Laboratory Information Management System (LIMS)

Selection and RFP Process

Administration/Finance Issues Cte January 14, 2016

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

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

Sample LIMS Data

Direct Electronic Data Transfer to LIMS

Reporting

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

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

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

Sample Configured Demo Specifications

Technical Proposal Evaluation

Criteria Max Score

AutoScribe Matrix Gemini

v.5.3

ThermoFisher

SampleManager v. 11.1

ChemWare Horizon LIMS

v.11.1.3

LabWare LabWare LIMS

1. Project Approach & Schedule 25 22.9 19.0 18.7 14.3

2. Experience and Qualifications of Project Manager 15 13.4 13.0 14.3 12.0

3. Experience & Qualifications of Bidder & Key Team Members 15 13.0 12.0 11.9 8.2

4. Work Plan with Man-hour Estimate 10 9.1 8.2 7.6 7.5

5. Record of Success on Similar Projects 10 8.3 8.3 7.7 6.3

6. Time Commitment of Staff 10 8.7 8.2 8.0 6.0

7. Configured Demo 15 13.4 11.0 10.0 5.2

Total Score 100 88.8 79.7 78.2 59.5

Fee Proposal Evaluation

Criteria ChemWare (Horizon LIMS v.11.1.3)

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

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

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

LIMS Configuration

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

Budget Impact • Factors increasing cost

– 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

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

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