RFQ - AS-NEEDED HANDHELD LAW ENFORCEMENT (LE) SCANNER DEVICES

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13089
SHERIFF'S OFFICE
AS-NEEDED HANDHELD LAW ENFORCEMENT (LE) SCANNER DEVICES
B. RFQ INSTRUCTIONS AND RULES
1. INSTRUCTIONS FOR SUBMITTING A QUOTE
1.1. It is Offeror's responsibility to submit a quote based on the most current RFQ, addenda thereto, County's
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.
1.1.1. 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.
1.1.2. If an Offeror is unable to download this document, an Offeror may request a hard copy from Department
of Purchasing and Contracting's front desk or contact clerical support at (858) 505-6367.
1.2. Forms required to be submitted with Offerors response to this RFQ are included in this RFQ or posted on the
County's web site at: https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html.
1.2.1. The County may update posted forms from time to time. Unless otherwise specified, Offerors may
submit the version of a form in place as of the date of the posting of this RFQ or any later version
thereof.
1.3. Offeror must submit a complete original quote in accordance with the format provided in this solicitation to the
County of San Diego, Department of Purchasing and Contracting, through electronic upload to BuyNet before
the Date and Time listed in Schedule.
1.3.1. If Offeror is unable to submit via BuyNet for any reason, Offeror may submit its quote via email to the
Contracting Officer listed in this document or provide the Purchasing and Contracting front desk with
either (i) electronic files on CD/DVD; or, (ii) a printed quote. Offeror must prominently mark such
submissions with the RFQ number on the outside of the packaging. Please use this method only if
unable to submit through BuyNet.
2. QUESTIONS
2.1. Offerors shall direct requests for explanation regarding the RFQ or related documents to the Contracting
Officer, in writing, as a question ("Question"). Offerors may submit Questions by sending a message to the
Contracting Officer through the "Discussions" functionality in BuyNet.
2.2. The County may choose not to respond to Questions received after the date and time stated in the Schedule for
Question submission. Offeror is responsible for ensuring that Questions are received by the County.
3. QUOTE FORMAT
3.1. Submit electronic quotes as files in .pdf format, except where specified otherwise. For pages other than
signature pages, converted and searchable formats are preferred.
3.2. All quotes shall be signed with a handwritten signature by an authorized officer or employee of Offeror.
4. QUOTE ORGANIZATION
4.1. Your quote should be organized in accordance with the Submittal Items in this RFQ.
4.1.1. Offerors shall organize content to correspond to the applicable exhibit and question or item within each
exhibit.
4.1.2. Offerors shall separate each exhibit into one or more files, clearly named as to the exhibit and order.
4.1.3. Pages shall be consecutively numbered within each exhibit at the bottom or top margin of each page.
4.1.4. Cost/Price information:
4.1.4.1. Offerors must place all cost and pricing information within the Cost/Price exhibit. Price shall
be inclusive of all proposed compensation.
4.2. Confidential/Proprietary information:
4.2.1. The County is a public agency subject to the California Public Records Act, Government Code
7920.000, et seq. Some or all of the documents submitted in response to this RFQ may be subject to
disclosure, and the County intends to publish any resulting contracts to its public website.
4.2.2. It is Offeror's responsibility to identify and separate into a "CONFIDENTIAL/PROPRIETARY"
exhibit and to provide a signed Nondisclosure Indemnification Agreement for:
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COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13089
SHERIFF'S OFFICE
AS-NEEDED HANDHELD LAW ENFORCEMENT (LE) SCANNER DEVICES
4.2.2.1. All confidential information that Offeror represents, with legal basis, is exempt from
disclosure pursuant to the California Public Records Act, including PI (Personal Information),
PII (Personally Identifiable Information), or PHI (Protected Health Information);
4.2.2.2. Any proprietary or other information Offeror represents, with legal basis, is exempt from
disclosure under the California Public Records Act and wishes to protect from disclosure.
4.2.3. The "CONFIDENTIAL/PROPRIETARY" exhibit must be clearly labeled with all pages marked as
"CONFIDENTIAL/PROPRIETARY."
4.2.4. Offeror should reference material in the "CONFIDENTIAL/PROPRIETARY" exhibit where it is
needed to respond to a Submittal Item through citation to the "CONFIDENTIAL/PROPRIETARY"
exhibit (for example "See response 1 contained within the 'CONFIDENTIAL/PROPRIETARY'
exhibit for staff Social Security numbers").
4.2.5. If the County determines that a submission improperly designates information as confidential or
proprietary, the County may, at its sole discretion: (i) deem the information releasable; (ii) declare the
submission non-conforming/non-responsive; (iii) remove such information, or (iv) take any other
appropriate action. (Note: Pricing and Terms and Conditions are generally not confidential under the
California Public Records Act).
5. QUOTE EVALUATION
5.1. Evaluations may consider factors such as technical merit, experience, capacity, history of Offeror compliance,
availability, price, and more to determine the quote(s) that provide the best value to the County.
5.2. During evaluation, the County may appropriately consider the sustainability and social, human health,
environmental, and economic impact of Offeror's proposed products and/or approach to providing goods and/or
services, in accordance with Board Policy B-67. Therefore, Offerors are encouraged to include relevant
information in their quotes, to the degree related to the goods or services sought.
5.3. During evaluation, the County may appropriately evaluate the cultural competency of Offeror and Offeror's
proposed approach to providing goods and services. Therefore, Offerors are encouraged to include relevant
information in their quotes, to the degree related to the goods or services sought.
5.4. When evaluating an Offeror's cost or pricing, the County may also consider the effect of the quote on the overall
total cost to the County.
5.5. When evaluating Offeror's quote, the County will appropriately consider the proposed purchase, acquisition,
or use of goods, products, and materials produced in the United States, in accordance with 2 CFR 200.322.
Offeror should include information relevant under section 200.322 in its quote in order to be considered for
such preference during evaluation.
6. COUNTY COMMITMENT
6.1. This RFQ does not commit the County to award a contract, nor does it commit the County to pay any of
Offeror's costs incurred in the preparation or submission of the quote. Further, Offeror shall not incur any
reimbursable cost in anticipation of a contract award.
6.2. Neither Offeror nor any of its representatives shall have any claims whatsoever against the County or any of its
respective officials, agents, or employees arising out of or relating to this RFQ or these procedures (other than
those arising under a definitive contract with Offeror in accordance with the terms thereof).
6.3. The County reserves the right to separately procure the same or similar goods or services.
6.4. The County may withhold all information regarding this procurement until after negotiations are complete,
including, but not limited to: the number of quotes received; the identity of Offeror(s); the content of quotes;
the County's evaluation and results thereof. Information releasable after the conclusion of negotiations is
subject to the disclosure requirements and withholding exemptions of the California Public Records Act.
6.5. Pursuant to County Charter 703.10 and 916, award of a contract resulting from this RFQ may be subject to
the County's requirement to determine that the services can be provided more economically and efficiently by
an independent contractor than by persons employed in the Classified Service.
6.6. In the event that an Offeror is involved in a merger, acquisition, or other change in control, the County reserves
the right to award a contract to a resulting entity.
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COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13089
SHERIFF'S OFFICE
AS-NEEDED HANDHELD LAW ENFORCEMENT (LE) SCANNER DEVICES
7. DILIGENCE AND DUTY TO INQUIRE
7.1. Should Offeror find discrepancies in or omissions from, or be in doubt as to the meaning of, the RFQ or related
documents, Offeror shall have a duty to submit a Question to the County.
7.2. Offerors are expected to perform reasonable due diligence with regard to this RFQ and the work required,
including, but not limited to, information that is publicly or otherwise reasonably available and, if applicable,
information that can be obtained during a site visit (including verification of measurements, conditions, and
other attributes). Neither the selected Offeror(s), nor any Offerors, shall be entitled to any price adjustment or
other relief based upon information that was discovered or should have been discovered through due diligence.
7.3. The County makes no representation or warranty, express or implied, as to the accuracy or completeness of any
diligence material or other information provided by the County or any of its agents, representatives, contractors,
or consultants. Such information may reflect good faith assumptions, estimates, or projections, which may or
may not prove to be correct.
7.4. Offeror should not rely upon oral statements made or explanations given by the County, including any oral
responses to Questions or other inquiries. No prior, current, or post award communication(s) with any officer,
agent, or employee of the County shall affect or modify any terms or requirements of this RFQ, except as
explicitly provided for in this RFQ.
8. OFFEROR COMMUNICATIONS
8.1. All communications from Offeror (including its employees, agents, and representatives) to the County or its
officers and employees (including consultants working on or assisting with this procurement), related to this
RFQ or Offeror's quote, must be directed in writing exclusively to the Contracting Officer, unless otherwise
authorized in writing by the Contracting Officer. Offerors shall not communicate with or attempt to contact any
other County personnel about this solicitation, except as otherwise allowed for in this RFQ or by law. Any
improper contact may, at the County's sole discretion, cause Offeror to be removed from consideration for
contract award.
8.2. If Offeror issues any public announcement or otherwise engages in communication that, in the County's sole
determination, compromises the integrity of this RFQ process or attempts to restrain competition, Offeror may
be removed from consideration for award.
8.3. Audio and/or video recording of presentations, discussions, negotiations, or other communications with the
County regarding this RFQ are prohibited, unless specifically authorized in writing by the Contracting Officer.
9. SOLICITING EMPLOYEES
9.1. Until contract award, Offerors shall not, directly or indirectly, solicit any employee of the County to leave the
County's employ in order to accept employment with Offeror, its affiliates, actual or prospective contractors,
or any person acting in concert with Offeror without prior written approval of the County's Contracting Officer.
This paragraph does not prevent the employment by Offeror of a County employee who has initiated contact
with Offeror.
10. PROHIBITED CONTRACTS AND SUBCONTRACTS
10.1. In accordance with Section 67 of the San Diego County Administrative Code, the County shall not contract
with, and shall reject any quote submitted by, the person or entities specified below, unless the Board of
Supervisors finds that special circumstances exist which justify the approval of such contract:
10.1.1. Persons employed by the County or of public agencies for which the Board of Supervisors is the
governing body;
10.1.2. Profit-making firms or businesses in which employees described in subsection 11.1.1 serve as officers,
principals, partners, or major shareholders;
10.1.3. Persons who, within the immediately preceding twelve (12) months, came within the provisions of
subsection 11.1.1 and who (i) were employed in positions of substantial responsibility in the area of
service to be performed by the contract; or, (ii) participated in any way in developing the contract or its
service specifications; and
10.1.4. Profit-making firms or businesses in which the former employees described in subsection 11.1.3 serve
as officers, principals, partners, or major shareholders.
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COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13089
SHERIFF'S OFFICE
AS-NEEDED HANDHELD LAW ENFORCEMENT (LE) SCANNER DEVICES
10.2. Per Board Policy A-79, a successful Offeror that is a non-profit corporation shall not subcontract any work
under the agreement with a related for-profit subcontractor where an interlocking directorate, management, or
ownership relationship exists, unless specifically authorized by the Board of Supervisors.
10.3. Offeror certifies that, if awarded a contract under this RFQ, such contract will be in compliance with Sections
11.1 and 11.2 above. Offeror shall promptly notify the County of any change in circumstance affecting these
provisions.
11. CALIFORNIA REVENUE & TAXATION CODE 18662
11.1. In compliance with California Revenue and Taxation Code 18662, if Offeror is a non-resident of California
(out-of-state invoices) that receives California source income and has not completed Franchise Tax Board Form
590, there may be a backup withholding on all payments. Fifteen (15) business days prior to the first payment
from the County, 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).
11.2. Under certain circumstances, Offerors may be eligible for reduced or waived nonresident withholding. If
Offeror has already received a waiver or a reduced withholding response from the State of California and the
response remains valid, Offeror should submit the response to the County in lieu of the forms. Failure to submit
the required forms will result in withholding of payments. Offerors should access the Franchise Tax Board
websites, listed below, for tax forms and relevant information regarding non-resident withholding, including
waivers or reductions. The County will not give Offerors any tax advice. It is recommended that Offerors speak
with their tax advisers and/or the State of California for guidance.
Franchise Tax Board Websites:
https://www.ftb.ca.gov
https://www.ftb.ca.gov/forms/search/
11.3. If selected for award, Offeror must submit applicable forms to the Auditor & Controller via fax, at (858) 694-
2060, or mail originals to: County of San Diego, 5530 Overland Avenue, Suite 410, San Diego, CA 92123. The
P.O. Number or Contract Number (if available) and "California Revenue and Taxation Code 18662" must
appear on fax cover sheet and/or the outside of the mailing envelope.
12. W-9 FORM
12.1. If selected for award, Offeror must complete and submit a W-9 form if a current form is not on file with the
County.
13. PREVAILING WAGE
13.1. Reserved.
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COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13089
SHERIFF'S OFFICE
AS-NEEDED HANDHELD LAW ENFORCEMENT (LE) SCANNER DEVICES
C. SUBMITTAL ITEMS
1. EXHIBIT 1 - REQUIRED FORMS
1.1 Submit a completed and signed Offeror's Cover Page (PC600) form
* Required for all Offerors
* Located at:
https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC600_dpc_Offerors_Cover_Page.pdf
1.2 Submit a completed and signed Representations and Certifications form (PC601)
* Required for all Offerors
* Located at:
https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC601_dpc_Reps_and_Certs.pdf
1.3 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.
* Located at:
https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC610_dpc_Small_Local_Self_Cert.pdf
1.4 Submit a completed and signed Nondisclosure Indemnification Agreement (PC620) (if applicable).
* Required if submitting Confidential/Proprietary Information (see RFQ Instructions and Rules section 4.2)
* Located at:
https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC620_dpc_Nondisclosure_Indemnity.pdf
2. EXHIBIT 2 - PROGRAM/TECHNICAL EXHIBIT
2.1 Offeror has read, fully understands, and agrees that the Offeror will meet the requirements and outcomes
specified in the Statement of Work.
YES NO
2.2 Has a specifications sheet, including photos and detailed information about the handheld scanner, been
submitted with the quote?
YES NO
2.3 If requested, can you provide a sample or demonstration of the handheld scanner quoted?
YES NO
2.4 Do you have experience providing handheld scanners to law enforcement agencies?
YES NO
2.5 Can the handheld scanner be used with one hand?
YES NO
2.6 Can the operator view the display and see the objects as they are being scanned?
YES NO
2.7 Can the handheld scanner take a digital color picture of the scanned image?
YES NO
2.8 What kind of confined spaces can the handheld scanner operate in?
2.9 Can the handheld scanner image material through 12-gauge steel or equivalent?
YES NO
2.10 What is the canning speed?
2.11 Does the handheld scanner have a separate control system unit?
YES NO
2.12 Does the handheld scanner use proprietary software?
YES NO
2.13 How is the handheld scanner software updated?
2.14 Does the handheld scanner have Bluetooth capabilities and Wi-Fi wireless communications?
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COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13089
SHERIFF'S OFFICE
AS-NEEDED HANDHELD LAW ENFORCEMENT (LE) SCANNER DEVICES
YES NO
2.15 What imaging analysis tools does the handheld scanner have?
2.16 Does the handheld scanner have image management capabilities?
YES NO
2.17 What is the order lead time?
2.18 What are the customer support hours?
2.19 Byrd Anti-Lobbying Amendment certification: Confirm (YES/NO). Offeror certifies that it and its
subcontractors will not and have not used federal appropriated funds to pay any person or organization for
influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or
employee of Congress, or an employee of a member of Congress in connection with obtaining any federal
contract, grant or any other award covered by 31 U.S.C. 1352. List as a disclosure any lobbying with non-
federal funds that takes place in connection with obtaining any federal award by Offeror or Offeror's
subcontractors.
YES NO
3. EXHIBIT 3 - COST/PRICE EXHIBIT
3.1 Submit a completed Payment Schedule.
4. EXHIBIT 4 - ACCEPTANCE OF TERMS AND CONDITIONS
4.1 Confirm acceptance "YES/NO" of the County of San Diego's Draft Agreement:
YES NO
4.1.1 If "NO," provide a detailed list of exceptions to the terms and conditions, the nature of its concern, and
what terms the Offeror is willing to accept.
Note: The Offeror will be deemed to have accepted any terms and conditions of the Contract to which
it does not take exception to. The County may, as part of its evaluation process, conclude that exceptions
are so numerous and/or material as to make Offeror's response to the solicitation unacceptable.
5. EXHIBIT 5 - CONFIDENTIAL PROPRIETARY
5.1 Include any Confidential/Proprietary Information in this exhibit, in accordance with RFQ Instructions and Rules
section 4.2
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COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13089
SHERIFF'S OFFICE
AS-NEEDED HANDHELD LAW ENFORCEMENT (LE) SCANNER DEVICES
D. REQUIRED FORMS
(RESERVED)
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COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13089
SHERIFF'S OFFICE
AS-NEEDED HANDHELD LAW ENFORCEMENT (LE) SCANNER DEVICES
E. STATEMENT OF WORK
1. OVERVIEW
The San Diego County Sheriff's Office is requesting quotes for a handheld law enforcement (LE) scanning device that uses
technology such as a backscatter X-rays or millimeter wave technology to indicate the presence of organic material. This
allows for efficient and safe detection of contraband organic material in areas such as tires, fuel tanks, etc.
The Sheriff's Office currently uses the handheld X-ray imaging Raven model device manufactured by Viken.
2. SPECIFICATIONS
2.1. The handheld scanner device shall be able to image material through lead and 12-gauge steel or the equivalent.
2.2. The handheld scanner device shall weigh no more than approximately 3.7 kg (8.1 lbs.), including the fully integrated
touch screen display and rechargeable battery pack.
2.3. The unit shall be ergonomically balanced to allow for single-handed operation in confined areas such as motor
vehicles interiors, or areas above head level or below the knee level.
2.4. The handheld scanner device shall have a fully integrated, embedded, high-resolution transflective liquid crystal
display built into the body of the device so that the unit operator can view the display and see object scans in real
time while scanning.
2.5. The only thing needed to be charged, or needing to maintain a charge, are the batteries to operate the one-piece,
fully embedded screen unit.
2.6. The handheld scanner device shall not require calibration to operate per specification.
2.7. The handheld scanner device shall have a built-in digital color camera that provides a picture of the scan target with
the scanned image.
2.8. The handheld scanner device shall be able to take images at a scan speed of approximately 30 cm (12") per second
and will provide optimal imaging performance at a scan speed of approximately 15 cm (6") per second.
2.9. The handheld scanner device shall have dimensions no more than approximately 9.4 inches x 8.7 inches x 6.7 inches
to facilitate operation in confined areas such as motor vehicle interiors, beneath motor vehicles and other confined
areas.
2.10. The handheld scanner device shall have an operating environment rating of Ingress Protection (IP) 54 for protection
from dust ingress and from water spray from any direction.
2.11. The handheld scanner device shall use a flexible, supported operating system that is fully integrated into the
scanning unit, without the use of a separate control system unit.
2.12. The handheld scanner device shall not use a proprietary software.
2.13. The handheld scanner device shall use an application-based control software which can be updated and enhanced
via an application link.
2.14. The handheld scanner device shall be able withstand a temperature range of approximately -4 degreesF to 158 degreesF.
2.15. The handheld scanner device shall have a battery life of at least 4 hours at a 25% duty cycle.
2.16. The handheld scanner device shall have Bluetooth(TM) and Wi-Fi wireless communications for data transfer and
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COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13089
SHERIFF'S OFFICE
AS-NEEDED HANDHELD LAW ENFORCEMENT (LE) SCANNER DEVICES
remote-operation capability.
2.17. The handheld scanner device shall contain a complete set of imaging analysis tools including touch screen zoom,
scrolling, image auto-enhancement, dynamic contrast, colorization, and ability to appending notes to images.
2.18. The handheld scanner device shall be supported by off-line viewing station capability via desktop or tablet computer
or smartphone.
2.19. The handheld scanner device shall provide the image management capabilities to support mission reporting. Image
management shall include image thumbnails, image searching capability, image exporting and image backups.
2.20. The handheld scanner device will not require a separate, attachable/detachable use interface to generate or review
images.
2.21. The handheld scanner device shall adhere to American National Standards Institute/ Health Physics Society
(ANSI/HPS) N43.3 2008 and conforms to applicable ANSI, International Commission on Radiological Protection
(ICRP), National Council on Radiation Protection and Measurements (NCRP) and European Atomic Energy
Community (Euratom) radiation safety standards.
2.22. The handheld scanner device shall be Conformite Europeenne (CE) and Restriction of Hazardous Substances in
Electrical and Electronic Equipment (RoHS) compliant.
2.23. The handheld scanner device shall require the use of a user-definable password to turn on the x-ray generator of the
unit.
2.24. The light emitting diode (LED) lights on the handheld scanner device shall indicate when the unit is operating, and
the lights shall be visible from all directions.
2.25. The handheld scanner device shall monitor the status of the warning lights that indicate when the unit is scanning;
should any of the warning lights fail the generator in the unit will be disabled.
2.26. The handheld scanner device's generator shall have a temperature sensing system that will deactivate the generator
if it overheats.
2.27. The handheld scanner device shall include a lockable, waterproof carrying case that shall be included for
transporting and storing the instrument.
2.28. The handheld scanner device shall come with a minimum of a one-year warranty.
3. ORDER SPECIFICATIONS
3.1 Device shall be provided with model-specific operating, assembly, and maintenance manual, including
warranty information with contact phone number for support and services per warranty.
3.2 Item shall be suitable and ready for simple assembly by end-user without professional assembly or installation
required.
3.3 Devices shall be delivered within thirty (30) calendar days of order.
3.4 Only new products will be accepted. A unit that has been used in any way, refurbished, reconditioned or gray
market is unacceptable and will be rejected and returned.
3.5 Delivery address for the Sheriff:
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