RFP NO REQUEST FOR PROPOSALS FOR LABORATORY INFORMATION MANAGEMENT SYSTEM PROPOSALS DUE NOVEMBER 9, :00 P.M.

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1 Vendor Name: JACK BEACHAM, C.P.M., A.P.P. PURCHASING AGENT TARRANT COUNTY PURCHASING DEPARTMENT ROB COX, C.P.M., A.P.P. ASSISTANT PURCHASING AGENT RFP NO REQUEST FOR PROPOSALS FOR LABORATORY INFORMATION MANAGEMENT SYSTEM PROPOSALS DUE NOVEMBER 9, :00 P.M. RFP NO

2 TABLE OF CONTENTS PRE-PROPOSAL CONFERENCE...1 OPENING DATE, TIME, PROCEDURES, CONTACTS...2 GENERAL CONDITIONS SPECIAL CONDITIONS...5 TECHNICAL SPECIFICATIONS TARRANT COUNTY HUB POLICY PROPOSAL RESPONSE FORMS AND QUESTIONNAIRE FORM FOR DISADVANTAGED BUSINESS ENTERPRISES...42 VENDOR REFERENCES...43 PROPOSAL RESPONSE FORMS...44 CERTIFICATION OF ELIGIBILITY...45 DEFICIENCES DEVIATIONS FORM...46 PROPOSED SUBCONTRACTORS...47 PROPOSER/SUBCONTRACTOR INFORMATION...48 PROPOSED FINANCIAL RESPONSE APPENDIX A...52 This Table of Contents is intended as an aid to vendors and not as a comprehensive listing of the proposal package. Vendors are responsible for reading the entire proposal package and complying with all specifications.

3 PRE-PROPOSAL CONFERENCE All bidders are encouraged to attend a Pre-Proposal Conference to be held: DATE: THURSDAY, OCTOBER 27, 2011 TIME: LOCATION: 9:00 A.M. TARRANT COUNTY ADMINISTRATION BUILDING PURCHASING DEPARTMENT CONFERENCE ROOM 100 E. WEATHERFORD, SUITE 303 FORT WORTH, TX PERSONS WITH DISABILITIES REQUIRING SPECIAL ACCOMMODATIONS SHOULD CONTACT RALPH MCBROOM AT , AT LEAST TWO (2) DAYS PRIOR TO THE PRE-PROPOSAL CONFERENCE. RSVP: Vendors planning to attend the pre-proposal conference should RSVP, in writing, via facsimile, no later than 5:00 p.m., Wednesday, October 26, Send RSVP S to Ralph McBroom, at (817) Questions from vendors will be addressed at the pre-proposal conference. Any vendor who submits a proposal without attending the scheduled pre-proposal conference does so at his own risk. Such applicant who submits a proposal and does not attend the scheduled pre-proposal conference waives any right to assert claims due to undiscovered conditions. PAGE 1 OF RFP NO

4 Tarrant County is soliciting proposals for LABORATORY INFORMATION MANAGEMENT SYSTEM for MEDICAL EXAMINER S OFFICE. THE ORIGINAL AND FOUR (4) COPIES OF COMPLETED PROPOSALS MUST BE RECEIVED IN THE PURCHASING DEPARTMENT AT 100 E. WEATHERFORD, SUITE 303 FORT WORTH, TEXAS ON OR BEFORE NOVEMBER 9, 2011 AT 2:00 P.M. All proposals, including a NO BID, are due in the Purchasing Department by the due date, in sealed envelopes or boxes. All proposals must be clearly marked with the RFP Number, the name of the company/firm submitting the proposal, and date and time of opening on the outside of the envelope/box. Original proposal must be clearly marked "ORIGINAL" and contain all original signatures. Any proposal received after the date and/or hour set for proposal opening will be returned unopened. Respondent will be notified and will advise Tarrant County as to the disposition by either pick up, return at respondent s expense, or destroyed with written authorization of the bidder. If proposals are sent by mail to the Purchasing Department, the proposer shall be responsible for actual delivery of the proposal to the Purchasing Department before the advertised date and hour for opening of proposals. If mail is delayed either in the postal service or in the internal mail system of Tarrant County beyond the date and hour set for the opening, proposals thus delayed will not be considered and will be returned unopened. Proposals may be withdrawn at any time prior to the official opening. Alterations made before opening time must be initialed by proposer/respondent guaranteeing authenticity. After the official opening, proposals become the property of Tarrant County and may not be amended, altered or withdrawn without the recommendations of the Purchasing Agent and the approval of Commissioners Court. Tarrant County is exempt from Federal Excise and State Sales Tax. The County is not exempt from Surplus Lines Tax or Texas Stamping Tax. Therefore, only applicable taxes must be included in this proposal. No oral explanation in regard to the meaning of the proposal specifications will be made and no oral instructions will be given before the award of the contract. Request from interested proposers for additional information or interpretation of the information included in the specifications and all questions should be directed in writing via facsimile to: RALPH MCBROOM, C.P.M., SENIOR CONTRACTS ADMINISTRATOR FAX: (817) PAGE 2 OF RFP NO

5 All documents associated with this RFP including but not limited to, the RFP document, questions and their responses, addenda and special notices will be posted under the RFP number on the Tarrant County web site and available for download by bidders and other interested parties. No documents will be faxed or ed after the initial Notice of Intent to Bid and prior to proposal award. It is the bidders /respondents sole responsibility to review this site and retrieve all related documents prior to the RFP due date. The deadline for receipt of all written questions shall be 12:00 (Noon), Fort Worth time, Friday, October 28, Proposal Response Forms must be fully completed and included in your response. Forms that have been retyped or altered may result in rejection of proposal. This RFP is issued in compliance with the County Purchasing Act, Section Negotiations shall be conducted with responsible vendor(s) who submit proposals determined to be reasonably susceptible of being selected for award. CONFIDENTIALITY: Any material that is to be considered confidential in nature must be clearly marked as such and shall be treated as confidential to the extent allowable in the Open Records Act. Pricing information is not considered confidential. Trade secrets or confidential information MUST be placed in a separate envelope marked CONFIDENTIAL INFORMATION and EACH PAGE must be marked CONFIDENTIAL INFORMATION. Tarrant County will make every effort to protect these papers from public disclosure as outlined in LGC, Section (c) of the State of Texas County Purchasing Act. "The Texas Public Information Act gives the public the right to request access to government information, subject to certain narrow exceptions. Tarrant County is an entity subject to this Act. Therefore, please be advised that your company's declaration that certain information submitted in response to an RFP is "confidential" will not be treated as such if the County receives a request for a copy of the RFP. The County will of course make every effort to inform your company of such a request and to provide you with an opportunity to object to the release of any proprietary information, but Tarrant County cannot and will not make an agreement to withhold information from the public contrary to the County's responsibilities under the Act." Additionally, to the extent your response is incorporated into the contract, that contract will become an official record available for public inspection. Proposals shall be opened so as to avoid disclosure of contents to competing offerors and kept secret during the process of negotiation. All proposals that have been submitted shall be open for public inspection after the contract is awarded, except for trade secrets and confidential information contained in the proposals and identified as such. The successful Contractor shall defend, indemnify, and hold harmless Tarrant County from any and all liability or loss of any nature whatsoever arising out of or relating to the Contractor performing work on County premises, including, without limiting the generality of the foregoing coverage, any act or omission of the contractor, its agents, servants, employees, or invitees in the execution or performance of the contract. PAGE 3 OF RFP NO

6 Continuing non-performance of the vendor in terms of Specifications shall be a basis for the termination of the contract by the County. The County shall not pay for work, equipment, or supplies which are unsatisfactory. Vendors will be given a reasonable opportunity before termination to correct the deficiencies. This, however, shall in no way be construed as negating the basis for termination for non-performance. The contract may be terminated by either party upon written thirty (30) days notice prior to cancellation. Proposals will be considered irregular if they show any omissions, alteration of form, additions or conditions not called for, or irregularities of any kind. However, Tarrant County reserves the right to waive any irregularities and to make award in the best interest of the County. Tarrant County reserves the right to accept or reject in part or in whole any proposals submitted, and to waive any technicalities for the best interest of the County. Proposals may be rejected, among other reasons, for any of the following specific reasons: 1. Proposals received after the time limit for receiving proposals. 2. Proposals containing any irregularities. 3. Unbalanced value of any items. Vendors may be disqualified and their proposals not considered, among other reasons, for any of the following specific reasons: 1. Reason for believing collusion exists among the Vendors. 2. Reasonable grounds for believing that any Vendor is interested in more than one Bid for the work contemplated. 3. The Vendor being interested in any litigation against the County. 4. The Vendor being in arrears on any existing contract or having defaulted on a previous contract 5. Lack of competency as revealed by a financial statement, experience and equipment, questionnaires, etc. 6. Uncompleted work which in the judgement of the County will prevent or hinder the prompt completion of additional work, if awarded. 7. Respondents shall not owe delinquent property tax in Tarrant County. Failure to provide signatures, where required and/or submission of required forms, including but not limited to the Bid Proposal Signature Form, Reference Page, Bid Forms/Documents Checklist, Questionnaires (when applicable), Addenda (including revised forms), and any other specified forms or documents will be grounds for rejection of entire bid. Due care and diligence has been used in preparation of this information, and it is believed to be substantially correct. However, the responsibility for determining the full extent of the exposure and the verification of all information presented herein, shall rest solely with the proposer. Tarrant County and its representatives will not be responsible for any errors or omissions in these specifications, nor for the failure on the part of the proposer to determine the full extent of the exposures. The successful proposer/respondent may not assign their rights and duties under an award without the written consent of the Purchasing Agent. Such consent shall not relieve the assignor of liability in the event of default by the assignee. PAGE 4 OF RFP NO

7 SPECIAL CONDITONS I. INSURANCE REQUIREMENTS A. The Contractor shall take out, pay for and maintain at all times during the prosecution of the work under the contract, the following forms of insurance, in carriers acceptable to and approved by Tarrant County. 1. Workers' Compensation statutory 2. Employer's liability $500, Comprehensive Commercial General Liability: a. Bodily Injury/Personal Injury $1,000,000 per occurrence $2,000,000 aggregate b. Property Damage $1,000,000 aggregate 4. Professional Liability / Errors and Omissions $1,000,000 B. The County reserves the right to review the insurance requirements of this section during the effective period of the contract and to require adjustment of insurance coverage and their limits when deemed necessary and prudent by the County based upon changes in statutory law, court decisions, or the claims history of the industry as well as the Contractor. C. Required Provisions: 1. Proof of Carriage of Insurance - All certificates of insurance will be required in duplicate and filed with the Purchasing Agent and the Budget and Risk Management Department at 100 East Weatherford Street. 2. All certificates shall provide Tarrant County will receive an unconditional thirty days written notice in case of cancellation or any major change. 3. As to all applicable coverage, certificates shall name Tarrant County and its officers, employees, and elected representatives as an additional insured. 4. All copies of the certificates of insurance shall reference the project name and bid number for which the insurance is being supplied. 5. The Contractor agrees to waive subrogation against Tarrant County, its officers, employees, and elected representatives for injuries, including death, property damage, or any other loss to the extent same may be covered by the proceeds of insurance. 6. The Contractor/Vendor is responsible for making sure any sub-contractor(s) performing work under this agreement has the required insurance coverage(s) and supplies Tarrant County with the proper documents verifying the coverage. PAGE 5 OF RFP NO

8 TECHNICAL SPECIFICATIONS I. BACKGROUND The Tarrant County Medical Examiner s Office (TCME) is soliciting proposals to provide and install a Laboratory Information Management System (LIMS) that will enable the Medical Examiner s Office and Forensic Laboratories to track both Medical Examiner and Forensic Laboratory casework. The office currently handles approximately 2500 autopsies annually. The laboratories consist of a Toxicology Laboratory, handling drug chemistry (2000 cases annually), breath alcohol, and forensic toxicology casework (2600 cases annually), and a Crime Laboratory, handling DNA/serology (800 cases annually), trace evidence (140 cases annually), latent fingerprints (50 cases annually), and firearms/toolmarks services (100 cases annually). In addition, the office has a full service forensic photography lab (2500 cases annually), histology laboratory (2000 cases annually) and Human ID section (350 cases annually) with anthropology, odontology, and latent fingerprints sections. The current LIMS is an in-house developed, evidence-based management system that resides on a central server. This is a basic system used to track evidence and medical examiner cases, maintain chain-of-custody, and store data. The laboratory also utilizes a separate Digital Information Management System (DIMS) for photograph storage and control. The current information management system is no longer meeting the demands of the office. The TCME currently has PC desktops and laptops installed with Windows XP or with Windows7. The TCME has no direct Information Technology staff. IT support is sourced from the Tarrant County IT Department, whose personnel will advise, as required, in areas such as system security and architecture, and will provide database maintenance, business continuity, and recovery. II. TECHNICAL INFRASTRUCTURE The current network infrastructure utilizes T1 lines and fiber optics for the transmission of data and communication with application servers. The geographical configuration currently has TCME desktops and instrumentation at the TCME facility and Database Servers and Application Servers sited at the county IT Datacenter. The current LIMS application, database and desktops are within the county IT domain today and this will not change. The TCIT environment supports Microsoft Office System, Microsoft Outlook, Visual Studio.NET, Microsoft Windows Server, Microsoft SQL Server, Microsoft.NET framework, and Active Directory. For data storage, the county IT standard is Microsoft SQL Server databases. IT has an established protocol for Security and Authentication in a Microsoft environment. Well defined conventions are in place for Authentication, Active Directory and Trusted Certificates. PAGE 6 OF RFP NO

9 Proposed system must be compatible and interface with Tarrant County s existing infrastructure. Any proposal that includes a system not compatible with Tarrant County s existing infrastructure may be disqualified and not considered. Will your proposed system perform in Tarrant County s Infrastructure? Yes No Comments/Explanation: THE ORIGINAL AND FOUR (4) COPIES OF THIS FORM MUST RETURNED WITH PROPOSAL PAGE 7 OF RFP NO

10 III. SYSTEM SECURITY The following are some anticipated user categories and descriptions which may serve as a guide for system security capabilities: Group Description Probable Members Group Description Probable Members Administrator Ultimate (administrative) authority over content and remedies Laboratory Directors, Technical and Administrative Director System Administrator Technical Leads Technical maintenance of system Input cases and requests, review and assign casework for appropriate section, route evidence, assign technical reviewers, access to review all draft reports Laboratory Directors, Technical and Administrative Director Technical Leads, Administrators Analysts/Investigators Input cases and requests, generate reports, review casework, route evidence, perform technical and administrative review, access to review all draft reports Office Administrators Perform administrative responsibilities Clients Input requests, review case status, view and print reports Analysts, Technical Leads, Administrators Office Administrators, Analysts Investigators, Technical Leads, Administrators Client and other approved external agencies IV. SYSTEM REQUIREMENTS Please mark to indicate if your system meets the listed requirements, and provide detailed information in an attachment as to how your system meets, exceeds, or approaches the proposed requirements. A response that follows the numbering system in this request is preferred. PAGE 8 OF RFP NO

11 General Requirements: 1. Should provide for both Medical Examiner and Forensic Laboratory case management, including tracking of and identifying case information, chain of custody documentation, and all associated supporting documentation. 2. Should provide extensive administration, data mining, search, and statistical reporting functions, configurable by TCME. 3. Should provide for both batch and instrument integration for interface between laboratory instrumentation and the LIMS. 4. Should allow for the tracking of billable operations within the system and the generation of invoices, including interfacing with any accounts receivable systems currently in use. 5. Should provide an electronic object repository that protects electronic data and ensures the availability of the latest version of the data. 6. Should provide for subpoena and expert testimony tracking, including the billing of that testimony. 7. Should allow a web-based portal for logging of evidence by submitting agencies and tracking of service requests and reports by the submitting agency, the District Attorney s office, or the Auditor s office. 8. Should provide a configurable discovery module representing a portion or entirety of a completed case. 9. Should provide for management of laboratory reagents and resources. 10. Should provide TCME customers with the ability to manage credentials for their own users. 11. Should have the capability to push data to external entities, if electronic data transfer is supported by those entities (e.g., National Forensic Laboratory Information System, Tarrant County Public Health, Texas Electronic Death Registration). 12. Should determine and provide the TCME software and hardware requirements to implement the LIMS. 13. Should customize the software for TCME use. 14. Should have a successful LIMS installation and implementation in both Medical Examiner and forensic laboratory facilities, in a single agency or combination of Medical Examiner and forensic laboratories that are comparable in size and case load to the TCME. At least one of the forensic laboratories should be ASCLD/LAB International accredited. THE ORIGINAL AND FOUR (4) COPIES OF THIS FORM MUST RETURNED WITH PROPOSAL PAGE 9 OF RFP NO

12 General Requirements: 15. Should provide data migration from the current LIMS to the new LIMS. 16. Should provide system documentation and user training manuals that reflect current business processes and discipline-specific end-user training. 17. Should provide a test environment for the implementation phase as well as for any system updates. 18. Should complete a comprehensive system operation check to ensure full LIMS functionality prior to final acceptance. 19. Should provide follow-up LIMS technical support and software maintenance which would include at a minimum technical fixes and software updates. Does your proposed solution meet or exceed all the requirements listed above? Yes No If yes, provide detailed information as to how your system meets or exceeds the proposed requirements. If no, list exceptions and include your recommendations or alternative solutions. If needed, additional pages maybe included in responses. A response that follows the numbering system in this request is preferred. Body/Evidence Intake and Case Tracking: 20. The system should allow for case input involving Medical Examiner casework, including all associated evidence, and forensic laboratory casework independent from a body in the morgue. 21. The system should allow for tracking and documentation of all activities and case-related information associated with processing of a body, from the initial call notification to the final disposition and release of the body. 22. The system should allow for detailed cause and manner of death tracking and reporting, and encoding of additional information concerning cause of death (organ system, type of firearm, etc). THE ORIGINAL AND FOUR (4) COPIES OF THIS FORM MUST RETURNED WITH PROPOSAL PAGE 10 OF RFP NO

13 Body/Evidence Intake and Case Tracking: 23. The system should allow for data entry of all parameters captured in the current LIMS and required by TCME (e.g., victim, suspect, offense number, county, funeral home, agency, next of kin, and multiple additional parameters). 24. The system should document the chain of custody for all evidence from laboratory submission to final release. 25. A chain of custody record should be maintained from the time of receipt and reflect all transfer(s). 26. The record should detail each person taking possession of an item of evidence, the date and time of the transfer, and the location of that item. 27. The evidence intake entry should include all information on the current form used. 28. The system should provide the ability to print the entire chain of custody for each submitted exhibit. 29. The system should allow for evidence to be sub-sampled and tracked back to the original evidence source; the numbering scheme for sub-items of evidence should be able to be customized by TCME ( Item 1.1, 1.1T, 1.1T1, etc). 30. The system should be able to perform both single and multiple item(s) transfers while maintaining a record of the chain of custody. 31. The system should allow the ability to manage packaging and repackaging information. 32. The system should allow the production of barcode and identification labels for evidence, including packages and small tubes, and must meet the labeling requirements of the National Association of Medical Examiners. 33. The system should allow for the generation of sequential Toxicology Numbers or other section-specific numbers for all laboratory cases, independent of the primary case number, in cases in which forensic laboratory services are requested. 34. The system should handle multiple submissions on a single case. 35. The system should search multiple parameters for existing cases for the current submission prior to issuing a new case number. 36. The system should be able to use both bar coding and manual data entry for evidence receiving, tracking, and inventory. 37. The system should be capable of providing both a printed evidence receipt for the submitting agency as well as the generation of an automated when a case is accepted by the appropriate administrator/supervisor. 38. The system should have a user modifiable status function for each discipline that can be updated as the analyses are conducted (received, pending, completed, cancelled, etc). THE ORIGINAL AND FOUR (4) COPIES OF THIS FORM MUST RETURNED WITH PROPOSAL PAGE 11 OF RFP NO

14 Body/Evidence Intake and Case Tracking: 39. The system should provide the evidence intake staff and staff analysts with the ability to conduct inventories of their evidence. 40. The system should provide the ability to conduct inventory reconciliation of a lab, section, or a person with print outs of reconciliation results showing evidence assigned to a specific person or location. 41. The system should allow evidence to be outsourced, with full evidence tracking and other assignment capabilities. 42. The system should allow staff to assign evidence to specific locations. 43. The system should have an investigative evidence inventory capability. Once an inventory is conducted, the application will compare the physical inventory back to the database as to what should be in the investigative evidence locker. Resultant exception reports will show the differences. This report should be printable. 44. The system should allow evidence inventories to be done with wireless bar code readers. 45. The system should have the ability for law enforcement agencies to upload case and evidence information via the web or removable media. 46. The system should allow the analyst and/or supervisor the ability to transfer evidence into their personal custody. 47. The system should produce reports detailing evidence contained within the lab, specific sections, and/or individuals. The report should allow the results to be sorted and printed by various fields. 48. The system should provide the capabilities to query evidence via multiple single fields or combinations of fields as determined by the TCME. Does your proposed solution meet or exceed all the requirements listed above? Yes No If yes, provide detailed information as to how your system meets or exceeds the proposed requirements. If no, list exceptions and include your recommendations or alternative solutions. If needed, additional pages maybe included in responses. A response that follows the numbering system in this request is preferred. THE ORIGINAL AND FOUR (4) COPIES OF THIS FORM MUST RETURNED WITH PROPOSAL PAGE 12 OF RFP NO

15 Workflow Assignments: 49 The system should provide a workflow manager to track both laboratory and medical examiner cases that are cancelled, unassigned, incomplete, assignments of cases to a specific medical examiner or laboratory staff member, cases by priority, cases awaiting technical or administrative review, cases awaiting dictation, transcription, death certificate or amendment, or cases that are past due given any additional assigned completion date for designated tasks, or are awaiting any additional required tasks. 50 The system should allow a manager the ability to assign cases to individual analysts or medical examiners, and review all previously assigned and unassigned work for each discipline. 51 The system should be able to capture and report information on the time between case assignment (or death notification) and various tasks (e.g., dictation, transcription, production of report, death certificate, tech review, admin review, case completion). This time capture needs to be calculated in minutes, hours, and days. 52 The system should allow assignment of priority to work assignments. 53 The system should provide a means for identifying multiple submissions from the same case so the system or manager can assign the additional submissions to the original analyst. 54 The system should provide a listing of all cases assigned to an analyst or Medical Examiner. 55 The system should allow designated users to view designated case information as permitted by system security settings, including analyst(s) assigned, the case status, and completed reports and attachments. 56 The system should provide for entry and updates of trial information including pre-trial conferences, trial scheduling, court appearances and timekeeping, and final disposition. 57 The system should allow the analyst/physician assigned the ability to record completed activities against the work assignment. 58 The system should notify assigned examiner of any updates reports from other sections, new analysis request, and date changes. 59 The system should allow the analyst to record notes into distinct work areas for specific disciplines. 60 The System should allow for narrative reporting by Medical Investigators and Investigative clerks as to the circumstances and scene findings in a case. 61 The system should be able to record and report activities conducted against each section (discipline) or analyst/physician for statistical purposes, including all statistical reporting requirements of the National Association of Medical Examiners. THE ORIGINAL AND FOUR (4) COPIES OF THIS FORM MUST RETURNED WITH PROPOSAL PAGE 13 OF RFP NO

16 Workflow Assignments: 62 The system should alert supervisors to new submission requests. 63 The system should alert designated personnel to open analysis requests with impending deadlines (e.g., court dates, compliance deadlines). 64 The system should allow each examiner to designate their report as ready for technical and administrative review. 65 The system should allow the analyst and/or supervisor the ability to assign available technical and administrative reviews. 66 The system should create electronic analysis worksheets and also be able to create hardcopy working copies to include any data already existing within the system. Does your proposed solution meet or exceed all the requirements listed above? Yes No If yes, provide detailed information as to how your system meets or exceeds the proposed requirements. If no, list exceptions and include your recommendations or alternative solutions. If needed, additional pages maybe included in responses. A response that follows the numbering system in this request is preferred. User Interface: 67 The proposed LIMS should have section dependent data entry screens custom designed for each section of the office. These screens will be developed with the cooperation of the individual section supervisors or their designee. These data entry screens should be flexible to allow authorized personnel the ability to modify their layout and data requirements. 68 The proposed LIMS should make use of an operational area that allows customizing of specific application and user features. 69 The system should allow for administrator customization of TCME setup/configuration, statistical and management reports, discovery packets, report formats, statements that appear on reports, all drop down menus, nomenclature and terminology, unique data elements, and all evidence types. THE ORIGINAL AND FOUR (4) COPIES OF THIS FORM MUST RETURNED WITH PROPOSAL PAGE 14 OF RFP NO

17 User Interface: 70 The application should ensure data be entered only once and immediately accessible to all sub-applications of the application. 71 The application should allow a supervisor/manager to be able to review/approve report data without having to print the report. 72 The application should have a forensic analyst communication log junction that provides a means of maintaining a continuous log of information/comments about a specific laboratory case. The communications log should be associated with a particular case. 73 The system should allow for full-text searches of communications logs. 74 Users and/or system administrators should be able to create and use Hot Key functionality or macros for repeated functions. Does your proposed solution meet or exceed all the requirements listed above? Yes No If yes, provide detailed information as to how your system meets or exceeds the proposed requirements. If no, list exceptions and include your recommendations or alternative solutions. If needed, additional pages maybe included in responses. A response that follows the numbering system in this request is preferred. THE ORIGINAL AND FOUR (4) COPIES OF THIS FORM MUST RETURNED WITH PROPOSAL PAGE 15 OF RFP NO

18 Case Inquiries and Ad Hoc Reporting: 75 The system should have extensive search capabilities, and include as a minimum search by case number or laboratory number, victim or suspect name, offense number, and additional limited parameters as defined by TCME. 76 The system should allow the ability to create ad-hoc (custom) reports (automatic template that users can modify and control). The reports should allow the results to be sorted and printed by various fields. 77 The system should produce standardized reports of the results of analysis performed by analysts. TCME desires that final released reports of analysis be able to be stored within the data base for control and retrieval. 78 The evidence descriptive information captured in the entry form and/or worksheet should be imported into the report. 79 Data generated by laboratory instrumentation should be captured and imported into the report as appropriate. 80 The system should capture electronic data from the instruments listed in Appendix A and others as required by the laboratory. 81 The system should electronically capture data for worksheets and scans or photographs for each discipline. 82 The system should have the ability to lock reports and not allow modifications to the original or closed reports. 83 The system should allow scanned, handwritten analyst or medical examiner notes to be imported or attached. 84 The system should allow the ability to attach external documents to cases PDF s, Images, Docs, Excel spreadsheets, etc. 85 The system should be able to incorporate and exchange data with Microsoft Word, Excel, Access, PowerPoint, Project, Outlook, etc. 86 The system should support writing reports in an off-line mode for later upload to the live system. 87 The system should have secured electronic signature capability. 88 The system should provide a customizable template mechanism for defining report formats from LIMS data, including a freeform report format. THE ORIGINAL AND FOUR (4) COPIES OF THIS FORM MUST RETURNED WITH PROPOSAL PAGE 16 OF RFP NO

19 Case Inquiries and Ad Hoc Reporting: 89 The system should be able to automatically generate statement of results narrative from template based on the tests performed, with the automatically generated narrative revisable by analyst. 90 The system should identifiably mark unapproved reports as drafts when viewed or printed. 91 The system should have the ability to select multiple cases for review and/or approval. 92 The system should be able to generate a discovery selection list itemizing all items and reports available for a case and then, once the desired items have been identified on the selection list, generate a discovery packet containing all reports relevant to the selected items. In addition to any printed format, the system should be able to generate an electronic form including electronic data files as designated suitable for duplication on computer disk storage media. The system should maintain a record of the entity requesting and provided the packet including an inventory of the items provided and the ability to record acceptance by a recipient electronically (to the system) by digital signature as well as a hardcopy form (if necessary). 93 The LIMS should provide web based reporting capabilities with added ability to push data results to PCs, networks, Smartphones, and PDAs. 94 The system should offer the capability for law enforcement agencies to remotely check their case status and run reports via the web. Does your proposed solution meet or exceed all the requirements listed above? Yes No If yes, provide detailed information as to how your system meets or exceeds the proposed requirements. If no, list exceptions and include your recommendations or alternative solutions. If needed, additional pages maybe included in responses. A response that follows the numbering system in this request is preferred. THE ORIGINAL AND FOUR (4) COPIES OF THIS FORM MUST RETURNED WITH PROPOSAL PAGE 17 OF RFP NO

20 Management and Quality Assurance: 95 The system should provide the capability to manage the chemical drug standard inventory and the firearms reference collection. 96 It should also manage the inventory of equipment, firearms ammunition, reagents, and testing materials to manage the location and status of materials, and to predict shortage and schedule orders. 97 The system should have the ability to perform inventory updates and to produce nonconformity reports for each non-conforming supply. 98 The application should have the ability to monitor reagent and chemical expirations as well as calibration standards. 99 The inventory should provide a database for supplier names and contact information to link to the inventory source field. 100 The application should have the ability to capture and store instrument calibration and control data as part of the QA associated with the case record. 101 The system should correlate reagents listed on the electronic worksheets to reagents listed in the QA records. The system should confirm the reagent suitability with the inventory information and alert the user if it appears invalid. 102 The inventory should allow for tracking user created items created from a set of supply items, associating their lot or inventory numbers with the user-created item, with similar tracking information specifically for the user-created item. 103 The system should alert the analyst of the use of an outdated reagent or out of calibration instrument. 104 The system should allow users to perform batch instrumental analysis of samples in drug chemistry, DNA, and toxicology. The system should allow batching of samples from various cases and their associated quality control samples. The system should create a run sheet of samples selected from various cases and carry it through all analytical steps therefore eliminating redundant manual entries of sample information. THE ORIGINAL AND FOUR (4) COPIES OF THIS FORM MUST RETURNED WITH PROPOSAL PAGE 18 OF RFP NO

21 Does your proposed solution meet or exceed all the requirements listed above? Yes No If yes, provide detailed information as to how your system meets or exceeds the proposed requirements. If no, list exceptions and include your recommendations or alternative solutions. If needed, additional pages maybe included in responses. A response that follows the numbering system in this request is preferred. System Administration, Security, and Audit: 105 The system should allow the development of custom screens, applications, and reports by the system administrator and/or service provider. 106 The system should provide the capability to maintain lookup tables and selection list for data entry. Examples include submitting agencies, facilities, drugs, weapons, etc. 107 The system should provide the ability to modify and delete information by administrator. 108 The system should provide the capability to define and maintain user records, including staff name, laboratory assignments, user account, and password creation and reset. 109 The system should have a hierarchal security structure. This will allow a progressively narrower access to the functional areas starting with a broad access by the system administrator and narrowing to a much defined access by an end-user application. 110 The system should ensure proper user identification based on defined roles. Proposer should describe the application security structure. 111 The system should implement security measures that ensure that only appropriate application functionality should be provided to users with associated privileges. The privileges should be established by the designated TCME System Administrators. 112 The system should implement security measures that ensure that users should have access only to data for which they have appropriate privileges. The privileges should be established by the designated TCME System Administrators. THE ORIGINAL AND FOUR (4) COPIES OF THIS FORM MUST RETURNED WITH PROPOSAL PAGE 19 OF RFP NO

22 System Administration, Security, and Audit: 113 Whenever a database record is modified, the system should log the information that is being changed and by whom (date, time, and logged-on operator), prompt for a reason for change and from what application/function or program. This is referred to as an audit log. The ability to archive the audit log should be preserved and the system should have a feature for appropriate personnel to review the audit logs. The audit trail should not be able to be deactivated by any user or administrator. 114 The system should provide the capability to output the audit log to the screen and/or printer. 115 The system should be able to demonstrate the ability to conform to equipment, software, data, security and functional requirements identified by the ISO requirements and the current ASCLD/LAB International Supplemental Requirements document. 116 The contractor should implement security measures, in compliance with Federal Guidelines as stated in the Criminal Justice Information Services (CJIS) Security Policy, to ensure that data transmission, processing, and storage are secure. 117 Per ISO/IEC 17025/2005, the LIMS should provide the ability to backup records stored electronically and to prevent unauthorized access to or amendment of these records. 118 Per ISO/IEC 17025/2005, the LIMS should provide an audit trail. 119 Per ISO/IEC 17025/2005, in the case of records stored electronically, measures should be taken to avoid loss or change of original data. 120 The system should have the capability of offering different levels of access, for example, intake, administrator, reviewer, data entry, reports, and discovery packet download. 121 The system should be capable of supporting users/agencies from multiple jurisdictions and should allow for multi-role user access. 122 The system should have an account lock mechanism on failed logon attempts at a threshold set by the System Administrator. 123 The System Administrator should be able to set password expiration timeouts. 124 The system should provide a configurable automatic lockout time based on keyboard or mouse inactivity and requiring user authentication or administrative override to unlock or exit. 125 All privileged access to the system should require individualized user authentication with historical logs of accesses (including failed access attempts) for auditing. THE ORIGINAL AND FOUR (4) COPIES OF THIS FORM MUST RETURNED WITH PROPOSAL PAGE 20 OF RFP NO

23 Does your proposed solution meet or exceed all the requirements listed above? Yes No If yes, provide detailed information as to how your system meets or exceeds the proposed requirements. If no, list exceptions and include your recommendations or alternative solutions. If needed, additional pages maybe included in responses. A response that follows the numbering system in this request is preferred. Document Delivery System: 126 The system should provide a secure document delivery system for finished reports as well as options for customers to determine case status, submit rush requests and provide for case cancellation notification. 127 The system should use a delivery system utilizing push technology (e.g. ) for notification of case completion and pull technology (web delivery) of the analysis report (e.g. read/print only). Does your proposed solution meet or exceed all the requirements listed above? Yes No If yes, provide detailed information as to how your system meets or exceeds the proposed requirements. If no, list exceptions and include your recommendations or alternative solutions. If needed, additional pages maybe included in responses. A response that follows the numbering system in this request is preferred. THE ORIGINAL AND FOUR (4) COPIES OF THIS FORM MUST RETURNED WITH PROPOSAL PAGE 21 OF RFP NO

24 System Performance: 128 The vendor should ensure that the system provides timely responses to inquiries. The vendor should provide a list of standard inquiries/transactions available through the proposed system with associated response times. 129 The system should support simultaneous users without significant degradation of the system performance as users are incrementally added. Does your proposed solution meet or exceed all the requirements listed above? Yes No If yes, provide detailed information as to how your system meets or exceeds the proposed requirements. If no, list exceptions and include your recommendations or alternative solutions. If needed, additional pages maybe included in responses. A response that follows the numbering system in this request is preferred. Architecture: 130 The vendor should be a Microsoft Gold Certified ISV with the ability to ensure the deliverable LIMS application has been fully tested and certified by Microsoft and VeriTest to substantiate quality and performance. 131 The system should integrate with the Microsoft Office suite and integration to facilitate the internal workflow. 132 The system should be tightly integrated (i.e. participants and contributors) to Microsoft s Worldwide Public Safety Initiative. 133 The system should operate in the latest version of Microsoft SQL Server. 134 The system should use the existing local and wide area networks. 135 The system should be able to support a server inside the TCIT firewall and application authentication for outside entities accomplished through ISA (Internet Security and Acceleration). 136 The vendor s client software should be compatible with both Windows 7 Professional and XP Professional Service Pack 3, and should utilize MS Active Directory for a single logon experience to both the workstation and the LIMS. THE ORIGINAL AND FOUR (4) COPIES OF THIS FORM MUST RETURNED WITH PROPOSAL PAGE 22 OF RFP NO

25 Architecture: 137 The system should provide always-on automatic, configurable data archiving capabilities to ensure optimal system performance. 138 The vendor should propose a centralized architecture capable of handling the expected volume of cases with minimum impact on overall performance. 139 The vendor should provide hardware and storage recommendations for the LIMS system they are bidding (i.e., servers, barcode scanners, barcode printers, fingerprint readers, workstations and other endpoint devices, etc.). 140 The baseline system should provide key security and data exchange capabilities. 141 The LIMS should run Unattended once installed (i.e. operational efficiency needs to be achieved through an installation that is updated via Click-Once software development and distribution techniques). Note: Once the initial software installation has taken place, all future updates and upgrades should be performed automatically. 142 The platform should integrate workflows with information management in order to create and replicate forms, provide formatted and customizable reports, and handle bar-coding equipment. 143 The vendor should be responsible for converting and migrating TCME s existing data into the proposed system. Two databases exist, one current and one older. Migration of the first, a.net SQL database, is required. Migration of the second, a IMS mainframe database, is desirable. 144 The vendor should describe the participation required from the TCME and TCIT for conversion of both databases, and the migration steps, techniques, and conversion tools to be used. 145 The LIMS should include a user friendly, intuitive Graphical User Interface to provide end users the ability to create and modify worksheets. 146 The system should allow for electronic signature capture capability. 147 The system should implement a backup scheme that includes configurable back-up intervals with at least one off-site backup that can be used to restore the system to a replacement platform in the event of catastrophic failure or damage to the primary host system. 148 The platform should integrate workflows with information management in order to create and replicate forms, provide customizable reports, and handle bar-coding equipment. 149 The LIMS application should have the capability to deliver integrated and standalone object repositories to allow for digital data storage (photos, text, video, etc.) with integration to the LIMS platform. THE ORIGINAL AND FOUR (4) COPIES OF THIS FORM MUST RETURNED WITH PROPOSAL PAGE 23 OF RFP NO

26 Does your proposed solution meet or exceed all the requirements listed above? Yes No If yes, provide detailed information as to how your system meets or exceeds the proposed requirements. If no, list exceptions and include your recommendations or alternative solutions. If needed, additional pages maybe included in responses. A response that follows the numbering system in this request is preferred. User and Software Licenses: 150 The system should have the capacity to support a minimum of 100 named users with an estimated 60 simultaneous users during peak periods. 151 As a requirement of the support and maintenance, the vendor should provide software updates at no additional cost. 152 The vendor should supply licensing terms and conditions. Does your proposed solution meet or exceed all the requirements listed above? Yes No If yes, provide detailed information as to how your system meets or exceeds the proposed requirements. If no, list exceptions and include your recommendations or alternative solutions. If needed, additional pages maybe included in responses. A response that follows the numbering system in this request is preferred. THE ORIGINAL AND FOUR (4) COPIES OF THIS FORM MUST RETURNED WITH PROPOSAL PAGE 24 OF RFP NO

27 Proposed Project Schedule: 153 The vendor should provide a timeline for the project including the software customization, data migration, functionality testing, training, and implementation up to the point of acceptance. 154 The start of this timeline will begin at the date the contract is awarded and should not exceed 10 months from that date. Does your proposed solution meet or exceed all the requirements listed above? Yes No If yes, provide detailed information as to how your system meets or exceeds the proposed requirements. If no, list exceptions and include your recommendations or alternative solutions. If needed, additional pages maybe included in responses. A response that follows the numbering system in this request is preferred. Project Management: 155 Vendors should submit a Project Management Plan (PMP) with the initial proposal. TCME will work with the selected vendor to refine the PMP. 156 The vendor should appoint a Project Manager (PM). The vendor s PM should work fulltime throughout the life of the project. The vendor s PM should have authority to make managerial and technical decisions concerning the project. The vendor s PM should serve as the primary point of interface between the vendor and TCME. Communications between the Vendor and TCME should be coordinated with the vendor s PM. 157 TCME reserves the right to require the vendor to replace the Project Manager at any time. TCME should give the vendor a ten (10) work day notice if it desires to have the PM replaced. Such notice should contain TCME s explanation for PM replacement for the vendor to assess the appropriate action and find a suitable replacement. 158 The Project Management Plan may be changed only by written agreement by the Vendor and the TCME. For each change, a Project Change Request form should be prepared. THE ORIGINAL AND FOUR (4) COPIES OF THIS FORM MUST RETURNED WITH PROPOSAL PAGE 25 OF RFP NO

28 Project Management: 159 Vendor should assist TCME in implementing a Communication Plan (CP). The Communication Plan should be used to guide communication between the vendor and TCME. Does your proposed solution meet or exceed all the requirements listed above? Yes No If yes, provide detailed information as to how your system meets or exceeds the proposed requirements. If no, list exceptions and include your recommendations or alternative solutions. If needed, additional pages maybe included in responses. A response that follows the numbering system in this request is preferred. Test Strategy and Plan: 160 The vendor should provide a test strategy and plan with the proposal. TCME will work with the selected vendor to refine the testing plan. 161 The system should support a test environment that is separate from the production environment. 162 The test strategy should propose in detail the testing approach recommended by the vendor. 163 The test plan should detail all the system processes and have a comprehensive test script for each process. 164 The test plan should include a stress test to measure the performance of the system and to establish a baseline. 165 TCME reserves the right to conduct its own test(s) independent of any testing performed by the vendor. 166 The system acceptance will be determined solely by TCME s testing. THE ORIGINAL AND FOUR (4) COPIES OF THIS FORM MUST RETURNED WITH PROPOSAL PAGE 26 OF RFP NO

29 Does your proposed solution meet or exceed all the requirements listed above? Yes No If yes, provide detailed information as to how your system meets or exceeds the proposed requirements. If no, list exceptions and include your recommendations or alternative solutions. If needed, additional pages maybe included in responses. A response that follows the numbering system in this request is preferred. Transition and Implementation: 167 The vendor should provide a plan for transitioning from the current system to proposed system operational mode. The plan should include a time line for each step. 168 The vendor should provide a detailed implementation plan that describes how the system will be put into production. 169 The vendor should assume all operational and specified support responsibility for the life of contract from time of acceptance by TCME provided all maintenance fees are paid and current. 170 The vendor should provide support personnel on site, as appropriate, who have been previously subjected to a TCME background check, to assist TCME in the transition to the new system. Does your proposed solution meet or exceed all the requirements listed above? Yes No If yes, provide detailed information as to how your system meets or exceeds the proposed requirements. If no, list exceptions and include your recommendations or alternative solutions. If needed, additional pages maybe included in responses. A response that follows the numbering system in this request is preferred. THE ORIGINAL AND FOUR (4) COPIES OF THIS FORM MUST RETURNED WITH PROPOSAL PAGE 27 OF RFP NO

30 Inspection and Acceptance: 171 The vendor should notify the TCME s Project Manager in writing when the System is ready for the TCME s testing and acceptance. This will be done by delivering to TCME s Project Manager a signed Certificate of Acceptance. 172 Using the test plans described within the Test Strategy and Plan section above, TCME will test the system. If TCME identifies deficiencies in the system, TCME s Project Manager will provide the Vendor with written notice of the deficiencies. The Vendor should correct the deficiencies at no additional charge, during a period acceptable to the Department. If TCME requires additional time to review the System, TCME s Project Manager should notify the Vendor in writing. 173 If, in TCME s sole opinion, deficiencies continue to exist in the System after the corrective action period, TCME may terminate the contract or negotiate an equitable adjustment. 174 When the TCME is satisfied with the System, TCME s Project Manager will sign the Certificate of Acceptance for the System. Does your proposed solution meet or exceed all the requirements listed above? Yes No If yes, provide detailed information as to how your system meets or exceeds the proposed requirements. If no, list exceptions and include your recommendations or alternative solutions. If needed, additional pages maybe included in responses. A response that follows the numbering system in this request is preferred. Training: 175 The Vendor should provide LIMS-specific oriented training classes. The LIMS-specific training classes should be for a minimum of seven (7) categories of users: System Administrators/Department Heads Pathologists Laboratory Technical Leads Medical Investigators and Investigative Clerks Forensic Analysts Administrative/Clerical Support Morgue and Evidence staff THE ORIGINAL AND FOUR (4) COPIES OF THIS FORM MUST RETURNED WITH PROPOSAL PAGE 28 OF RFP NO

31 Training: 176 The Vendor should provide an estimated timeframe for conducting training for this type of environment. 177 The Vendor should prepare and provide how-to-guides, quick reference cards, and other reference materials. 178 The system should provide on-line help screens. 179 The system should provide an on-line tutorial detailing business processing. Does your proposed solution meet or exceed all the requirements listed above? Yes No If yes, provide detailed information as to how your system meets or exceeds the proposed requirements. If no, list exceptions and include your recommendations or alternative solutions. If needed, additional pages maybe included in responses. A response that follows the numbering system in this request is preferred. System Support: 180 The vendor should provide a help desk available, at a minimum, 8:00 am to 5:00 pm, Monday-Friday for the service provided. 181 The vendor should provide a 24hr/365day customer care portal to receive, track, and manage all customer service issues. 182 The vendor should provide customer and technical support with professionals available to answer questions, document comments/suggestions, and provide technical or administrative information regarding the system. 183 The vendor should submit a plan with the proposal detailing proposed levels of response based on problem severity, normal business vs. off-hours response time, and resolution time for all problems identified by TCME. 184 The vendor should submit with the proposal a documentation of the average response time and resolution time for all system issues identified for current customers within the last 60 days. THE ORIGINAL AND FOUR (4) COPIES OF THIS FORM MUST RETURNED WITH PROPOSAL PAGE 29 OF RFP NO

32 System Support: 185 Any service support contract should provide free bug fixes and product upgrades, as well a preventative maintenance. 186 The service support contract should provide discounted access to new product modules. 187 Annual maintenance and support costs will not be incurred by TCME until TCME has accepted the system and is operating live. Does your proposed solution meet or exceed all the requirements listed above? Yes No If yes, provide detailed information as to how your system meets or exceeds the proposed requirements. If no, list exceptions and include your recommendations or alternative solutions. If needed, additional pages maybe included in responses. A response that follows the numbering system in this request is preferred. THE ORIGINAL AND FOUR (4) COPIES OF THIS FORM MUST RETURNED WITH PROPOSAL PAGE 30 OF RFP NO

33 V. VENDOR QUALIFICATIONS A. General Requirements 1. Tarrant County is seeking an experienced provider of LIMS software for a medical examiner s office. A Respondent is any individual, organization, or team eligible to respond to this RFP. A Respondent s response will be called a Proposal. A firm responding to this RFP will be referred to as a Respondent. A Respondent selected to provide the services described in this RFP will be referred to as the Contractor. 2. The responses will be evaluated in accordance with predetermined criteria, with clarifications and best and final offers, as the County deems necessary. All Respondents are advised to begin preparation of their responses immediately, as the requirements of this RFP are complex and must be responded to carefully. 3. The Respondent must demonstrate to the sole satisfaction of the County that the Vendor can successfully deliver services of the type and scope set forth in this RFP. The Vendor should provide a resume for each proposed Project Team member that clearly demonstrates technical and subject matter expertise required by this RFP. VI. CONTRACT REQUIREMENTS A. The Contract for the LIMS will be deliverable-based using a fixed fee pricing model. B. The terms and conditions of the Statement of Work and Contract will be fully negotiated. C. The vendor should conduct a weekly client review session and provide written status reports that indicate progress against deliverables. D. The financial proposal must include all costs as indicated in the Proposed Financial Response Form. E. Tarrant County expects the contract to begin in November VII. PROPOSAL SUBMISSIONS Proposals should be submitted with the information placed in the following order and divided into sections: A. Section 1 Vendor s Qualifications and Experience 1. Executive Summary - This section should be limited to a brief narrative highlighting company s background and experience. Narrative should clearly demonstrate compliance with vendor qualifications listed in the RFP specifications. Include length of time the company has been in business and provide examples of past projects. PAGE 31 OF RFP NO

34 2. Company s Financial Response This section should contain information on a Vendor s financial stability, capability and viability. Respondent must demonstrate financial stability and viability to the sole satisfaction of the County. This section shall include the following documentation: a. A current Financial Statement that has been prepared no more than six months prior to the date of submission of the Proposal. b. Three (3) most recent annual audits or independently reviewed financial statements, and the most recent quarterly statement. c. For each key subcontractor proposed by Respondent, if any, furnish the most recent annual financial statement and the most recent quarterly statement. B. Section 2 - Project Approach and Management 1. Project Solution This section should contain a narrative that clearly demonstrates the Vendor s approach toward meeting the goals and objectives of this RFP. This section should address how each specific requirement of the RFP will be met by the proposed solution. Further, any desirable features of this approach should also be explained. Clarity of description of the proposed solution is the aim and, therefore, use of product boilerplate and marketing releases throughout this section is discouraged. 2. Project Management This section should contain a brief description of how the Vendor proposes to successfully manage this project. The Vendor should include a description of how the project team will be structured, its roles and responsibilities, location within the company s organizational framework and chain of command. Brief two page resumes of the Vendor staff assigned to this project along with their assignment are to be included in this section. Since Vendor staff experience and knowledge are a vital component of project success, Tarrant County expects and requires that resumes submitted are for staff actually assigned to the project. 3. Technical Response This section should set forth the proposed technical solution in response to this RFP. The Vendor must demonstrate to the sole satisfaction of Tarrant County that the Vendor can successfully deliver services of the type and scope set forth in this RFP. The Vendor should provide a preliminary Statement of Work that describes products to be delivered and the work to be performed by the Vendor during this engagement. Include responses to the Systems Requirements Checklist (located in Section IV). 4. Impact on Information Technology Departments - Performance of this LIMS project cannot be completed without consultation with the IT departments. At the very least, this will include Communications, Database, Security, Servers, Development Support, and Enterprise Support. An estimate should be provided of the time that will be required with each IT department. PAGE 32 OF RFP NO

35 5. Include responses to the Systems Requirements (located in Section IV), in this section. C. Section 3 - References 1. Submit three (3) vendor references, other than Tarrant County, who can verify your performance as a vendor. D. Section 4 - Cost Proposal 1. Proposed Financial Response Form should be placed in a separate, sealed envelope and clearly marked with the respondent s name and RFP number. Sealed envelope with cost proposal should be included in envelope/box with proposals for shipping. 2. The Cost Proposal must set forth all costs associated with the proposed response to this RFP. Any contract signed will be a fixed cost contract. 3. Include first year annual system maintenance fees, license fees and other costs and projected costs for five (5) years. 4. Funding for the first two years of this project is from grant awards and is allocated as follows: Client User Licenses $ 80,000 Year 1 User license support $ 17,600 Year 2 User license support $ 16,648 Software (Application) Licenses $103,500 Year 1 Software Maintenance and Support $ 22,770 Year 2 Software Maintenance and Support $ 20,493 Consultant Services $ 78,000 E. Section 5 Vendor Contract 1. Respondents are to include one (1) original of any or all vendor-required contracts (i.e., purchase contract, lease/purchase contract, maintenance contract, license contract, etc) in their proposal response. Respondent should ensure that ALL applicable contracts are included with their bid response, and that ONLY applicable contracts are included. Failure to provide contracts as instructed or to cause an unnecessary and untimely delay in getting contracts reviewed and signed may result in the rejection of the proposal. 2. During the evaluation process (and prior to making an award recommendation), the Respondent(s) who appear successful in their proposal will have their contracts subjected to review by Tarrant County s District Attorney s office. PAGE 33 OF RFP NO

36 3. Following this review, the Respondent should incorporate any necessary changes or addenda into the contracts and quickly provide four (4) signed originals to Tarrant County for the County Judge to sign in the Commissioners Court when a contract award is made. Once award has been made, and the County Judge has signed the contracts, one (1) complete set will be returned to the Respondent by Tarrant County. Failure of the Respondent to provide ALL applicable contracts in a timely and orderly manner may jeopardize award recommendation. F. Section 6 Required Forms 1. Proposal Signature Form, with signature 2. Certificate of Eligibility, with signature 3. Addendum Cover page, with signature (if applicable) 4. Deficiencies and Deviations Form 5. Insurance Certificates 6. Form for Disadvantaged Business Enterprises (if applicable) 7. HUB Certifications (if applicable) 8. Subcontractor Forms (if applicable) 9. Systems Requirements Check list VIII. ALTERNATE APPROACHES A. If Respondent wishes to propose a business offering which incorporates different primary business partners, Respondent must submit separate Proposals incorporating each proposed project team. B. If Respondent wishes to submit multiple project approaches or solution(s) using the same proposed project team, Respondent may submit alternative solutions within a single Proposal provided that each alternative solution must independently and completely satisfy the mandatory requirements of this RFP on its own merits. The intention of allowing alternative solutions is to consider all business solutions for evaluation and award based solely upon the best interests of the County. The County is under no obligation to consider alternative approaches. IX. SUBCONTRACTOR(S) DECLARATION A. Use of subcontractors for this project is subject to the provisions of this RFP. If subcontractors are proposed for this contract, including wholly owned corporate subsidiaries, the Proposal shall include a description of all proposed subcontractors on the forms set forth in Subcontractor(s) Declaration (Pages 47 and 48). PAGE 34 OF RFP NO

37 X. PROPOSAL EVALUATION AND AWARD A. Approach 1. The Tarrant County Purchasing Department will guide the evaluation of the responses received. An Evaluation Committee will be established to evaluate and score the submitted Proposals. The Evaluation Committee may consist of representatives from various County Departments. 2. The County reserves the right at its sole determination to include additional Department(s), Employee(s), or Contractor(s) in the evaluation of proposals, as the County deems necessary. 3. The County reserves the right at its sole discretion to determine the process for proposal evaluation and may elect to accelerate the evaluation process by combining or eliminating evaluation phases, if it is deemed in the public interest to do so. B. Evaluation Criteria The following criteria will be used determine the ranking of the proposals: 1. Project approach and management : points a. Ability to provide a LIMS project within the lifecycle of the supporting grant, ending September 30, 2012 b. Timeline or milestone schedules c. Proposed mechanism for legacy data migration and test environment d. Proposed training and system support 2. Cost: points a. Cost of system/services within the allocated grant budget 3. Company background/history: points a. Length of time in business, including the length of time the company has been providing services to forensic laboratories and Medical Examiner Facilities b. Listing of current/pending installations, including the number of licensed users c. Any material (including letters of support) indicating current capabilities and past performance in meeting implementation deadlines d. Response of references PAGE 35 OF RFP NO

38 4. Proposed System and Technical Solution: points a. Proposed solution fits the business needs of the TCME b. Comprehensiveness and organization of proposal c. Understanding of the project d. Proposed technical solution is compatible with Tarrant County and TCME existing systems D. Evaluation of Cost Proposal 1. Cost Proposals will be scored using the following formula: (Lowest Cost Proposal / Vendor Cost Proposal) x 30. Maximum Cost Proposal Points: 30 points E. Product Demonstration 1. The vendors with highest initial scores may be invited to provide a demonstration of proposed system to the Evaluation Committee to be conducted within ten (10) days of vendor notification of request. Demonstration may be in person or via virtual meeting environment. Demonstrations will last no longer than three (3) hours. 2. A script will be provided, and is anticipated to include at a minimum the following: a. Demonstrate the basic operation and user interface of the system for entering and tracking both Medical Examiner and Forensic Laboratory casework. b. Demonstrate management tools for assignment and tracking of workflows and for statistical reporting, including ad hoc reporting. c. Demonstrate any encoding features beyond basic cause and manner of death encoding (e.g., firearm-related death, gauge or caliber of weapon involved in death, organ system involvement, etc.). d. Demonstrate any instrument integration and batch reporting functions, taking a case through both a) DNA analysis and b) toxicology analysis, including integration of any instrument data into a preconfigured report template. e. Demonstrate any features allowing access to the system by outside entities, including pre-logging of evidence by law enforcement and tracking of casework by the District Attorney s office. 3. Scoring of the demonstrations will be based on the same criteria used for the initial ranking. The demonstration score for these vendors will override the initial ranking score. PAGE 36 OF RFP NO

39 4. Tarrant County reserves the right at its sole discretion to determine if oral presentation(s) are in the best interest of the County. Tarrant County is under no obligation to request demonstrations. F. Best and Final Offer (BAFO) 1. The Proposals with the highest scores may be invited to prepare a Best and Final Offer for consideration by the Evaluation Committee. 2. Tarrant County reserves the right at its sole discretion to determine if pursuing BAFO(s) is in the best interest of the County. The County is under no obligation to pursue BAFO(s). 3. In the event, the County elects not to pursue BAFO(s); Contract Negotiation will be conducted based on the Final Rankings previously described. G. Contract Negotiation 1. The Tarrant County Purchasing Department may conduct Contract Negotiations along with representatives from Medical Examiner s Office, District Attorney and Information Technology Departments. 2. The County reserves the right at its sole discretion to determine if a pursuing Contract Negotiation is in the best interest of the County. The County is under no obligation to pursue Contract Negotiation. XII. INDUCEMENTS A. Tarrant County submits this RFP setting forth certain information regarding the objectives of implementation of the LIMS and Tarrant County s desire to mitigate risk throughout the life of this Project by using expert vendor services. Therefore, Tarrant County will consider the Respondent s response to this RFP all representations contained in the Proposal, presentations, other printed material, correspondence, discussions, and reliance upon the expertise of the Respondent(s) in performing similar activities for entities such as Tarrant County. Tarrant County accepts these representations as inducements to enter into a mutually beneficial relationship with the Respondent(s) under the terms and conditions of this RFP. PAGE 37 OF RFP NO

40 I. POLICY STATEMENT TARRANT COUNTY HISTORICALLY UNDERUTILIZED BUSINESSES (HUB) POLICY The Tarrant County Commissioners Court, being the policy development and budgetary control unit of county government, will strive to ensure that all businesses, regardless of size, economic, social or ethnic status have an equal opportunity to participate in the County s procurement processes. The County is committed to promote full and equal business opportunity for all businesses to supply the goods and services needed to support the mission and operations of county government, and seeks to encourage the use of certified historically underutilized businesses (HUBs) through the use of race, ethnic and gender neutral means. It is the policy of Tarrant County to involve certified HUBs to the greatest extent feasible in the County s procurement of goods, equipment, services and construction projects while maintaining competition and quality of work standards. The County affirms the good faith efforts of firms who recognize and practice similar business standards. II. DEFINITIONS Historically underutilized businesses (HUBs), also know as a disadvantaged business enterprise (DBE), are generally business enterprises at least 51% of which is owned and the management and daily business operations are controlled by one or more persons who is/are socially and economically disadvantaged because of his or her identification as a member of certain groups, including women, Black Americans, Mexican Americans and other Americans of Hispanic origin, Asian Americans and American Indians. Certified HUBs includes business enterprises that meet the definition of a HUB and who meet the certification requirements of certification agencies recognized by Tarrant County. Businesses include firms, corporations, sole proprietorships, vendors, suppliers, contractors, subcontractors, professionals and other similar references when referring to a business that provides goods and/or services regardless of the commodity category. Tarrant County: Historically Underutilized Business Policy Page 1 of 4 PAGE 38 OF RFP NO

41 Statutory bid limit refers to the Texas Local Government Code provision that requires competitive bidding for many items valued at greater than $25,000. III. POLICY GUIDELINES A. Tarrant County, its contractors, their subcontractors and suppliers, as well as all vendors of goods, equipment and services, shall not discriminate on the basis of race, color, creed, gender, age, religion, national origin, citizenship, mental or physical disability, veteran s status or political affiliation in the award and/or performance of contracts. All entities doing business or anticipating doing business with the County shall support, encourage and implement affirmative steps toward a common goal of establishing equal opportunity for all citizens and businesses of the county. B. Tarrant County will use and recognize the State of Texas certification process in conjunction with the implementation of this policy. The County may recognize other agencies certification processes recognized by the State of Texas. Tarrant County reserves the right to review the certification status of any vendor applying to do business with the County. This review will be accomplished to determine the validity and authenticity of the vendor s certification as a HUB. C. The Commissioners Court may establish HUB target goals. Through a systematic approach of soliciting quotes, bids and proposals from certified HUBs and in compliance with applicable state and federal law this policy will strive to meet those goals. 1. Target goals should consider: the availability of HUB firms within the specific category of goods or services to be procured; and the diversity of the county s population. 2. The goals should be reviewed and amended periodically. 3. The program may apply to all County procurements including construction and professional services. 4. Particular attention will be given to HUB participation on purchases in excess of the statutory bid limit. 5. The Commissioners Court herein establishes a 20% good faith target goal for Tarrant County. Tarrant County: Historically Underutilized Business Policy Page 2 of 4 PAGE 39 OF RFP NO

42 D. Tarrant County will actively seek and encourage HUBs to participate in all facets of the procurement process by: 1. Continuing to increase and monitor a database of certified HUB vendors, professionals and contractors. The database will be expanded to include products, areas of expertise and capabilities of each HUB firm. 2. Continuing to seek new communication links with HUB vendors, professionals and contactors to involve them in the procurement process. 3. Continuing to advertise bids on the County s website and in newspapers including newspapers that target socially and economically disadvantaged communities. 4. Continuing to provide copies of bid specifications to minority Chambers of Commerce. E. As prescribed by law, the purchase of one or more items costing in excess of the statutory bid limit must comply with the competitive bid process. Where possible, those bids will be structured to include and encourage the participation of HUB firms in the procurement process by: 1. Division of proposed requisitions into reasonable lots in keeping with industry standards and competitive bid requirements. 2. Where feasible, assessment of bond and insurance requirements and the designing of such requirements to reasonably permit more than one business to perform the work. 3. Specification of reasonable, realistic delivery schedules consistent with the County s actual requirements. 4. Specifications, terms and conditions reflecting the County s actual requirements are clearly stated, and do not impose unreasonable or unnecessary contract requirements. F. A HUB Policy statement shall be included in all specifications. The County will consider the bidder s responsiveness to the HUB Policy in the evaluation of bids and proposals. Failure to demonstrate a good faith effort to comply with the County s HUB policy may result in a bid or proposal being considered nonresponsive to specifications. G. The Purchasing Department will actively seek the participation of HUB firms in the quotation process for purchases under the statutory bid limit. HUB firms will be identified on the computerized database and linked to the commodities they represent. Buyers will be encouraged to use available internal and external databases of certified HUB firms. Tarrant County: Historically Underutilized Business Policy Page 3 of 4 PAGE 40 OF RFP NO

43 H. Nothing in this policy shall be construed to require the County to award a contract other than to the lowest responsive bidder as required by law. This policy is narrowly tailored in accordance with applicable law. IV. ADMINISTRATIVE GUIDELINES A. The Purchasing Department shall serve as the County s HUB Office with responsibility for the implementation, monitoring and general operations of the HUB policy. The Purchasing Agent shall serve as the County HUB Officer. 1. The HUB Officer will establish procedures to implement this policy across the full spectrum of the procurement process. The County HUB Office will periodically review with department head and elected officials regarding procurement opportunities. 2. Managing the policy and training buyers and other County personnel in order to meet County goals will be the responsibility of the HUB Office. 3. The HUB Office will cooperate with other local government entities to increase HUB participation throughout the county and region. The HUB Office is encouraged to participate in educational and other outreach programs to assist HUB firms. 4. The HUB Officer will receive and review complaints and recommendations regarding the implementation of the HUB Policy and the good faith efforts of bidders. Further, the HUB Office will audit for compliance to the HUB Policy on eligible projects after award, during the performance of the contract and after completion, while also making any recommendations to Commissioners Court regarding any irregularities or misrepresentation of facts as they relate to compliance with the policy. The HUB Office will review documentation submitted by HUB firms in compliance with this policy. 5. An annual report along with recommendations shall be provided to the Commissioners Court and Purchasing Board. The annual report will provide statistical data and efforts reflected in the number of purchase orders, value of goods and services purchased, percentages to HUB firms, and outreach and marketing efforts. Other statistics may be required or requested by the Commissioners Court or Purchasing Board. 510 Historically Underutilized Businesses Policy Adopted: Court Order (December 17, 1990) Amended: Court Order (December 7, 1993) Amended: Court Order (December 28, 2006) Tarrant County: Historically Underutilized Business Policy Page 4 of 4 PAGE 41 OF RFP NO

44 FOR DISADVANTAGED BUSINESS ENTERPRISES ONLY Disadvantaged Business Enterprises (DBE) are encouraged to participate in Tarrant County's bid process. The Purchasing Department will provide additional clarification of specifications, assistance with Bid Proposal Forms, and further explanation of bidding procedures to those DBEs who request it. Representatives from DBE companies should identify themselves as such and submit a copy of the Certification. The County recognizes the certifications of both the State of Texas General Services Commission HUB Program and the North Central Texas Regional Certification Agency. All companies seeking information concerning DBE certification are urged to contact. Texas Building and Procurement Commission North Central Texas Statewide HUB Program Regional Certification Agency 1711 Jacinto Blvd. 624 Six Flags Drive, Suite 216 PO Box OR Arlington, TX Austin, TX (817) (512) If your company is already certified, attach a copy of your certification to this form and return with proposal. COMPANY NAME: REPRESENTATIVE: ADDRESS: CITY, STATE, ZIP: TELEPHONE NO. FAX NO. Indicate all that apply: Minority-Owned Business Enterprise Women-Owned Business Enterprise Disadvantaged Business Enterprise PAGE 42 OF RFP NO

45 VENDOR REFERENCES Please list three (3) references, other than Tarrant County, who can verify your performance as a vendor. Performance includes but shall not be limited to, sales and/or services, delivery, invoicing, and other items as may be required for Tarrant County to determine your firm s ability to provide the intended goods or service of this RFP. The County prefers references to be from customers for whom your firm has provided the same items (sales and/or services) as those specified in this RFP. Inaccurate, obsolete or negative responses from the listed references could result in rejection of your proposal. REFERENCE ONE GOVERNMENT/COMPANY NAME: ADDRESS: CONTACT PERSON AND TITLE: TELEPHONE NUMBER: ADDRESS: SCOPE OF WORK: CONTRACT PERIOD: REFERENCE TWO GOVERNMENT/COMPANY NAME: ADDRESS: CONTACT PERSON AND TITLE: TELEPHONE NUMBER: ADDRESS: SCOPE OF WORK: CONTRACT PERIOD: REFERENCE THREE GOVERNMENT/COMPANY NAME: ADDRESS: CONTACT PERSON AND TITLE: TELEPHONE NUMBER: ADDRESS: SCOPE OF WORK: CONTRACT PERIOD: THE ORIGINAL AND FOUR (4) COPIES OF THIS FORM MUST BE RETURNED WITH PROPOSAL! PAGE 43 OF RFP NO

46 PROPOSAL SIGNATURE FORM The undersigned agrees this proposal becomes the property of Tarrant County after the official opening. The undersigned affirms he has familiarized himself with the local conditions under which the work is to be performed; satisfied himself of the conditions of delivery, handling and a storage of equipment and all other matters which may be incidental to the work, before submitting a proposal. The undersigned agrees if this proposal is accepted, to furnish any and all items/services upon which prices are offered, at the price(s) and upon the terms and conditions contained in the Specifications. The period for acceptance of this Proposal will be ninety (90) calendar days unless a different period is noted by the proposer/respondent. The undersigned affirms that they are duly authorized to execute this contract, that this proposal has not been prepared in collusion with any other Proposer/Respondent, nor any employee of Tarrant County, and that the contents of this proposal have not been communicated to any other proposer/respondent or to any employee of Tarrant County prior to the official opening of this RFP. Vendor hereby assigns to purchaser any and all claims for overcharges associated with this contract which arise under the antitrust laws of the United States, 15 USCA Section 1 et seq., and which arise under the antitrust laws of the State of Texas, Tex. Bus. & Com. Code, Section 15.01, et seq. The undersigned affirms that they have read and do understand the specifications and any attachments contained in this RFP package. NAME AND ADDRESS OF COMPANY: AUTHORIZED REPRESENTATIVE: Signature Date Name Title Tel. No. FAX No. Address: AFTER HOURS EMERGENCY CONTACT: Name: Tel. No. COMPANY IS: Business included in a Corporate Income Tax Return? YES NO Corporation organized & existing under the laws of the State of Partnership consisting of Individual trading as Principal offices are in the city of THIS FORM MUST BE SIGNED AND THE ORIGINAL AND FOUR (4) COPIES RETURNED WITH PROPOSAL PAGE 44 OF RFP NO

47 CERTIFICATION OF ELIGIBILITY (This provision applies if the anticipated contract exceeds $25,000) By submitting a bid or proposal in response to this solicitation, the bidder/proposer certifies that at the time of submission, he/she is not on the Federal Government s list of suspended, ineligible, or debarred contractors. In the event of placement on the list between the time of bid/proposal submission and time of award, the bidder/proposer will notify the Tarrant County Purchasing Agent. Failure to do so may result in terminating this contract for default. Authorized Signature THE ORIGINAL AND FOUR (4) COPIES OF THIS FORM MUST BE RETURNED WITH PROPOSAL! PAGE 45 OF RFP NO

48 DEFICIENCIES AND DEVIATIONS FORM Following is a listing of ALL deficiencies and deviations from the requirements and/or provisions as outlined in this Request for Proposals and Qualifications. Unless specifically listed here, your response will be considered to be in FULL compliance with the RFP. Respondent assumes the responsibility of identifying all deficiencies and deviations and if not identified, all requirements of the RFP stipulated must be fulfilled at no additional expense to Tarrant County. THE ORIGINAL AND FOUR (4) COPIES OF THIS FORM MUST RETURNED WITH PROPOSAL PAGE 46 OF RFP NO

49 Proposed Subcontractors Provide an overview of subcontractors proposed for the Project, if any. Proposer must provide further description of each subcontractor on the following sheets, and must include Subcontractor Information for each proposed subcontractor. (List in descending order [largest to smallest] of scope of services provided to project.) Subcontractor Name Team Size Role Responsibilities PAGE 47 OF RFP NO

50 Proposer/Subcontractor Information An authorized representative of Proposer/Subcontractor who is legally authorized to certify the information requested in the name of and on behalf of the Proposer/Subcontractor is required to complete and sign the Required Certifications. All of the requested information and certifications must be provided in order to be eligible for award. Proposer/Subcontractor s authorized representative must certify as to the truth of the representations made by signing where indicated below. Name: Proposer/Subcontractor Information Entity s Legal Form: Corporation Partnership Sole Proprietorship Other Address: Designated Contact: Phone: Fax: The undersigned: (1) recognizes that the following representatives are submitted for the express purpose of assisting Tarrant County in making a determination to award a contract and/or approve a subcontract; (2) acknowledges and aggress by submitting the Certification, that the County may at its discretion, by means which it may choose, verify the truth and accuracy of all statements made herein; (3) acknowledges that intentional submission of false or misleading information may constitute a felony; and (4) certifies that the information submitted in this certification and any attached documentation is true, accurate and complete. Signature of Proposer/Subcontractor Title Printed Name Business Entity PAGE 48 OF RFP NO

51 Proposed Financial Response Costs included below are to be all-inclusive, including all labor, materials, shipping, transportation, and travel to complete work. Products/Service Description Software Licenses (Detail any individual modules/components:) Client License (80 licenses year one) Cost All services required from initial planning through go-live (development, customization, data migration, travel, training, testing, etc please itemize) PAGE 49 OF RFP NO

52 Annual Maintenance/Support Year 1 Software support (detail components below) Client license support (80 total) Annual Maintenance/Support Year 2 (Grant funding will pay for maintenance for year 2 only if this payment results in a cost savings over year 1 Software support (detail components below) Client license support (80 total) Total Cost of Project, including products/services and two years M/S: PAGE 50 OF RFP NO

53 Annual Maintenance/Support Year 3 Software support (detail components below) Client license support (81 total) Annual Maintenance/Support Year 4 Software support (detail components below) Client license support (82 total) Annual Maintenance/Support Year 5 Software support (detail components below) Client license support (83 total) Total Maintenance/Support Years 3, 4, 5: PAGE 51 OF RFP NO

54 Appendix A Equipment List for Instrument Interface Instrument Software Toxicology/Drug Chemistry Thermo Fisher TSQ Quantum Discovery Max XCaliber SP1 Thermo Fisher Trace Ultra GC/Polaris Q GCMS(3) XCaliber Thermo Fisher Trace Ultra GC/ITQ 1100 GCMS XCaliber Perkin Elmer HPLC systems (2) TotalChrom Navigator Perkin Elmer Autosystem XL Headspace GC TotalChrom Navigator Applied Biosystems 400 QTrap LC/MS Analyst 1.5 Immunalysis EVO 75/2 Workstation Magellan 6.x B Thermo Fisher Nicolet Avatar 370 DTGS FTIR OMNIC 7.1a Trace Evidence Tescan Vega II Scanning Electron Microscope with Tescan Vega III, Inca Version 20 Oxford INCA EDS X-ray detector Tescan Vega III Scanning Electron Microscope with Tescan Vega III, Inca Version 20 Oxford INCA EDS X-ray detector Thermo Fisher Nicolet 6700 FTIR Nicolet 6700, Version 2.10 DNA Applied Biosystems Thermal Cycler 9700 (3) No software Applied Biosystems Real Time PCR System SDS, version Applied Biosystems Real Time PCR System SDS, version Applied Biosystems 3130 Genetic Analyzer 3130 Genetic Analyzer Data Collection Software, v3.0 Applied Biosystems 3500 Genetic Analyzer 3500 Data Collection Software, version 1.0 Qiagen (Corbett CAS-1200) Liquid Handler system CAS Robotics4, version (1.6.61) Qiagen Qiagility Liquid Handler system Qiagility, version (1.6.61) Qiagen EZ1 Extraction Robot (4) EZ1 Advanced Communicator, version PAGE 52 OF RFP NO