Proposed Sole Source Award for BEAST Barcoded Evidence Software

The County of Ontario is pursuing a sole-source procurement to acquire the BEAST Barcoded Evidence Software system from Porter Lee Corporation, with no competitive bidding allowed under FAR 6.302-1 due to the vendor’s exclusive ownership and capabilities. The procurement, identified as Sole Source-26-015, includes the BEAST client-server software with two property management licenses, two DS4678 cordless barcode scanners, two ZD421 thermal printers, associated power kits, barcode labels, resin ribbons, installation and training sessions, annual software support, and shipping. The total anticipated cost of $13,199.46 is based on detailed line-item pricing with no option periods or multi-year pricing specified. Performance will occur at the Ontario County District Attorney’s Office in Canandaigua, New York, where installation, training, and system acceptance will take place. All deliverables are vendor-specific, with no external standards cited, and acceptance is based on conformance to the provided specifications, successful deployment, and completion of training. Packaging, marking, and preservation requirements are limited to thermal transfer printing specifications for barcode labels, with designated part numbers for labels and ribbons compatible with the ZD421 printer. The agency has established a formal challenge process allowing other firms to submit capability statements demonstrating they can meet or exceed the requirements, but such submissions are not considered bids and will only be used to evaluate whether future competitions are warranted. No formal contract clauses, representations, certifications, or accounting codes are included in the documentation, and the Contracting Officer’s Representative, COTR, or PCO roles are not formally designated. Payment, invoicing, and delivery terms are informal, with no WAWF or IPP requirements, and FOB terms are not defined, though shipping and handling costs are itemized. Support is annual and tied to the number of software licenses, not evidence volume, and includes a free read-only viewer for authorized users. The vendor, Porter Lee Corporation, must provide all integrated components without additional per-module fees, and all materials must be delivered to meet the June 15, 2026, response deadline, after which a sole-source award is anticipated.