{"MatterTextId":22152,"MatterTextGuid":"866DDE01-C6DC-47D9-B0EB-8CFCCD60B0D1","MatterTextLastModifiedUtc":"2020-03-05T21:15:44.003","MatterTextRowVersion":"AAAAAACSHsQ=","MatterTextMatterId":22146,"MatterTextVersion":"1","MatterTextPlain":"TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 21, 2020 \n\nCOMMITTEE ON PROCUREMENT \n\nMr. Brian A. Perkovich, Executive Director \n\n..Title  \n\nAuthority to Advertise Contract 20-RFP-02 Deliver and Implement a Laboratory Information Management System, estimated cost $1,000,000.00, Account 101-16000-634820, Requisition 1539731 (Deferred from the May 7, 2020 Board Meeting) \n\n..Body \n\nDear Sir: \n\nRequest for Proposal (RFP) documents have been prepared to deliver and implement a Laboratory Information Management System (LIMS), at the request of the Monitoring and Research (M&R) Department. The contract begins approximately on September 30, 2020 and ends on June 30, 2022. \n\nThe purpose of this contract is to purchase and implement a new LIMS, which will be used to collect, store, and report all analytical results generated by the M&R Department. This includes plant data necessary for compliance with the National Pollutant Discharge Elimination System permits and industrial discharge data for enforcement of the local pretreatment limits.  \n\nThis new LIMS will replace the existing system that was implemented approximately 27 years ago and will deliver most of the required functionalities in an “out of the box” package. The existing LIMS did not contain many functionalities required by the District, because they were not available as a commercial package. As a result, the District enhanced the system by constantly adding custom coding that would provide for the necessary functionalities. More than 40 percent of the current LIMS is customized. The Information Technology (IT) Department’s resources are required to make even minor changes in the laboratory operations. With new laboratory instrumentation and technologies, there is a constant need for LIMS improvement. The current level of customization prevents the addition of any new code, as it can affect the existing setup. More importantly, it makes the LIMS software impossible to upgrade to the current version offered and supported by the software developer, Thermo Fisher Scientific.  \n\nIt is the M&R Department’s goal to minimize customization and implement a system that will be configurable without customization to fit the evolving needs of each laboratory. This will significantly reduce the dependence on the IT Department. It will further allow for greater trackability and traceability of all the involved documents, analytical results, and data reports. It will also automate upload of the results from the analytical instruments and will provide more advanced reporting tools.  It will allow for efficient and accurate management and execution of the Quality Assurance Program to ensure its compliance with the National Environmental Laboratory Accreditation Program. The desired system will be able to integrate with emerging technologies making some mobile applications possible in the future. \n\nThe estimated cost for this contract is $1,000,000.00. The estimated expenditures for 2020, 2021, and 2022 are 100,000.00, $750,000.00, and $150,000.00, respectively. \n\nA bid deposit is not required for this RFP. \n\nAppendix A and Appendix V will not be included in this RFP due to the scope of work to be performed under this contract. As it is explained in the review memo from the Diversity Administrator, these services do not provide practical or cost-effective opportunities for direct or indirect subcontracting due to the specialized nature of the work requested. \n\nThe tentative schedule for this contract is as follows: \n\nAdvertise:                                      June 3, 2020  \n\nProposals Received:                     July 3, 2020  \n\nAward:                                           September 17, 2020 \n\nCompletion:                          June 30, 2022 \n\nFunds for the 2020 expenditure, in the amount of $100,000.00 are available in Account 101-16000-634820. The estimated expenditure for 2021 and 2022 are $750,000.00, and $150,000.00, respectively, and are contingent on the Board of Commissioners’ approval of the District’s budget for those years. \n\nIn view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to advertise Contract 20-RFP-02.  \n\nRequested, Edward W. Podczerwinski, Director of Monitoring and Research, EWP:KB:JC:PG:cs  \n\nRecommended, Darlene A LoCascio, Director of Procurement and Materials Management  \n\nRespectfully Submitted, Barbara J. McGowan, Chairman Committee on Procurement  \n\nDisposition of this agenda item will be documented in the Official Regular Board Meeting Minutes of the Board of Commissioners for May 21, 2020 \n\nAttachment","MatterTextRtf":"{\\rtf1\\ansi\\ansicpg1252\\deff0\\deflang1033\\fs24{\\fonttbl{\\f0\\fnil\\fcharset0 Times New Roman;}{\\f1\\fnil\\fcharset0 Arial;}{\\f2\\fnil\\fcharset0 Courier New;}{\\f3\\fnil\\fcharset2 Symbol;}{\\f4\\fnil\\fcharset0 Helvetica;}{\\f5\\fnil\\fcharset0 Courier;}{\\f10\\fnil\\fcharset2 Wingdings;}{\\f11\\fnil\\fcharset0 MS Mincho;}{\\f13\\fnil\\fcharset0 SimSun;}{\\f21\\fnil\\fcharset0 Century;}{\\f34\\fnil\\fcharset0 Cambria Math;}{\\f36\\fnil\\fcharset0 Cambria;}{\\f37\\fnil\\fcharset0 Calibri;}}\r\n{\\colortbl ;\\red0\\green0\\blue0;\\red0\\green0\\blue255;\\red0\\green255\\blue255;\\red0\\green255\\blue0;\\red255\\green0\\blue255;\\red255\\green0\\blue0;\\red255\\green255\\blue0;\\red255\\green255\\blue255;\\red0\\green0\\blue128;\\red0\\green128\\blue128;\\red0\\green128\\blue0;\\red128\\green0\\blue128;\\red128\\green0\\blue0;\\red128\\green128\\blue0;\\red128\\green128\\blue128;\\red192\\green192\\blue192;\\red132\\green95\\blue145;\\red79\\green129\\blue189;\\red36\\green63\\blue96;\\red23\\green54\\blue93;\\red192\\green128\\blue77;\\red75\\green172\\blue198;\\red192\\green0\\blue0;\\red255\\green192\\blue0;\\red146\\green208\\blue80;\\red0\\green176\\blue128;\\red0\\green176\\blue240;\\red0\\green112\\blue192;\\red0\\green32\\blue96;\\red112\\green48\\blue160;\\red84\\green141\\blue212;\\red227\\green108\\blue10;\\red95\\green73\\blue122;\\red118\\green146\\blue60;\\red141\\green179\\blue226;\\red148\\green138\\blue84;\\red229\\green184\\blue183;\\red89\\green89\\blue89;}\r\n{\\stylesheet {\\s1 heading 1;}{\\s2 heading 2;}{\\s3 heading 3;}{\\s4 heading 4;}{\\s5 heading 5;}{\\s6 heading 6;}}\r\n{\\info{\\doccomm Created by the \\\\'abHTML to RTF .Net\\\\'bb 5.3.5.19}}\r\n\\paperw12241\\paperh15841\\margl567\\margr567\\margt283\\margb567\\viewkind1\\viewscale100\\viewzk2\r\n\r\n\\pard\\fs24\\lang1033\\f1\\fs22\\cf1\\b\\ql\\sb0\\sa0 TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 21, 2020\\par\r\n\\f1\\fs22\\cf1\\b0\\ql\\sb0\\sa0 \\~\\par\r\n\\f1\\fs22\\cf1\\ul\\ql\\sb0\\sa0 COMMITTEE ON PROCUREMENT\\par\r\n\\f1\\fs22\\cf1\\ul0\\ql\\sb0\\sa0 \\~\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 Mr. Brian A. Perkovich, Executive Director\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 \\~\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 ..Title \\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 Authority to Advertise Contract 20-RFP-02 Deliver and Implement a Laboratory Information Management System, estimated cost $1,000,000.00, Account 101-16000-634820, Requisition 1539731 \\i (Deferred from the May 7, 2020 Board Meeting)\\par\r\n\\f1\\fs22\\cf1\\i0\\ql\\sb0\\sa0 ..Body\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 \\~\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 Dear Sir:\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 \\~\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 Request for Proposal (RFP) documents have been prepared to deliver and implement a Laboratory Information Management System (LIMS), at the request of the Monitoring and Research (M&R) Department. The contract begins approximately on September 30, 2020 and ends on June 30, 2022.\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 \\~\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 The purpose of this contract is to purchase and implement a new LIMS, which will be used to collect, store, and report all analytical results generated by the M&R Department. This includes plant data necessary for compliance with the National Pollutant Discharge Elimination System permits and industrial discharge data for enforcement of the local pretreatment limits. \\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 \\~\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 This new LIMS will replace the existing system that was implemented approximately 27 years ago and will deliver most of the required functionalities in an \\u8220?out of the box\\u8221? package. The existing LIMS did not contain many functionalities required by the District, because they were not available as a commercial package. As a result, the District enhanced the system by constantly adding custom coding that would provide for the necessary functionalities. More than 40 percent of the current LIMS is customized. The Information Technology (IT) Department\\u8217?s resources are required to make even minor changes in the laboratory operations. With new laboratory instrumentation and technologies, there is a constant need for LIMS improvement. The current level of customization prevents the addition of any new code, as it can affect the existing setup. More importantly, it makes the LIMS software impossible to upgrade to the current version offered and supported by the software developer, Thermo Fisher Scientific. \\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 \\~\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 It is the M&R Department\\u8217?s goal to minimize customization and implement a system that will be configurable without customization to fit the evolving needs of each laboratory. This will significantly reduce the dependence on the IT Department. It will further allow for greater trackability and traceability of all the involved documents, analytical results, and data reports. It will also automate upload of the results from the analytical instruments and will provide more advanced reporting tools.\\~ It will allow for efficient and accurate management and execution of the Quality Assurance Program to ensure its compliance with the National Environmental Laboratory Accreditation Program. The desired system will be able to integrate with emerging technologies making some mobile applications possible in the future.\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 \\~\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 The estimated cost for this contract is $1,000,000.00. The estimated expenditures for 2020, 2021, and 2022 are 100,000.00, $750,000.00, and $150,000.00, respectively.\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 \\~\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 A bid deposit is not required for this RFP.\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 \\~\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 Appendix A and Appendix V will not be included in this RFP due to the scope of work to be performed under this contract. As it is explained in the review memo from the Diversity Administrator, these services do not provide practical or cost-effective opportunities for direct or indirect subcontracting due to the specialized nature of the work requested.\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 \\~\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 The tentative schedule for this contract is as follows:\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 Advertise:\\f0\\fs14 \\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\f1\\fs22 \\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~ June 3, 2020 \\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 Proposals Received:\\f0\\fs14 \\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~ \\f1\\fs22 July 3, 2020 \\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 Award:\\f0\\fs14 \\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\f1\\fs22 \\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~ September 17, 2020\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 Completion:\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~\\~ June 30, 2022\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 \\~\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 Funds for the 2020 expenditure, in the amount of $100,000.00 are available in Account 101-16000-634820. The estimated expenditure for 2021 and 2022 are $750,000.00, and $150,000.00, respectively, and are contingent on the Board of Commissioners\\u8217? approval of the District\\u8217?s budget for those years.\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 \\~\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to advertise Contract 20-RFP-02. \\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 \\~\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 Requested, Edward W. Podczerwinski, Director of Monitoring and Research, EWP:KB:JC:PG:cs \\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 Recommended, Darlene A LoCascio, Director of Procurement and Materials Management \\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Procurement \\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 Disposition of this agenda item will be documented in the Official Regular Board Meeting Minutes of the Board of Commissioners for May 21, 2020\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 \\~\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 Attachment\\par\r\n\\f0\\fs24\\cf1\\ql\\sb0\\sa0 \\~\\par\r\n}"}