Proposal:

Issue RFP and Reappropriate Funds to Purchase Laboratory Information Management System

Synopsis:

AQMD’s current Laboratory Information Management System (LIMS) is becoming obsolete. This action is to issue an RFP to purchase a new LIMS for the Laboratory and to reappropriate $50,000 to FY 1997-98 budget, which was unexpended and intended for this purpose in FY 1996-97. The total cost of the new LIMS will not exceed $75,000. The balance of $25,000 is allocated in FY 1997-98 budget for the purchase of this system.

Committee:

Administrative, July 18, 1997, Recommended for Approval

Recommended Action:

1. Issue RFP 9798-02 for the purchase of a new LIMS for the Laboratory.

2. Reappropriate $50,000 from the Undesignated Fund Balance to the Fixed Asset Major Object account in FY 1997-98 budget to purchase the new LIMS for the Laboratory.

Barry R. Wallerstein, D.Env.
Interim Executive Officer

Background

The Laboratory Information Management System (LIMS) is used to track lab analysis data by sample and batch. The current LIMS was purchased eight years ago from Hewlett-Packard (HP). While the HP LIMS has served adequately for several years, the hardware is no longer supported by HP and the software is now obsolete. With ongoing efforts to streamline operations and improve efficiencies, a more technically advanced system for tracking lab analysis data is needed. For FY 1996-97 budget, in the Fixed Asset Major Object, $31,000 was allocated for the purchase of software and hardware of LIMS. Under the Services and Supplies Major Object, Professional and Special Services Account, up to $19,000 was allocated for LIMS development which included training and installation.

RFP #9697-54 to purchase a new LIMS for less than $50,000 was prepared and authorized by the Executive Officer for release on May 9, 1997, with bids due June 10, 1997. The RFP was issued in accordance with the latest policies, procedures and outreach efforts. By the June 10, 1997 deadline, eight vendors responded, with five submitting proposals. The proposals were evaluated and scored by a five-member panel consisting of staff from Applied Science and Technology and Information Management (three males, two females; one Hispanic, one Asian, and three Caucasians). The panel members included: Tereso Bañuelos, Air Quality Chemist; Lee Farber, Systems Analyst; John Higuchi, Source Testing & Engineering Manager; Cheryl Marshall, Engineering Technician; Joan Niertit, Principal Air Quality Chemist. After careful review of all five proposals and lengthy discussions among panel members, the evaluation panel found that none of the vendors could provide an adequate solution for the budgeted amount of $50,000 and that at least $50,000 should be allocated for the hardware and software purchase alone. Of the $75,000 currently requested, approximately $20,000 - $25,000 would be available for software customization, implementation, and training.

Proposal

This action is to competitively solicit bids through the release of RFP #9798-02 to purchase a new LIMS in an amount not to exceed $75,000. Since the $50,000 appropriated in the FY 1996-97 budget for this purpose reverted to the Undesignated Fund Balance on June 30, 1997, this action also is to reappropriate $50,000 from the Undesignated Fund Balance to be used towards the purchase of the LIMS hardware and software. In addition, $25,000 from the current FY 97-98 budget, Professional and Special Services Account allocated for LIMS support will be used for the requisite installation and training. Thus, the total amount of the RFP is $75,000.

Outreach

In accordance with the AQMD’s consulting and contracting policies, a public notice advertising the RFP and inviting bids will be published in the following publications: The Antelope Valley Press, Black Voice News, Chinese Daily News, Daily News, Eastern Group Publications, El Chicano, The Excelsior, Inland Empire Hispanic News, Inland Valley Daily Bulletin, Korea Central Daily, La Opinion, La Voz, Los Angeles Sentinel, Los Angeles Times, M/W/DVBE Source, Orange County Register, Palm Springs Desert Sun, Philippine News, Precinct Reporter, Rafu Shimpo, Riverside Press Enterprise, the San Bernardino Sun, Santa Clarita Signal and the State of California Contracts Register. Additionally, potential bidders will be identified through Los Angeles County’s Directory of Certified Minority, Women, Disadvantaged and Disabled Veterans Business Enterprises; the Directory of Certified Firms published by the Los Angeles County Metropolitan Transportation Authority; the Inland Area Opportunity Pages Ethnic/Women Business & Professional Directory; the Caltrans electronic bulletin board listing of Disadvantaged and Women Business Enterprises; the AQMD’s own electronic listing of certified minority vendors; and AQMD Purchasing’s mailing list. Copies of the RFP will be mailed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations; and will be placed on the Internet at AQMD’s Web site [http://www.aqmd.gov] and on AQMD’s bidder’s 24-hour telephone message line. In addition, public service announcements will be sent to local radio, TV and cable stations. Further personal outreach efforts by staff will be made to various minority businesses and chambers of commerce to inform and invite prospective bidders to submit proposals.

Bid Evaluation

The proposals will be evaluated by an ethnic- and gender-diverse Proposal Evaluation Panel comprised of five AQMD staff members with expertise in software/hardware systems. The Panel will evaluate the proposals based on the evaluation criteria specified in the RFP.

Proposition 209 Compliance

It is AQMD policy to award up to 10 additional points or cost benefits to minority-owned, woman-owned, and/or disabled veteran-owned business enterprises. On November 5, 1996 California voters approved Proposition 209 which prohibits discrimination or granting preferential treatment based upon race, ethnicity, color, sex or national origin in the operation of public employment, public education, or public contracting. (Proposition 209 does not address disabled veteran-owned business enterprises.) On December 16, 1996, the Federal District Court issued an order applicable to all government agencies in California prohibiting enforcement of Proposition 209. The December 16, court order has been reversed by an appellate panel, however, a motion for rehearing has been filed and the stay continues in effect. Therefore, the AQMD’s existing policy remains in effect. Should the status of the law change at any point during the process of issuing an RFP or RFQ or entering into a contract pursuant to a previously issued RFP or RFQ, the AQMD will abide by the law in effect at the time the action is taken and any RFP or RFQ will be deemed modified to comply with existing law and any provisions in conflict with existing law will not be enforced. The MBE/WBE/DVBE certification described in Section II Part D of this RFP will not be required, and the preference points to be awarded in Step 2 of the evaluation process for MBE/WBE firms will not be awarded, if it is determined that such actions violate Proposition 209. If points for MBE/WBE firms and joint ventures are not awarded, the total points in Step 2-Cost and Other Factors will be 75.

Resource Impacts

Total cost of this purchase will not exceed $75,000. Through this Board action, $50,000 will be reappropriated from the Undesignated Fund Balance to the FY 1997-98 budget, Fixed Asset Major Object and $25,000 is allocated in FY 1997-98 budget for the implementation of and training on the new LIMS.

Since the reappropriation of funds by the AQMD constitutes a budget supplement within the meaning of Health and Safety Code 40720(j), notice of this proposed supplement was published in the Los Angeles Daily Journal, San Bernardino Sun, Riverside Press Enterprise, Orange County Register, and the Inland Valley Bulletin.

Attachment

Attachment

Current status of Information Management Major Projects for the Period from July 1, 1997 through December 31, 1997.

RFP #9798-02

Item	Brief Description	Budgeted Funds ($)	Schedule of Board Actions	Status
Purchase Replacement Banyan Servers	Replace/upgrade older file servers to provide better network access, improve performance, and stabilize the network through reduced downtime.	$150,000	Issue RFQ 8/8/97 Execute contract 11/14/97	RFQ approval requested on August Board agenda
Purchase Replacement Network Laser Printers	Upgrade or replace network laser printers that have reached the end of their useful life. The printer upgrades and replacements will ensure compatibility of both hardware and software throughout the AQMD.	$50,000	Execute contract 11/14/97	RFQ released on 7/17/97; award recommendation will be requested 11/14/97
Purchase Centralized System Management Software	Obtain system management software that will provide administration of desktop computer systems from a central network server.	$125,000	Approve purchase 8/8/97	Purchase approval requested on August Board agenda
Purchase Laboratory Information Management System	Replace the current Laboratory Information Management System which is becoming obsolete. Originally planned for completion FY 1996-97 but, following a competitive bid, the allocated funding was found to be insufficient and neither bidder was fully qualified.	$75,000	Issue RFP and reappropriate funds 8/8/97 Execute contract 10/10/97	RFQ approval requested on August Board agenda
System Development Outsourcing	Add funding to the four system development outsource contracts to cover new task orders for FY 1997-98. Tasks include the following: • Cut Smog Compliance System ($50,000 from SSC) • Contracts Tracking System • Permit Application Tracking System (PATS) • CLASS-Finance System Conversion to 32-bit Architecture • CLASS-Compliance System Enhancements ($85,000 from SSC) • CLASS-Permit System Enhancements ($50,000 from SSC) • STIMS Enhancements ($75,000 from AST) • Further Development of AIRNet	$630,000	Amend contracts 9/12/97	Task orders on schedule

Item	Brief Description	Budgeted Funds ($)	Schedule of Board Actions	Status
	• Migrate CAPPS to CLASS • Migrate Board Agenda Tracking System to New Workflow System • CAR Conversion • Records Tracking System
Emission Reporting System	Obtain public data network services in support of the RECLAIM Emission Reporting System. This service agreement will include an option for annual renewal in the future.	$49,000	Execute contract 9/12/97	RFP released 6/27/97; bids due 7/10/97
Purchase Standard Office Software Upgrades	Upgrade standard office software products (word processing, spreadsheet, graphics and presentation, and database management system) to 32-bit versions to take advantage of the capabilities and features of the upgraded 32-bit desktop operating system.	$135,000	Approve purchase 9/12/97
New Finance Accounting System	Acquire an integrated accounting system (including an accounting software package to replace Bi-Tech, a new computer that combines a UNIX operating system with a relational database management system to replace the HP935, and migration/ conversion of the current system functionality and addition of new functionality needed to achieve an efficient unified accounting system) for Finance.	$420,000 ($270,000 in contracts and $150,000 in fixed assets)	Issue RFP 10/10/97 Execute contract 4/10/98	Information gathering in process
Network Bandwidth Upgrade	Upgrade network cabling from the computer room to the desktop to achieve higher information transmittal speed (100 million bps). This solicitation will be based on an analysis of AQMD’s current network architecture that will be released for bid in July, 1997 ($25,000 budgeted).	$350,000*	Issue RFQ 12/12/97 Execute contract 5/8/98	Information gathering in process

* Pending further technical and financial analysis.