Equipment maintenance for EZ1 instruments

The County of Orange Health Care Agency is soliciting competitive bids through an Invitation for Bid (IFB) for equipment maintenance services covering five EZ1 Advanced XL instruments (catalog number 9237721) utilized by the Orange County Public Health Laboratory for molecular testing and disease surveillance, including influenza, norovirus, avian flu, and SARS-CoV detection. The procurement requires a full service maintenance agreement that includes onsite repair service delivery with a 48-hour/two business day response time, one annual onsite periodic inspection and maintenance visit, and complete cost coverage for all repair parts, labor, and travel expenses. Bidders must submit firm annual pricing for each of the five instruments through the County's electronic procurement portal at https://procurement.opengov.com/portal/ocgov, with the bid submission deadline of March 7, 2025, at 4:00 PM and a question submission deadline of February 18, 2025, at 4:00 PM. The contract will be awarded to the lowest responsive, responsible bidder and will be structured as a firm fixed-fee agreement with an initial one-year term beginning May 1, 2025, with the option to renew for up to four additional years by mutual written agreement; Board of Supervisors approval is required if the annual value exceeds $200,000 or total contract value exceeds $1,000,000. All bids must be submitted electronically through the County's online bidding system only, with no alternative submission methods accepted, and bids remain valid for 365 days following the closing date.

The County of Orange offers a Local Small Business (OCLSB) and Disabled Veteran Business Enterprise (DVBE) preference policy, requiring eligible bidders to submit appropriate certification documentation to receive consideration under these set-aside designations. Prior to contract award, the selected contractor must provide a current W-9 or W-8 form, certificates of insurance with additional insured endorsements listing the County as an additional insured, and both a valid D-U-N-S number and UEI number. The contract is structured as a cooperative agreement available to other Orange County departments and qualifying governmental and non-profit organizations, with selected contractors required to pay a 2 percent administrative rebate on total sales from subordinate contracts to the County through a third-party administrator. No price increases are permitted during the first contract year; any subsequent increases require documented proof of cost increases with a minimum 30-day advance written notice and no retroactive adjustments. The contractor must guarantee that quoted prices are equal to or less than those offered to other local, state, or federal government entities for equal or lesser scope services, and the County reserves the right to make multiple awards, reject any or all bids, and verify all submitted information. While specific budget or award values are not explicitly stated in the solicitation documents, the threshold requiring Board of Supervisors approval indicates potential contract values exceeding $200,000 annually or $1,000,000 over the full contract period.