Purchase, Delivery and Maintenance of Digital Capture Station

The County of Orange, Sheriff-Coroner Department is issuing an Invitation for Bid for the purchase, delivery, and maintenance of Digital Capture Station equipment. This procurement seeks qualified vendors to provide annual preventative maintenance and repair services for three existing Foster & Freeman DCS 5 digital capture systems located in Santa Ana, California 92703, with serial numbers GSXXQD3 (installed June 2021), 6R9P2G3 (installed February 2022), and 1054-63774 (installed March 2024). The scope of work includes one annual on-site preventative maintenance visit per system conducted by a Foster & Freeman service specialist during regular business hours (Monday through Friday, 8:00 AM to 5:00 PM PST), encompassing operational checks, software updates, calibration, image capture testing, and parts replacement as needed. The contractor must also provide offsite technical support via email and phone during regular business hours and supply all parts, labor, and shipping for repairs as firm fixed-price costs with no additional expenses to the County except for consumables such as batteries. Bidders must submit electronic proposals through the County's eProcurement Portal by March 12, 2026 at 5:00 PM, with all questions directed to Deputy Procurement Agent Mary Barreto by March 5, 2026 at 4:00 PM. Required qualifications include three professional references, valid D-U-N-S and Unique Entity Identifier numbers, proof of California Secretary of State registration, active business licensing, and completion of debarment certification and campaign contribution disclosure forms. The contract will commence July 1, 2026, for an initial three-year term with optional renewal for two additional years, and award will be made to the lowest responsive, responsible bidder.

The County offers a five percent (5%) preference deduction for certified Orange County Local Small Business (OCLSB) or Disabled Veteran Business Enterprise (DVBE) bidders, with a maximum allowable deduction of $100,000. Bidders must provide firm fixed pricing with no price increases permitted during the initial contract term and submit invoices in arrears with net thirty-day payment terms. Labor and Material Payment Bonds and Performance Bonds are required prior to contract commencement, with bond amounts equal to or exceeding the total estimated contract value. All bids remain valid for 365 days after the closing date, and the County reserves the right to terminate the contract without penalty after thirty days' written notice or immediately for cause. Protest procedures are available for solicitation specifications (due five business days prior to closing) and award protests (due five business days after Notice of Intent to Award). While no specific budget range is publicly disclosed in the solicitation documents, the contract involves maintenance services for three established digital capture systems, suggesting a moderate to substantial service value commensurate with annual equipment maintenance for law enforcement forensic operations.