BOARD MEETING DATE: June 5, 2009
AGENDA NO. 2
PROPOSAL:
Issue Purchase Order for Laboratory Information Management System and Approve Budget Transfer
SYNOPSIS:
In March, 2009, the Board approved release of an RFQ to purchase a Laboratory Information Management System. Five (5) bids were received and evaluated. Based on technical merit and cost, Prōmium LLC was deemed to be the most qualified bidder. This action is to issue a purchase order to Prōmium LLC, for an amount not to exceed $245,726 for the purchase of the software and hardware. This action is also to execute a budget transfer between major objects within the 17th Year PAMS grant award budget. Funds for the total amount of $245,726 are available in the FY 2008-09 Budget.
COMMITTEE:
Administrative, May 8, 2009, Recommended for Approval
RECOMMENDED ACTIONS:
- Authorize the transfer of $100,000 within the 17th Year PAMS grant award budget from the Professional and Special Services account in Planning, Rule Development, and Area Sources, to the Capital Outlays account of Science & Technology Advancement related to the purchase of Laboratory Information Management System (LIMS).
- Authorize the Procurement Manager to execute a purchase order with Prōmium LLC, for the purchase of a LIMS for an amount not to exceed $245,726.
Barry R. Wallerstein, D.Env.
Executive Officer
Background
The AQMD Laboratory processes thousands of samples every year. Most of the samples come from the District’s air monitoring program such as those from the PM10, PM2.5, TSP/Lead (Pb) and PAMS networks. In addition, the laboratory receives a large number of samples from compliance staff, short- and long-term special monitoring projects, and emergency responses. Other sources of samples include rule development and requests for analysis from other agencies. Currently, the laboratory relies heavily on a number of independent Excel-based sample tracking systems for this function. A Laboratory Information Management System (LIMS) would allow for more integrated sample log-in, tracking, prioritization, automated quality assurance functions, report generation and centralized data storage; it will reduce the potential for manual input errors, enhance sample throughput, and speed QA and management review. A LIMS will also provide communication with other AQMD databases such as the ambient air monitoring database and Clean Air Support System (CLASS). District staff from other Divisions such as Enforcement or Technology Advancement will be able to track the status of samples submitted to the Lab. Sufficient funds have been allocated for the purchase of this system in the FY 2008-09 Budget.
Proposal
Staff is recommending that the Board approve issuance of a purchase order with Prōmium LLC for a total amount not to exceed $245,726 for the purchase of LIMS software and associated hardware. The recommendation was based upon the technical merit, user experience and overall cost package submitted, including hardware, annual maintenance warranties and extended support for an extra year.
Additionally, staff is requesting a budget transfer of $100,000 within the 17th Year PAMS grant award budget from the Professional and Special Services account in Planning, Rule Development, and Area Sources, to the Capital Outlays account of Science & Technology Advancement related to the purchase of a LIMS. AQMD received a partial 17th Year PAMS award from U.S. EPA and expects to receive the remainder of the funding by the end of the fiscal year. Once the balance of the funding is awarded, the $100,000 will be restored to the Professional and Special Services account in Planning, Rule Development and Area Sources.
Outreach
In accordance with AQMD’s Procurement Policy and Procedure, a public notice advertising the RFP/RFQ and inviting bids was published in the Los Angeles Times, the Orange County Register, the San Bernardino Sun, and Riverside County Press Enterprise newspapers to leverage the most cost-effective method of outreach to the entire South Coast Basin.
Additionally, potential bidders may have been notified utilizing AQMD’s own electronic listing of certified minority vendors. Notice of the RFP/RFQ has been mailed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations, the State of California Contracts Register website, and placed on the Internet at AQMD’s Web site (http://www.aqmd.gov. Information was also available on the AQMD bidder’s 24-hour telephone message line (909) 396-2724.
Bid Evaluation
Five quotes were received when the bidding closed at 2 p.m. on April 10, 2009. An evaluation panel was convened to evaluate the bids. The five-member panel consisted of a Staff Air Pollution and LIMS Specialist from California Air Resources Board (CARB), an AQMD Systems and Programming Supervisor, two Air Quality Chemists, and a Principal Air Quality Chemist. The panel breakdown was as follows: two Caucasian, one Hispanic, one Asian and one African-American; five male.
One of the submitted bids was found to be incomplete for failing to submit quotes for all parts of the RFQ. The evaluation panel reviewed the rest of the qualified bids. It determined the bid submitted by Prōmium LLC met the specifications of the RFQ and received the highest overall score of technical criteria and cost. (Please see Attachment.)
Therefore, staff recommends that the Board authorize the Procurement Manager to issue a purchase order to Prōmium LLC for an amount of $245,726 for the purchase of a LIMS software and associated hardware.
Resource Impacts
Funds for the total cost of the entire system, $245,726, are allocated as follows; $100,000 from the PAMS allocation for a LIMS system and $145,726 from the FY 2008-09 Science and Technology Budget, Capital Outlay Major Object.
Attachment (DOC, 29k)
Bid Review Summary