Department
Public Works
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval of a recommended proposal - Department of Public Works 22RFP058A-CJC, Laboratory Information Management Systems in an amount not to exceed $117,105.00 with Ethosoft, Inc. (Norcross, GA) to provide a Laboratory Information Management System. The contract will commence as of the date indicated in the Notice to Proceed (NTP) and shall continue until the sooner of (a) a period of 24 months; (b) Final Acceptance; or (c) the Agreement is terminated as provided herein. (APPROVED)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with the Purchasing Code Sections 102-374, all competitive sealed proposals shall be forwarded to the Board of Commissioners for approval.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Health and Human Services
Commission Districts Affected
All Districts ☐
District 1 ☒
District 2 ☒
District 3 ☒
District 4 ☐
District 5 ☒
District 6 ☒
Is this a purchasing item?
Yes
Summary & Background: The Department of Public Works recommends the BOC approve a contract with Ethosoft, Inc., to provide a Laboratory Information Management System (LIMS), which will be used to manage laboratory data of the County's National Pollutant Discharge Elimination System (NPDES) and Water Distribution permits. A LIMS is a database application that manages laboratory data.
The proposed LIMS will replace an existing antiquated LIMS and various paper-based systems with one that meets new and existing environmental regulatory requirements. The system will support County staff in the delivery of County services and activities, take advantage of best practices, and significantly improve the efficiency and effectiveness of the County's business processes. Decreased data turnaround times, increased laboratory productivity, and increased data accuracy are expected outcomes. A better LIMS product will translate into better regulatory compliance and financial savings for the County.
Scope of Work: To obtain a LIMS capable of fulfilling the information management requirements of an American Association for Laboratory Accreditation (A2LA) accredited laboratory or National Environmental Laboratory Accreditation Conference (NELAC) accredited laboratory. The LIMS will be utilized at the Big Creek and Camp Creek Laboratories. The LIMS will track, manage, and report samples processed at Fulton County and subcontracted laboratories. The LIMS will achieve the following:
1. Provide improved accuracy and timeliness to the laboratory’s internal data handling and client data reporting.
2. Add a mobile/field solution allowing staff to enter data in the field on an electronic device, eliminating paper-based systems.
3. Procure and implement a user-friendly system that empowers laboratory staff to improve business processes.
4. Improve functionality for LIMS instrument interfaces, electronic data reporting, test scheduling, and chemical reagent inventory maintenance.
5. Align with the County's best practices IT security protocol with a cloud-based LIMS solution.
6. Allow interfacing with the County's GIS by having a GIS-capable engine and the ability to consume ESRI GIS REST services.
7. Improve the quality and accessibility of information for decision support.
8. Reduce redundant data entry, storage, and paper processing.
9. Improve Quality Assurance (QA) and Quality Control (QC) processes.
10. Retire existing legacy and back-office systems and tools.
This is a new system and in accordance with Purchasing Code Section 102-386 regarding intellectual property the anticipated useful life of the intellectual property is a minimum of 10 years and the anticipated annual cost for maintenance and support agreement, service agreement and licensing fees in order to maintain the intellectual property over its useful life is estimated to be $30,000.00 annually beginning in 2024.
Community Impact: The County requires a LIMS to acquire, store, analyze, and report laboratory data/metadata of its NPDES and Water Distribution permits. Maintaining this system is critical in producing and reporting technically valid and reliable laboratory data. Failure to produce and report accurate laboratory data could leave the County subject to fines, consent orders, and penalties levied by Georgia's Department of Natural Resources Environmental Protection Division and the U.S. Environmental Protection Agency.
Department Recommendation: The Department of Public Works recommends approval.
Project Implications: A successful LIMS implementation would leave the County better off for the reasons stated above.
Community Issues/Concerns: Constituents and/or clients have raised no issues/concerns concerning the agenda item.
Department Issues/Concerns: There are no additional department recommendations or concerns related to funding, staffing, external and internal partnerships, and operational inefficiencies.
Contract Modification: This is a new procurement.
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $117,105.00
Prime Vendor: Ethosoft, Inc.
Prime Status: Non-Minority
Location: Norcross, GA
County: Gwinnett County
Prime Value: $117,105.00 or 100.00%
Total Contract Value: $117,105.00 or 100.00%
Total Certified Value: $0
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Evaluation Committee Recommendation Letter
Exhibit 2: Contractor Performance Memo
Contact Information (Type Name, Title, Agency and Phone)
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Roy Barnes, Deputy Director, 404-612-6317
Contract Attached
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No
Previous Contracts
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No
Total Contract Value
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Original Approved Amount: |
$0.00 |
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Previous Adjustments: |
$0.00 |
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This Request: |
$117,105.00 |
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TOTAL: |
$117,105.00 |
Grant Information Summary
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Amount Requested: |
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Cash |
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Match Required: |
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In-Kind |
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Start Date: |
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Approval to Award |
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Apply & Accept |
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Match Account $: |
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Fiscal Impact / Funding Source
Funding Line 1:
201-540-5488-1160: Water Services, Public Works, Professional Services - $117,105.00.
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Key Contract Terms |
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End Date: Click here to enter a date. |
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Cost Adjustment: |
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Overall Contractor Performance Rating: N/A, New Contractor
Would you select/recommend this vendor again?
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