Helicopter maintenance tracking and forecasting software

The County of Orange Sheriff-Coroner Department is seeking competitive bids for a Helicopter Maintenance Tracking and Forecasting Software solution to manage maintenance requirements for five specific aircraft: one AS 350B2 "Ecureuil," two Airbus AS 350B3E (H125) models, and two Bell UH-1H (Iroquois) helicopters. The procurement requires a vendor who is Airbus-approved with an established Airbus Helicopters partnership and capable of providing a dedicated peer-to-peer analyst for data migration. The software must include comprehensive features such as FAA airworthiness directive notifications, service bulletin tracking, work card management, inventory control, cloud-based hosting (AWS or Azure), budget forecasting, labor hour and cost tracking, API data extraction, and customizable reporting in PDF and Excel formats. Electronic bids must be submitted through the County's online eProcurement Portal by January 9, 2026, at 4:00 p.m., with all questions due by December 18, 2025, at 4:00 p.m. Award will be made to the lowest responsive, responsible bidder, with bids remaining valid for 365 days following the closing date.

The solicitation offers a five percent (5%) preference deduction for certified Orange County Local Small Business (OCLSB) and Disabled Veteran Business Enterprise (DVBE) bidders, with a maximum allowable preference deduction of $100,000. Bidders must hold a valid California State Contractor's License, obtain a D-U-N-S number and Unique Entity Identifier (UEI) number, and provide proof of active registration with the California Secretary of State. The contract will be structured as a firm fixed-fee arrangement with an initial one-year term, renewable for up to four additional years by mutual agreement. Contractors must maintain specific insurance coverages, including professional liability, commercial general liability, automobile liability, workers' compensation, and technology errors & omissions coverage. While no specific budget range is explicitly stated, the contract will involve annual subscription fees, with specific enrollment and data migration fees to be determined based on vendor responses. The contractor must guarantee that pricing is equal to or less than offerings to other local, state, or federal government entities for comparable services.