Laboratory Information Management System (LIMS) Selection and RFP Process. Administration/Finance Issues Cte January 14, 2016

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Everett Arnold
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1 Laboratory Information Management System (LIMS) Selection and RFP Process Administration/Finance Issues Cte January 14, 2016

2 What is a LIMS? Laboratory Information Management System software-based laboratory and information management system with features that support a laboratory's operations key features include Supports lab workflow and data tracking support Organizes, stores and retrieves sample information and analytical results Supports data exchange interfaces (e.g., to instruments) Reporting capabilities Current LIMS called ASPEN over 14 years

features that support a laboratory's operations key features include Supports lab workflow and data

3 Current LIMS Utilization In production for over 14 years 18 concurrent users Action Level Notifications (ALNs) ~100 reports feedback to staff about data quality and Lab management Quality Control (QC) Charts required by regulators Monthly report for GWRS Operations required by State permit 50 bi-directional instrument interfaces data is transferred electronically to and from Lab instruments to LIMS

Control (QC) Charts required by regulators Monthly report for GWRS Operations required by State

4 Sample LIMS Data

5 Direct Electronic Data Transfer to LIMS

6 Reporting

7 Goal and Objectives of New LIMS Goal Implement a LIMS that will contribute to the laboratory s goal of providing analytical services that enables the District to meet the growing demand for reliable, low cost, and high quality water Objectives Replace obsolete LIMS and implement a LIMS that has an upgrade path Utilize more current hardware and software system technologies Provide administrative tools allowing Lab staff to rapidly configure LIMS as workflow changes Utilize Oracle database system consistent with other District systems Improve ability to query data online Improved system reliability

upgrade path Utilize more current hardware and software system technologies Provide administrative tools allowing Lab staff to rapidly configure LIMS

8 RFP Evaluation Process RFP sent to 9 prospective Bidders and posted on District s web site on Sep 17, 2015 RFP composed of a Technical Proposal and a Price Proposal OCWD received 4 proposals all 4 proposals were selected for Configured Demonstration Staff conducted 2 hour Configured Demonstrations Staff evaluated Technical Proposals Staff opened Price Proposals for Bidders with top 3 technical scores

proposals were selected for Configured Demonstration Staff conducted 2 hour Configured

9 Configured Demonstration Goals of Configured Demo 1. Evaluate ability of LIMS vendors to implement workflows as described in the Configured Demonstration Specifications document 2. Increase staff understanding of changes to workflows required for a particular LIMS 3. Increase LIMS vendors understanding of the how LIMS is used at OCWD

Configured Demonstration Specifications document 2.

10 Sample Configured Demo Specifications

11 Technical Proposal Evaluation Criteria Max Score AutoScribe Matrix Gemini v.5.3 ThermoFish er SampleMan ager v ChemWare Horizon LIMS v LabWare LabWare LIMS 1. Project Approach & Schedule Experience and Qualifications of Project Manager 3. Experience & Qualifications of Bidder & Key Team Members 4. Work Plan with Man-hour Estimate 5. Record of Success on Similar Projects Time Commitment of Staff Configured Demo Total Score

Experience & Qualifications of Bidder & Key Team Members 4. Work Plan with Man-hour Estimate 5. Record of Success on Similar Projects 15 13.4 13.0 14.3 12.

12 Fee Proposal Evaluation Criteria ChemWare (Horizon LIMS v ) Autoscribe (Matrix Gemini v.5.3) ThermoFisher (SampleManager v.11.1) Software Licensing $170,715 $124,760 $232,680 Professional Services $237,525 (1,423 man-hours) $376,450 (2,092 man-hours) $613,700 (2,848 man-hours) 5 Years Software & Support $122,915 $120,284 $216,504 Total $531,128 $621,494 $1,062,884

1) Software Licensing $170,715 $124,760 $232,680 Professional Services $237,525 (1,423

13 Top Three Bidders Bidder Technical Proposal Evaluation Score Fee Proposal Autoscribe 88.8 $621,494 ThermoFisher 79.7 $1,062,884 ChemWare 78.2 $531,128

14 Autoscribe 1. Software most intuitive to Lab staff 2. Highest ranked in Configured Demonstration 3. District-standard systems technology 4. Experience converting from the current LIMS 5. Responsive in presenting proposal 6. Specific in addressing key items in RFP

15 LIMS Configuration

16 Budget Impact Item Cost 2015/16 CIP Budget (w / 1 year support) $500,000 Autoscribe Proposal (w / 5 year support) $621,494 Computer hardware & system software (est.) $100,000 Project Total $721,494 Exceeds CIP Budget $221,494

support) $621,494 Computer hardware & system software

17 Factors increasing cost Budget Impact RFP called for 5 years Software & Support rather than 1 year in the RFI Detailed requirements in RFP than in the RFI Computer hardware and system software estimates minimized in the RFI estimates

Detailed requirements in RFP than in the RFI Computer

18 Proposed Project Schedule Description Date Complete Recommend to Committee for approval of LIMS purchase Thu, Jan 14, 2016 Recommend to Board for approval of LIMS purchase Wed, Jan 20, 2016 Execute Agreement Fri, Feb 11, 2016 LIMS Installation March 2016 LIMS Configuration March 2016 September 2016 LIMS Project Completion September 2016

purchase Wed, Jan 20, 2016 Execute Agreement Fri, Feb 11, 2016 LIMS Installation

19 Recommendation Agendize for January 20 Board meeting: 1. Authorize increase 2015/2016 Capital Improvement Program Budget line item C15001 by $221,000 to $721,000; and 2. Approve and authorize issuance of Agreement to Autoscribe Informatics for an amount not to exceed $621,494 for the acquisition of the Autoscribe Matrix Gemini Laboratory Information Management System software and related implementation services

SUBJECT: SEE BELOW DATE: June 1, 2004 REPORT ON RFP FOR LABORATORY INFORMATION MANAGEMENT SYSTEM (LIMS) FOR THE ENVIRONMENTAL SERVICES DEPARTMENT

SUBJECT: SEE BELOW DATE: June 1, 2004 REPORT ON RFP FOR LABORATORY INFORMATION MANAGEMENT SYSTEM (LIMS) FOR THE ENVIRONMENTAL SERVICES DEPARTMENT COUNCIL AGENDA: 06/22/04 ITEM: TO: HONORABLE MAYOR AND CITY COUNCIL FROM: Jose Obregon SUBJECT: SEE BELOW DATE: Approved Date SUBJECT: REPORT ON RFP FOR LABORATORY INFORMATION MANAGEMENT SYSTEM (LIMS)