TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 3, 2020
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order and enter into an agreement with Accelerated Technology Laboratories, Inc. for Contract 20-RFP-02 Deliver and Implement Laboratory Information Management System, in an amount not to exceed $603,200.00, Account 101-16000-634820, Requisition 1539731
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Accelerated Technology Laboratories, Inc. (ATL) for delivery and implementation of the Laboratory Information Management System (LIMS) TITAN software package.
The purpose of this contract is to purchase and implement a new LIMS, which will be used to collect, store, and report all analytical results generated by the Monitoring and Research (M&R) Department, including plant data necessary for compliance with the National Pollutant Discharge Elimination System (NPDES) permits, and industrial discharge data for enforcement of the local pretreatment limits
The new LIMS system will replace the current LIMS platform that is obsolete. The new LIMS will automate the uploading of the results from the analytical instruments and will provide more advanced reporting tools. It will also allow for efficient and accurate management and execution of the Quality Assurance Program to ensure compliance with the National Environmental Laboratory Accreditation Program. The new LIMS system will also be able to integrate with emerging technologies allowing for future mobile application possibilities.
The agreement for 20-RFP-02 will be in effect from the date of purchase order award through June 30, 2022.
The deliverables will include gap analysis, system configuration, analytical instrument integration, system interfacing, report development, testing, and training.
On July 15, 2020, Request for Proposal 20-RFP-02 was publicly advertised. Seven hundred thirty-nine (739) firms were notified, and forty-three (43) firms requested proposal documents. On August 14, 2020, the District received seven (7) proposals from: Accelerated Technology Laboratories, Inc.; Ethosoft, Inc.; Horizon Lab Systems, LLC; Quality Systems International Corporation; Xybion Technology Solutions, Inc.; Thermo Fisher Scientific; and iVention LLC. The proposal received from Thermo Fisher Scientific was deemed non-responsive and was rejected due to the Non-Collusion Affidavit (Appendix C of the contract documents) not being signed by the affiant.
The proposals were reviewed and evaluated by a panel consisting of three members from the M&R Department and two members from the Information Technology (IT) Department. The panel was directed by a Senior Buyer from the Procurement and Materials Management Department. Responses were evaluated according to the criteria defined in 20-RFP-02, and firms were ranked based on the numeric score calculated by the evaluation committee. The criteria included: understanding of the project, execution plan, cost of services, technical competence, financial stability, compliance with insurance requirements, and submission of all necessary licenses and permits. One (1) proposer, iVention LLC, was eliminated during the preliminary evaluation of proposals due to not meeting criteria for the execution of work. Five (5) proposers were deemed acceptable and were interviewed between October 26, 2020, and November 3, 2020. A solicitation was sent to each of the finalists on November 9, 2020, for an unqualified Best and Final Offer (BAFO). The BAFOs were returned to the Director of Procurement and Materials Management on November 12, 2020.
Based on the review of the proposals, the interviews, and the BAFOs, the evaluation team determined that ATL will provide the District with the most suitable LIMS software solution and its implementation. ATL’s highest matrix score reflects the firm’s extensive experience in LIMS setup, implementation, database conversion, system validation, instrument integration, training, and support. ATL is a firm with 45 employees who are subject matter experts in the fields of chemistry, computer science, microbiology, laboratory management, software development and water and wastewater with various degrees ranging from Associates, Bachelors, and Masters of Science, to Doctors of Philosophy. ATL has over 25 years of laboratory informatics experience and is International Standardization for Organization 9001 certified.
The project team will consist of a project manager, business lead, and subject matter expert from the Analytical Laboratories Division, technical lead from the IT Department, and LIMS coordinators team. A total of 3,000 hours is estimated for completion of the project tasks.
The Diversity Section has reviewed the agreement and concluded that these services do not provide practical or cost-effective opportunities for direct or indirect subcontracting, hence the Affirmative Action Appendices A and V are not included.
Inasmuch as the firm of ATL 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 $603,200.00.
The cost of this contract includes all items of the cloud hosted solution option plus initiation and training fees listed as additional items.
Funds for the 2021 and 2022 expenditures, in the amounts of $444,175.00 and $159,025.00, respectively, have been budgeted in Account 101-16000-634820, and are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Edward W. Podczerwinski, Director of Monitoring and Research, EWP:RA:JC:PG:vv
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 December 3, 2020