Vermont Agency of Natural Resources Department of Environmental Conservation Laboratory Services Division. Request for Proposal

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1 Vermont Agency of Natural Resources Department of Environmental Conservation Laboratory Services Division Request for Proposal Technical Support Services for Laboratory Information Management System March 20, 2007 Introduction The Vermont Department of Environmental Conservation Laboratory Services Division (the Laboratory) is seeking the services of a qualified contractor able to support the administration of the Laboratory s Laboratory Information Management System (LIMS). 2. Project Scope The Laboratory is a full-function laboratory providing chemical and physical analyses of the presence and magnitude of chemical contaminants in the environmental resources of Vermont. These data support programs and activities of the Department of Environmental Conservation, and provide the technical underpinning to policy and programmatic decisions regarding compliance with regulatory standards and the health of those resources that are under the stewardship of the Department. The Laboratory has nine scientists who annually complete some 30,000 analyses on 10,000 samples for potentially some 50,000 possible analytes in various environmental media. The Laboratory is certified under the National Environmental Laboratory Accreditation Project (NELAC), and operates under an approved Quality Assurance Plan. To track, manage, issue reports, invoice clients, archive results and track quality control, a LIMS is employed. The system is a commercially available system based upon the Microsoft ACCESS/SQL Server products but containing proprietary software. The LIMS is highly integrated into laboratory operations, making use of bar code reading for sample log-in and sample tracking, and with the output from major laboratory instruments directly linked as input to the LIMS. The Laboratory has a person designated as the LIMS administrator. This is not a full-time responsibility and as such, requires technical assistance in completing the following tasks: assistance in addressing staff and client LIMS issues, writing ACCESS and Visual Basic code to generate reports needed by the Laboratory and its clients, for interfacing with LIMS peripherals, and to assist working with the LIMS vendor under a vendor service contract to solve LIMS problems, apply patches and software revisions, and help the Laboratory decide when vendor developed application software is needed. To maintain the operations of the LIMS, the Laboratory is seeking the technical support services of a contractor who is skilled with MS ACCESS 2003 database applications, SQLServer 2000/2005, and who can program in ACCESS and Visual Basic to support the administration of the LIMS. 3. Instructions to Bidders

2 Laboratory Services LIMS IT Support RFP Page 2 of The Bidder is specifically notified that any failure to comply with any part of the Request for Proposal (RFP) may result in rejection of the response. 3.2 One original and two paper copies, along with an electronic copy, of the bid response must be received by 4:30 P.M., April 27, Please address bids to: State of Vermont Department of Environmental Conservation Laboratory Services Division R.A. LaRosa Environmental Laboratory 103 South Main Street Waterbury, VT Attn: Alison Fransworth 3.3 Questions regarding substantial interpretation of the RFP should be directed in writing to the contact person identified in 3.2 above. The question and the response will be provided to all entities in the distribution list of this RFP. 3.4 Late responses may be automatically disqualified from further consideration. Bidder s mailing responses should allow normal mail delivery time to ensure timely receipt of their responses by the state of Vermont. 3.5 All responses and the accompanying documentation become the property of the state of Vermont and will not be returned. 3.6 Responses must be signed and dated by the President or Executive Director if the Bidder is a corporation, the managing partner if the Bidder is a partnership, or the proprietor if the Bidder is a sole proprietorship. 3.7 In the event that it becomes necessary to revise any part of this RFP, addenda will be provided to all persons/firms who receive the RFP. If any prospective Bidder has reason to doubt that the state of Vermont is aware of the Bidder s interest, it is incumbent upon the Bidder to notify the state of Vermont to be sure that the RFP or addenda are received. 3.8 The state of Vermont reserves the right to make an award without further discussion of the response submitted. Therefore, any response submitted should provide the most favorable terms which the Bidder can propose. The Bidder shall specifically state that the response is predicated upon the acceptance of the terms and conditions contained in the RFP. The Bidder should be prepared to accept this RFP for incorporation into a contract resulting from this RFP. Contract negotiation may provide for the incorporation of the Bidder s response. It is understood that the response will become a part of the official file on this matter without obligation. This RFP does not, however, obligate the state of Vermont to contract for services specified herein.

3 Laboratory Services LIMS IT Support RFP Page 3 of The completion of performance of any contract resulting from this RFP will be 18 months from the start date. The start date will be determined by the Contractor and the State of Vermont, taking into account appropriate considerations for project scheduling. Amendments extending the period of performance, if any, shall be at the sole discretion of the State of Vermont Responses must explicitly identify the Bidder s unit price for all services specified in this bid request The proposals will be reviewed and evaluated by staff of the Department s Laboratory Services Division. The State of Vermont reserves the right to accept or reject any or all proposals received without penalty. The final selection, if any, will be that response which, in the opinion of the State of Vermont, after review of all submissions, best meets the requirements set forth in the RFP and is in the best interest of the State of Vermont The State of Vermont is not obligated to accept the lowest bid The cost of preparing, submitting and presenting a submission in response to this RFP is the sole expense of the Bidder The contract awarded for this project will be a unit price for services (hourly rate) contract based on the accepted Bidders proposal up to a fixed amount, on a funds available basis, not to exceed $12, Any contract issued from this RFP will include, without modification, the standard contract provisions provided in Attachment A. These provisions are standard provisions of any contract issued by Vermont state government. 4. Proposal Specifications The proposal should be organized to include the following information: 4.1 A description of the Bidder s experience and capability in completing the work described in this RFP, including its history, organization and size. 4.2 A list of contracts performed by the Bidder with an adequate narrative that will allow the Laboratory Services Division to understand the nature and extent of each contract, and an indication as to those clients which may be contacted as references. 4.3 A presentation of the Bidder s proposed approach to achieving the requirements of this RFP. This should include: a. A proposed scope of work with an explanation of technical approaches and a detailed outline of the proposed program.

4 Laboratory Services LIMS IT Support RFP Page 4 of 8 b. A proposed work plan focusing on how problem statements would be framed and proposed solutions defined, communicated and documented. c. Statements and discussion of anticipated difficulties and problem areas, together with potential or recommended approaches for their solution. d. Resumes, with detailed qualifications and levels of competence, of individuals to be assigned to this project. e. Names, addresses, and telephone numbers of three client references and a brief description of the type of service provided in the contracts. The Bidder must grant permission to the state of Vermont to contact all references provided. f. A statement as to whether the Bidder s business qualifies under federal statute as a minority or woman-owned business. 5. Technical Specifications The Bidder shall propose a process to address elements of this RFP including, but not limited to: 5.1 Providing technical support to the LIMS Administrator in addressing staff and client LIMS issues. 5.2 Writing ACCESS 2003, Visual Basic and SQL Server code to maintain LIMS operation and generate reports needed by the Laboratory and its clients, and for interfacing with LIMS peripherals. 5.3 Assist working with the LIMS vendor under a vendor service contract, separately maintained by the Laboratory, to solve LIMS problems, apply patches and software revisions and help the Laboratory decide when vendor developed application software is needed. 6. Project Management 6.1 The successful Bidder, herein called Contractor, shall meet with representatives of the Laboratory Services Division no later than one week after the contract is in-force to discuss the major elements of a work plan. 6.2 The Contractor shall have on file with the Laboratory Services Division an approved work plan no later than 30 days after a contract is in-force. This work plan would identify major tasks expected to be accomplished and the means of communication between the Laboratory Services Division and the contractor.

5 Laboratory Services LIMS IT Support RFP Page 5 of The Contractor shall provide monthly reports documenting activities conducted under the awarded contract. The frequency of this reporting may change based upon the needs of the project. 6.5 The Contractor shall provide written reports documenting any and all modifications proposed and made to the LIMS. 7 Bid Evaluation Criteria 7.1 Proposals shall be evaluated by the Laboratory Services Division using the following criteria: 1. Experience of Bidder in programming Microsoft ACCESS 2003, Visual Basic and SQL Server. 2. Knowledge and experience of Bidder with laboratory sciences and practices. 3. Knowledge and experience of Bidder in tracking work for clients and invoicing for work performed. 4. Ability of Bidder to communicate clearly, both orally and in writing. 5. Experience and ability of Bidder to document work recommended and performed. 6. Confidence in Bidder s ability to deal with unexpected surprises and contingencies that may arise in the course of an awarded contract. 7. Quality, clarity, and specificity of the approaches, plans, and procedures to be used to perform the services required. 8. Results of reference inquiries. 9. Price (hourly rate) and availability (level of service response time or schedule). 10. Any other information judged important to selection process.

6 Laboratory Services LIMS IT Support RFP Page 6 of 8 Attachment A: Standard Contract Provisions CONTRACTS FOR SERVICES CUSTOMARY STATE CONTRACT PROVISIONS (Revised 8/95) 1. Entire Agreement: This contract represents the entire agreement between the parties on the subject matter. All prior agreements, representations, statements, negotiations, and understandings shall have no effect. 2. Applicable Law: This contract will be governed by the laws of the State of Vermont. 3. Appropriations: If this contract extends into more than one fiscal year of the State (July 1 to June 30), and if appropriations are insufficient to support this contract, the State may cancel at the end of the fiscal year, or otherwise upon the expiration of existing appropriation authority. 4. No Employee Benefits For Contractor: The contractor understands that the State will not provide any individual retirement benefits, group life insurance, group health and dental insurance, vacation and sick leave, workers compensation or other benefits or services available to State employees, nor will the state withhold any state or federal taxes except as required under applicable tax laws, which shall be determined in advance of execution of the contract. The Contractor understands that all tax returns required by the Internal Revenue Code and the State of Vermont, including, but not limited to income, withholding, sales and use, and rooms and meals, must be filed by the contractor, and information as to contract income will be provided by the State of Vermont to the Internal Revenue Service and the Vermont Department of Taxes. 5. Independence, Liability: The Contractor will act in an independent capacity and not as officers or employees of the State. The contractor shall indemnify, defend and hold harmless the State and its officers and employees from liability and any claims, suits, judgments, and damages arising as a result of the Contractor's acts and/or omissions in the performance of this contract. 6. Insurance: Before commencing work on this contract the contractor must provide certificates of insurance to show that the following minimum coverages are in effect. It is the responsibility of the contractor to maintain current certificates of insurance on file with the state through the term of the contract. Workers Compensation: With respect to all operations performed, the contractor shall carry workers compensation insurance in accordance with the laws of the State of Vermont. General Liability and Property Damage: With respect to all operations performed under the contract, the contractor shall carry general liability insurance having all major divisions of coverage including, but not limited to: Premises - Operations Independent Contractors' Protective Products and completed Operations Personal Injury Liability Contractual Liability The policy shall be on an occurrence form and limits shall not be less than: $1,000,000 Per Occurrence $1,000,000 General Aggregate $1,000,000 Products / completed products aggregate $50,000 Fire Legal Liability

7 Laboratory Services LIMS IT Support RFP Page 7 of 8 Automotive Liability: The contractor shall carry automotive liability insurance covering all motor vehicles, no matter the ownership status, used in connection with the contract. Limits of coverage shall not be less than: $1,000,000 Combined single limit. No warranty is made that the coverages and limits listed herein are adequate to cover and protect the interests of the contractor for the contractor's operations. These are solely minimums that have been set to protect the interests of the state. 7. Reliance By the State on Representations: All payments by the State under this contract will be made in reliance upon the accuracy of all prior representations by the contractor, including but not limited to bills, invoices, progress reports and other proofs of work. 8. Records Available for Audit: The Contractor will maintain all books, documents, payroll papers, accounting records and other evidence pertaining to costs incurred under this agreement and make them available at reasonable times during the period of the contract and for three years thereafter for inspection by any authorized representatives of the State or Federal Government. If any litigation, claim, or audit is started before the expiration of the three year period, the records shall be retained until all litigation, claims or audit findings involving the records have been resolved. The State, by any authorized representative, shall have the right at all reasonable times to inspect or otherwise evaluate the work performed or being performed under this contract. 9. Fair Employment Practices and Americans with Disabilities Act: Contractor agrees to comply with the requirement of Title 21 V.S.A. Chapter 5, Subchapter 6, relating to fair employment practices, to the full extent applicable. Contractor shall also ensure, to the full extent required by the Americans with Disabilities Act of 1990, that qualified individuals with disabilities receive equitable access to the services, programs, and activities provided by the Contractor under this contract. Contractor further agrees to include this provision in all subcontracts. 10. Set Off: The State may set off any sums which the Contractor owes the State against any sums due the Contractor under this contract; provided, however, that any set off of amounts due the State of Vermont as taxes shall be in accordance with the procedures more specifically provided hereinafter. 11. Taxes Due To The State: a. Contractor understands and acknowledges responsibility, if applicable, for compliance with State tax laws, including income tax withholding for employees performing services within the State, payment of use tax on property used within the State, corporate and/or personal income tax on income earned within the State. b. Contractor certifies under the pains and penalties of perjury that, as of the date the contract is signed, the Contractor is in good standing with respect to, or in full compliance with, a plan to pay any and all taxes due the State of Vermont. c. Contractor understands that final payment under this contract may be withheld if the Commissioner of Taxes determines that the Contractor is not in good standing with respect to or in full compliance with a plan to pay any and all taxes due to the State of Vermont. d. Contractor also understands the State may set off taxes (and related penalties,interest and fees) due to the State of Vermont, but only if the Contractor has failed to make an appeal within the time allowed by law, or an appeal has been taken and finally determined and the Contractor has no further legal recourse to contest the amounts due. 12. Child Support: (Applicable if the Contractor is a natural person, not a corporation or partnership.) Contractor states that, as of the date the contract is signed, he/she: a. is not under any obligation to pay child support; or

8 Laboratory Services LIMS IT Support RFP Page 8 of 8 b. is under such an obligation and is in good standing with respect to that obligation; or c. has agreed to a payment plan with the Vermont Office of Child Support Services and is in full compliance with that plan. Contractor makes this statement with regard to support owed to any and all children residing in Vermont. In addition, if the Contractor is a resident of Vermont, Contractor makes this statement with regard to support owed to any and all children residing in any other state or territory of the United States. 13. Subcontractors: Contractor shall not assign or subcontract the performance of this agreement or any portion thereof to any other contractor without the prior written approval of the State. Contractor also agrees to include in all subcontract agreements a tax certification in accordance with paragraph 11 above. 14. No Gifts or Gratuities: Contractor shall not give title or possession of any thing of substantial value (including property, currency, travel and/or education programs) to any officer or employee of the State during the term of this contract. 15. Copies: All written reports prepared under this contract will be printed using both sides of the paper. (End of Customary Provisions)