TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 2, 2013
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement for Contract 12-RFP-30 Consulting Services for Laboratory Information Management System (LIMS), with Astrix Software Technology, Inc. in an amount not to exceed $149,984.60, Account 101-27000-601170 Requisition 1346213
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Astrix Software Technology, Inc. to provide Consulting Services for Laboratory Information Management System (LIMS).
The purpose of this agreement is to retain consulting services for the upgrade of the District's Laboratory Information Management System (LIMS), namely, Sample Manager for Windows (SMW) and associated software packages. Consulting services will be required throughout the effort to upgrade the LIMS software to the most current version to ensure long-term supportability, compliance with the NELAC Institute (NI) requirements, full compatibility with the most recent equipment, and reduce customization.
On October 17, 2012, Request for Proposal 12-RFP-30 was advertised. Three hundred forty-six (346) firms were notified, and thirty-three (33) firms requested proposal documents. The District received three (3) proposals on December 14, 2012, from the following vendors:
PeerLabs
Satyam Technologies, Inc.
Astrix Software Technology, Inc.
Four District employees, two members of the Monitoring & Research Department, one member of the Information Technology Department and one member of the Procurement and Materials Management Department reviewed each proposal. Proposals were evaluated based on criteria such as: understanding of the project, approach to work, experience completing projects of similar scope and technical competence.
Based on the evaluation, all three (3) Proposers were scheduled to do a presentation and respond to questions from District staff. The Proposers were then afforded the opportunity to submit an unqualified Best and Final Offer to the Director of Procurement and Materials Management. The Best and Final Offer received from Satyam contained a photographed facsimile signature for the "Authorized Person of Firm" and not an original signature signed in ink. Therefore, their proposal for the subject RFP was deemed non-responsive and was rejected.
Based on the remaining two vendor presentations and responses, Astrix Software Technology, Inc. was evaluated as having the highest-rated proposal. Astrix Software Technology, Inc. has highly relevant experience in providing LIMS support and consulting services, including providing expertise in data migration, software configuration, and training of the LIMS software product.
The agreement will begin May 9, 2013 with an anticipated completion date of December 31, 2013.
Inasmuch as the firm of Astrix Software Technology, Inc. possesses a high degree of professional skill, it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order and enter into an agreement per Section 11.4 of the Purchasing Act, in an amount not to exceed $149,984.60.
Funds are available in Account 101-27000-601170.
Requested, Ellen Barry, Acting Director of Information Technology, EB:DV:SL:RS:mh
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for May 2, 2013