code escrow arrangements.

Minimum qualifications include five years of consecutive experience with automated packaging and/or dispensing systems and the ability to conduct business in Orange County. Pricing must be firm and fixed for three years, inclusive of all equipment, software, installation, training, interfaces, shipping, maintenance, and consumables. The contract term is initial three years with two optional one-year renewal periods, subject to Board of Supervisors approval.

Evaluation uses a three-phase scoring process: Phase 1 written proposals (500 points), Phase 2 interviews if conducted (400 points), and Phase 3 cost proposals (100 points). Written-proposal criteria include respondent background and qualifications (280 points), key personnel and staffing (175 points), work plan and project approach (175 points), proposal organization and completeness (35 points), and compliance with the County Model Contract (35 points). Orange County Local Small Business (OCLSB) and Disabled Veteran Business Enterprise (DVBE) preferences apply, providing up to 5% additional scoring benefits, or 8% for businesses certified as both OCLSB and DVBE. Subcontractors claiming preference eligibility must allocate at least 20% of the total bid amount to certified subcontractors.

The contract includes three years of software licensing, annual maintenance, preventive maintenance visits, 24/7 telephone support with four-hour critical response times, onsite support, and training. Questions are due September 1, 2026, at 4:00 p.m. Interviews are scheduled for October 12, 2026, for top-ranked firms. The County reserves the right to award contracts to one or multiple respondents for each service and to request best and final offers. Proposals must be submitted electronically through the County's eProcurement Portal; facsimile and email submissions will not be accepted.