Title
Laboratory Information Management System (B)
Staff recommends the purchase of a Laboratory Information Management System from Promium LLC.
Explanation
The Water/Wastewater and Energy Supply Departments use a Laboratory Information Management System (LIMS) to track samples, enter data about the samples, validate and report results, as well as track chemicals and documents as required by the Florida Department of Environmental Protection (FDEP) and the U.S. Environmental Protection Agency (EPA) for operating permits for the Deerhaven and Kelly Generating Station, Kanapaha and Main Street Water Reclamation Facilities, and Murphree Water Treatment Plant.
The current LIMS was implemented in 2000. Due to its age, serviceability is an issue since the software is no longer supported by the vendor without the purchase of an upgrade that would still not provide the functionality required in order for the Utility to meet the strict accreditation standards of a National Environmental Laboratory Accreditation Conference (NELAC)/Florida Department of Health (FDOH) certified laboratory. These functions, such as data entry from outside laboratories, and chemical usage tracking, are now readily available in the newer versions of software now available on the market.
Utilities Purchasing issued a Request for Proposal to 21 companies capable of providing a LIMS system. Six proposals were received and evaluated based on overall cost, functional requirements, references, financial strength and local preference. The four (4) highest ranked firms participated in the second phase of the evaluation where they demonstrated the product's usability, functionality, project approach, and implementation methodology. To assign top ranking, Phase 1 and 2 scores were combined for a cumulative total. Promium LLC submitted the highest evaluated proposal.
This purchase includes the implementation of a new LIMS software, migrating and archiving historical data, and training staff on the new system. Software upgrades, maintenance support and licensing for five years are included in the purchase amount.
Recommendation
The City Commission: 1) authorize the General Manager, or his designee, to negotiate and execute a Software License, Consulting Agreement, and Software Support Contract with Promium LLC, for Laboratory Information Management System (LIMS) software including software licenses, installation and support, subject to the approval of the City Attorney as to form and legality; and 2) approve the issuance of a purchase order to Promium LLC for the purchase, implementation, and five years maintenance of LIMS software in an amount not to exceed $200,000.
Fiscal Note
Funds for this purchase have been approved in the FY 2012 Information Technology budget as well as requested in the FY 2013 budget, due to the implementation project spanning across both fiscal years. The expenses will be allocated to the following funds: 25% Water, 35% Wastewater, and 40% Electric.
Drafter
Prepared by David Richardson, Assistant General Manager for Water/Wastewater
Submitted by Robert E. Hunzinger, General Manager