PROPOSAL:

Execute Contract to Purchase Laboratory Information Management System

SYNOPSIS:

On August 8, 1997, the Board issued an RFP to purchase a new Laboratory Information Management System to replace the current system which is nearing the end of its life cycle. This action is to execute a contract with Accelerated Technology Laboratories, Inc. to provide this system. Sufficient funds for this equipment ($75,000) are available in the FY 1997-98 Budget.

COMMITTEE:

Administrative, November 21, 1997, Recommended for Approval

RECOMMENDED ACTION:

Authorize purchase of Laboratory Information Management System from Accelerated Technology Laboratories, Inc. at a cost not to exceed $75,000.

Barry R. Wallerstein, D.Env.
Acting 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). HP no longer supports this hardware and the software is now obsolete and incompatible with software applications being developed for AQMD use, i.e., CLASS. With ongoing efforts to streamline operations and improve efficiency, a more technically advanced and compatible system is needed for tracking lab analysis data.

RFP #9697-54 to purchase a new LIMS for less than $50,000 was prepared and approved by the Executive Officer for release on May 9, 1997. Five proposals were submitted by the June 10, 1997 deadline. After careful review of the proposals, a five-member evaluation panel found that none of the vendors could provide an adequate solution for the budgeted amount of $50,000. The proposals were department-level solutions and the systems lacked the required performance and expansion potential to enable Districtwide usage. It was determined that at least $50,000 should be allocated for hardware and software purchase alone, plus additional funding for software customization, implementation and training. On August 8, 1997, the Board reappropriated $50,000 of the FY 1996-97 Undesignated Fund Balance to the FY 1997-98 Budget and combined this with $25,000 allocated in the FY 1997-98 Budget for the purchase of a new LIMS. The Board also authorized the release of RFP #9798-02 to purchase a new LIMS in an amount not to exceed $75,000.

Outreach

In accordance with the AQMD’s consulting and contracting policies, a public notice advertising the RFP and inviting bids was published in the following publications:

1.	Antelope Valley Press	10.	La Opinion	19.	Precinct Reporter
2.	Black Voice News	11.	La Voz	20.	Rafu Shimpo
3.	Chinese Daily News	12.	Los Angeles Daily News	21.	Riverside Press Enterprise
4.	Eastern Group Publications	13.	Los Angeles Sentinel	22.	San Bernardino Sun
5.	El Chicano	14.	Los Angeles Times	23.	Santa Clarita Signal
6.	Excelsior, The	15.	M/W/DVBE Source	24.	State of California Contracts
7.	Inland Empire Hispanic News	16.	Orange County Register		Register
8.	Inland Valley Daily Bulletin	17.	Palm Springs Desert Sun
9.	Korea Central Daily	18.	Philippine News

Additionally, potential bidders were identified using the Los Angeles County MTA and Cal Trans Directories of Certified Minority, Women, Disadvantaged and Disabled Veterans Business Enterprises; the Inland Area Opportunity Pages Ethnic/Women Business & Professional Directory; AQMD’s own electronic listing of certified minority vendors; and AQMD Purchasing’s mailing list. Copies of the RFP/RFQ were mailed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations; and placed on the Internet at AQMD’s Web site [http://www.aqmd.gov, "Business & Job Opportunities" icon] and AQMD’s bidder’s 24-hour telephone message line (909) 396-2724.

Bid Evaluation

Nine vendors responded to RFP #9798-02, with eight submitting proposals when final bidding closed at 1 p.m. on September 9, 1997. Of the eight bids, none were from disabled veteran-owned business enterprises, one was from a women-owned business enterprise, none were from certified minority-owned businesses, and three were from non-certified women-owned or minority-owned business enterprises. Attachment 1 shows the evaluation of the proposals and the respective ratings. The bidder with the highest rating, Accelerated Technology Laboratories, Inc., is being recommended for contract award.

Panel Composition

The panel consisted of five AQMD employees and one representative from the Eastern Municipal Water District. Of these six panelists, one is female and five are male; one panelist is Hispanic-American, three are Asian, and two are Caucasian.

Proposition 209 Compliance

On August 28, 1997, Proposition 209 went into effect when a stay of enforcement was lifted. Proposition 209 prohibits granting of preferential treatment based upon race, ethnicity, color, sex or national origin in the operation of public employment, public education, or public contracting. On October 10, 1997, the District’s Board adopted an Interim Contracting & Purchasing Policy and Consultant Selection Policy. The Interim Policy eliminates the granting of preference points based upon race or gender and only requires a good faith effort to subcontract with minority and women-owned businesses if subcontracts are to be let, when contracts are funded in whole or in part by EPA grant funds. Proposition 209 does not prohibit actions necessary to maintain eligibility for federal funding. In addition, in compliance with federal requirements, local preference points are allowed only if the contract does not involve federal funding. This contract award will be based on the interim policy. The remainder of the District’s Contracting and Purchasing Policy and Consultant Selection Policy remains unchanged.

Resource Impacts

Funds for the purchase of a Laboratory Information Management System ($75,000) are included in the FY 1997-98 Budget.

Attachment(s)

Attachment 1 - Evaluation of Respondents to RFP #9798-02

Attachment 2 - Current Status of Information Management Major Projects
for the Period from July 1, 1997 through December 31, 1997

ATTACHMENT 1

Summary of Evaluation of Respondents to RFP #9798-02

Eight proposals were received in response to this RFP. They were from Analytical Automation Specialists, Inc. (AAS), Accelerated Technology Laboratories, Inc. (ATL), LabVantage Solutions (LVS), Chemware Automated Laboratory Solutions (CALS), Telecation (T), The Khemia Company (KC), RJ Lee Group, Inc. (RJL), and Matrix (M).

Step 1 - Technical Criteria (70 points minimum, 100 points maximum)

Step 2 - Cost and Other Factors (80 points maximum)

Total Step 1 and Step 2 (95 points maximum)

*Note: These proposers were disqualified by Evaluation Panel in first round evaluation for being non-responsive to the RFP.

* Pending further technical and financial analysis.

Shaded Columns - Activities completed

Double-lined Columns - Current Board letter topic

/ / /