Subject:
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Ranking of firms and negotiated agreement with ChemWare, LLC for the supply, implementation and maintenance of a Laboratory Information Management System.
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Recommended Action:
Recommended Action
Approve the ranking of firms and negotiated agreement with ChemWare, LLC for the supply, implementation and maintenance of a Laboratory Information Management System (LIMS) in the Utilities Department Water Quality Laboratory (Utilities Lab).
Contract no.156-0140-P(RG) in the amount of $352,070.00; Chairman to sign and Clerk of the Court to attest.
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Strategic Plan:
Deliver First Class Services to the Public and Our Customers
5.2 Be responsible stewards of the public’s resources
5.3 Ensure effective and efficient delivery of county services and support
5.4 Strive to exceed customer expectations
Summary:
This contract is for the supply, implementation and maintenance of a LIMS solution for the Utilities Lab. The intent of this project is to increase efficiencies by migrating the Utilities Lab to an automated and paperless environment.
The Utilities Lab currently utilizes a LIMS not specifically designed for government environmental business processes. The current LIMS has been customized over the years to meet operational needs and is obsolete. Because it cannot be upgraded, higher maintenance costs are associated with the current LIMS.
The new LIMS (Horizon v12) is a commercial-off-the-shelf product specific to government water/wastewater laboratories and is configurable and adaptable to Utilities Lab business processes.
Implementation of the project will be based on a phased approach. Completion shall be within three-hundred fifteen days (315) from notice to proceed. Overall savings attributed to negotiations were $44,447 as follows:
• Software Licensing costs decreased from $138,336 to $123,680
• Implementation services costs decreased from $137,451.00 to $123,648.00
• Total maintenance services decreased from $109,180 to $93,192
Maintenance services shall commence upon the “go live” date and continue for a five (5) year period. The contract provides for two (2) five-year extension terms and is subject to annual increases not exceeding three percent (3%).
The total contract amount of $352,070.00 includes a travel allowance of $11,550.00 for implementation.
Background Information:
On January 28, 2016, the Purchasing Department released a request for proposal for the above referenced services, resulting in five (5) submittals. The firms in order of ranking are attached on the ranking spreadsheet.
Fiscal Impact:
Total Software Licensing price not to exceed $123,680.00.
Implementation Services price not to exceed $123,648.00.
Maintenance Services price not to exceed $93,192.00.
• Year 1 - Included in contract
• Year 2 - $23,298.00
• Year 3 - $23,298.00
• Year 4 - $23,298.00
• Year 5 - $23,298.00
Travel price not to exceed $11,550.00.
Total project price not to exceed $352,070.00.
Funding is derived from the Water, Sewer, and Solid Waste Capital fund.
Staff Member Responsible:
Randi Kim, Director, Utilities Department
Joe Lauro, Director, Purchasing Department
Partners:
Utilities customers
Attachments:
Master Services Agreement
Ranking Spreadsheet