Arkansas Dept. of Health issues LIMS RFP/RFQ
Vendor No. 100000000
THIS IS NOT AN ORDER
Contact
Your reference
RFQ Number 6000002764
Date 06/26/2003
Requisition No. 1000134533
Contact Robin Rogers
Telephone 501-371-6067
Fax 501-324-9311
Quote due on 07/22/2003
Send Quotation To: Ship To: Delivery Date: 08/01/2003 OFFICE OF STATE PROCUREMENT Public Health Labs 1509 WEST 7TH STREET, 3RD FLOOR “4815 W Markham, Dock A” LITTLE ROCK, ARKANSAS 72201-3966 Little Rock AR 72205 P.O. BOX 2940 LITTLE ROCK, ARKANSAS 72203-2940
REFERENCE TRACKING #SP-03-0572
COMMODITY: LIM SYSTEM
BID OPENING DATE: JULY 22, 2003
BID OPENING TIME: 2:30 P.M.BID MAY NOT BE FAXED
THIS IS A FORMAL SEALED BID:FAXED BIDS WILL NOT BE ACCEPTED.
BIDS WILL BE ACCEPTED BY THE OFFICE OF STATE PROCUREMENT UNTIL THE TIME AND DATE SPECIFIED ABOVE. THE BID ENVELOPE MUST BE SEALED AND SHOULD BE PROPERLY MARKED WITH THE REFERENCED TRACKING NUMNER, DATE, AND HOUR OF BID OPENING AND THE BIDDER’S RETURN ADDRESS. IT IS NOT NECESSARY TO RETURN “NO BIDS”.
TYPE OF CONTRACT: TERM CONTRACT PERIOD: 24 MONTHSBIDDER COMPANY NAME: __________________________________________
CONTACT NAME/TITLE: ____________________________________________
ADDRESS: ________________________________________________________
__________________________________________________________________
TELEPHONE: _____________________________FAX_____________________
E-MAIL ADDRESS: _________________________________________________
FED. I.D. OR SOC. SEC. NO. _________________________________________
Vendor Quote Information submitted by:Printed Name________________________________________________________
Signature__________________________________ Date_____________________
THE BID MUST BE SIGNED IN INK. UNSIGNED BIDS WILL NOT BE CONSIDERED.
MINORITY BUSINESS POLICYIt is the policy of the State of Arkansas that minority business enterprises shall have the maximum opportunity to participate in the state purchasing process. Therefore, the State of Arkansas encourages all minority businesses to compete for, win and receive contracts for goods, services, and construction. The state also encourages all companies to subcontract portions of any state contract to minority business enterprises.
DELIVERY: TO BE MUTUALLY AGREED UPON BETWEEN AGENCY AND VENDOR
RESPOND TO BID IN ENGLISH, US DOLLARS, AND TIME SPECIFIED FOR BID OPENING IS CENTRAL DAYLIGHT TIME
THIS RFP/RFQ MAY BE MODIFIED ONLY BY AMENDMENTS WRITTEN AND AUTHORIZED BY THE OFFICE OF STATE PROCUREMENT
Alteration of Original RFQ/RFP Documents:The original written or electronic language of the RFQ/RFP shall not be changed or altered except by approved written addendum issued by the Office of State Procurement. This does not eliminate an Offeror from taking exception(s) to these documents, but does clarify that the Offeror cannot change the original documents written or electronic language. If the Offeror wishes to make exception(s) to any of the original language, it must be submitted by the Offeror in separate written or electronic, language in a manner that clearly explains the exception(s). If Offerors/Contractors submittal is discovered to contain alterations/changes to the original written or electronic documents, the Offerors response may be declared, as “non-responsible” and the response shall not be considered.
DO NOT ENTER PRICE ON ITEM PRICE LINES BELOW. PRICES ENTERED ON PRICE LINES WILL NOT BE CONSIDERED. PRICES MUST BE ENTERED ON OFFICIAL BID PRICE SHEETS.
ItemMaterial/Description RFQ QtyUM Unit Price Amount
___________________________________________________________________________________
___________________________________________________________________________________
0010 10023879 1each$___________$___________
SOFTWARE,PC
Requisition #: 1000134533
SOFTWARE,PC. LIMS system for the Public Health Labs. See Specs.
___________________________________________________________________________________
___________________________________________________________________________________
Total $
___________________________________________________________________________________
___________________________________________________________________________________
SEE ATTACHED SPECIFICATIONS AND OFFICIAL BID PRICE SHEETSAGENCY CONTACT: CHARLES MCGEE 501-661-2450
Request for Bids on Laboratory Information System
Background
The Arkansas Department of Health (ADH), Laboratory Services Division, is soliciting bids for the purchase of a laboratory information management system (herein described as LIMS). Laboratory Services protects, promotes, and monitors the health of the public by testing clinical specimens and environmental samples for diseases and hazardous substances, respectively. In this document, the term “sample” will be used to refer to both clinical specimens and environmental samples. Clinical samples are received from the 100 ADH county health units as well as from private sector health care providers (hospitals, clinics, etc.). Environmental samples are received from both ADH submitters and private sector submitters and typically involve testing of water quality. The Laboratory Services unit is organized according to Sections and Labs as listed in Appendix A and includes a staff of approximately 120 colleagues. The scope of work to be completed will address the LIMS software needs of each Section and all Lab Units within each section with the exception of Alcohol Testing. The purchase of the new LIMS will include software, implementation support, training and some data conversion tasks to be categorized as Programming Services. The LIMS shall provide functions consistent and complying with current Good Automated Lab Practices (GALP), Clinical Lab Improvement Act (CLIA) requirements, Health Insurance Privacy and Accountability Act (HIPAA) regulations, and standards of the Public Health Information Network (PHIN) as set forth by the Centers for Disease Control and Prevention. The LIMS shall provide functionality in support of the continuing certification of Laboratory Services labs in compliance with the regulatory bodies listed in Appendix A.
Organizational structure of the Laboratory Services area including approximate volume of Samples received per year is listed in Appendix A.
Present System Summary
The current legacy system for sample tracking and lab reporting was developed in-house and is limited in capability. It consists of application programs utilizing Cobol and a proprietary WANG relational database running on a WANG minicomputer. Some lab reporting is also currently done using in-house developed client/server software as well as Microsoft Office software. The Laboratory Services area will be migrating off these legacy systems to a new LIMS which will run on the ADH intranet.
System Requirements
The following requirements must be addressed by prospective bidders. Bidders must note whether their LIMS addresses each requirement. For areas of deficiency, bidders must note whether and how such deficiencies can be addressed.
Security
The LIMS must support configurable “roles” for various classes of system users. The LIMS administrator must be able to assign different levels of access to system functions and varying levels of read/write capabilities depending on the login username. Specific roles must be configurable based on the level of access a user needs to various system features, screens, and data elements. Rules for user passwords must be configurable by a LIMS administrator. Lab supervisors with appropriate authorization must be able to assign and remove users from roles in their lab including the assignment of which tests a user may perform. The LIMS must be capable of compliance with all regulations in effect for ADH (see list of Certifications in Appendix A). The LIMS must comply with all HIPAA regulations that apply to ADH.
User Interface
The LIMS must provide an easy interface which must be user-friendly. The LIMS must use a graphical user interface consistent with the Microsoft Windows 2000 operating system. The interface must provide system administrators with the capability to customize screen layouts. The interface must allow the use of standard input devices such as keyboards, mouse input devices, and bar code scanners and must have the flexibility to accommodate input from other means (such as wireless devices). Screens must be configurable by a system administrator to include/exclude data elements as necessary based on the assigned role of the user. Fields on each screen must allow for data validation, pick lists, and calculated values. The system must be able to allow users to add a result to multiple samples in one operation. As determined by a system administrator, a test must be able to have multiple results or be limited to a single result. The LIMS must allow users to enter free text comments.
Receiving / Accessioning / Label Printing
The LIMS must support the import of patient demographics, sample information, test requests, and submitter information via a standard HL7 interface. Samples received that contain an ADH submitter bar code will be scanned, triggering the creation of an accession number in the LIMS as needed. The LIMS must support the creation of user-configurable labels and be capable of generating labels with bar codes. The system must allow for user-configurable accession numbers. The system must support a universal LIMS accession number as well as lab-specific accession numbers. The assignment of accession numbers must be possible for Specimen Receiving staff and by staff in each different lab. Users must be able to select from a variety of label formats and must be able to print multiple copies of labels.
Specimen Linking
The LIMS must have the capability to link a sample received for a patient to samples received at prior dates for the same patient.
Inquiry
LIMS will be searchable by all data elements and will include ad-hoc query capability.
Supervisor Review
Lab supervisors must be able to specify one or more sample accession numbers for review. Supervisors must be able to mark samples as approved, place samples on hold or release samples from hold status. Supervisors must be able to add amendments to approved samples and associated test results with a full audit trail. Amended sample records must be clearly identified as such on reports and must clearly reference accession numbers of samples that were amended, Such records must be restricted and, when accessed, refer users to the amended sample record information.
Audit Trail
LIMS will support the use of audit trails for all data elements. Audit trails must be capable of including operations performed, date/time of operation, ID of user performing operation, and workstation identifier of workstation used to perform operation. Audit trail must include record of insertions, modifications, and deletions of records and record both old and new values. Audit trail will support ad-hoc queries and reports of audited information for authorized users. Retention periods will be assignable to audit trail information. Successful and unsuccessful login attempts will be auditable.
Archive
LIMS will support capability to archive information for samples that have exceeded specific data retention periods.
Codes / Messaging
LIMS will support the use of LOINC and SNOMED coding and will be capable of messaging using HL7 formats.
Test Scheduling
The new LIMS must be capable of scheduling and tracking samples including analytical status through report generation. The LIMS must be designed to have default analyses assignments for routine monitoring samples and must be capable of limiting the assignment of samples and analyses to authorized lab personnel. The LIMS must support the use of pending and hold times including alerts for approaching deadlines. LIMS must allow users to generate work lists by selecting from a list of pending samples.
Data Input
The LIMS must include the capability to configure specific data validations and edits and must support the use of pick lists and business rules. The configuration of business rules must be possible without requiring full system compilation or user down time. The LIMS must support the use of “hot keys” as shortcuts and mouse input must be optional as determined by a system administrator. The system must provide a results and verification process that supports formulas and calculations, exception reporting for abnormals, expert rules, and validation of results against age parameters or tiers.
Instrumentation
Data transfer must be accomplished with a minimum of human intervention. Therefore, it is important that the LIMS accept data directly from as many of the analytical instruments as possible. The LIMS must be capable of receiving data from the following instruments and software:
1. Organon Teknika Reader 250 is used for HIV testing via ELISA (EIA) profile. This instrument is used in conjunction with a computer using Microplate Information Management Software (MIMS).
2. Gen-Probe Aptima system is used for Gonorrhea and Chlamydia testing.
3. The Newborn Screening lab uses a BSD 300 punch machine, ISOLAB Flouroscan II plate reader, and a Kimble Instruments Guardian sample processing unit. A Wallac Delfia Flourometer is used for T4/TSH tests.
4. Several Biotek Instruments Plate Readers are in use in the Immunology section. The software provided by Biotek for these readers is currently being purchased.
5. The TB Lab uses a Becton Dickinson BACTEC TB-460 system, Organon Teknika MB/Bact 240 Incubators, BacT ALERT 3D system, a GenProbe Leader 50, and a Dionex HPLC system.
6. Inorganic Chemistry lab uses Agilent 7500i ICP-MS, Perkin Elmer SIMAA 6000 AAS-STPF, TJA 61E ICAP, Dionex DX500 IC, Lachat QuikChem 8000 FIA colorimeter, Brinkmann 719S and 716DMS Titrinos Autotitrator, Brinkmann 765 Dosimat Autopipette, Brinkmann 712 Conductometer Bridge, Denver 225 pH/ISE/mV meter, Mettler AT261 Balance, Hach 2100AN Nephelometer/colorimeter, ATI Unicam 939QZ AAS-STPF, TSA 3200MM AAS-CV, Perkin Elmer ICP-MS.
7. Organic Chemistry lab uses Agilent GC/MS 6890 Gas Chromatograph, Tekmar-Dohrma Phoenix 8000 Gas Chromatograph, Agilent 1100 series and 6890 HPLC systems, Varian Saturn GC/MS, Shimadzu GC-17A Gas Chromatograph.
8. Radiochemistry lab uses Canberra Gamma Detector, Tennelec alpha/beta counters/dispensers, Packard 2000c Scintillation Counter, Tri-carb 2750 TR/LL liquid spectrometerThe LIMS must also be capable of receiving data via RS-232 interface. Data input must also include imports from spreadsheet formats like Microsoft Excel and delimited text files.
The new LIMS must have the capabilities of being populated with data from our current legacy systems. This could be done in a variety of formats including (by order of preference) importing MS Access database files, importing spreadsheet files, importing delimited text files, or other methods of batch data entry provided by the vendor
Data Reporting
The LIMS must include an assortment of standard pre-formatted reports for things such as approved samples, turnaround time, QA/QC, and work sheets. Also, the system must allow the user to develop other report formats and implement them without intervention of the software developer (must include user-configurable report formats). The reporting mechanism must allow the user to include such items as the department letterhead, seal, and/or logo. Analysts and supervisors must be able to run reports that indicate sample status, holding time remaining, and show priority of the samples.
The system must have the capability of producing reports of partial sample results, but it must flag these reports as incomplete. Report must include all results, limited results, or single result depending on the user request.
The system must have the capability of automatically reporting data exceeding pre-set limits, such as water quality standards or drinking water limits. Generation of statistics such as maximum, minimum, trends, means, etc., must be included in the reporting package.
The system must also be capable of machine-readable output in a variety of formats including those compatible with Microsoft Excel, Microsoft Access, delimited text files, and other software packages. The system must be able to output data in a format that is compatible with the US EPA databases such as EDI and XML.
Quality Assurance/Quality Control Functions
Quality control is an important function of the laboratory. The LIMS must be able to denote QC samples. The LIMS must be able to automatically calculate all QA functions, such as acceptance criteria, precision, accuracy, control charts, etc. It must also be capable of batch flagging of data with QC violations and note corrective action changes.
General Requirements
Any solution proposed must be capable of connecting directly to the ADH intranet network using industry standard ethernet network technology supporting the TCP/IP protocol. The LIMS must be fully compatible with Microsoft Windows 2000 operating systems. It must be Open Database Connectivity (ODBC) compliant. The LIMS must use Microsoft SQL Server 2000 as its database and must be capable of providing a read-only access as needed.
The LIMS must be designed and bid to accommodate a minimum of 40 concurrent users for data input, manipulation, and report generation. The bid must also indicate the per user cost of additional users for each type of access license available. The database must be designed for an unlimited linkage to a read-only set of tables through ODBC-compliant software such as Microsoft Access, Seagate Crystal Reports, etc.
TYPE OF CONTRACT
The contract awarded as a result of this IFB will be a term contract for a period of two (2) years from date of award with an option to renew five (5) additional times in one year increments or a portion thereof.
SITE SURVEY AND IMPLEMENTATION
The Vendor will be required to do an initial Site Survey and Implementation Plan. The Site Survey will be an on-site assessment of needs and requirements for ADH Laboratory Services in preparation for the LIMS implementation. As a result of the Site Survey, a LIMS Implementation Plan will be required from the Vendor. The Implementation Plan will serve as the LIMS implementation project plan and will be agreed to by ADH. The Implementation Plan will address the requirements of the labs included in Appendix A and the resulting project plan will be divided into four phases. NOTE: The Newborn Screening laboratory provides services in direct support of the Maternal and Child Health (MCH) Program which provides follow-up services for children having abnormal results for metabolic disorders. The LIMS will include the functionality required by the MCH program to provide follow-up services for children having abnormal results for metabolic disorders.
RESERVATION
This Invitation for Bids does not commit the State of Arkansas to award a contract. The State reserves the right to accept or reject, in part or in its entirety, any or all bids received as a result of the Invitation for Bid, if it is in the best interest of the State to do so.
INSTRUCTIONS TO BIDDERS
All bid prices shall include delivery. Vendors are requested to submit the original and one (1) copy of signed bid. Vendors must submit two (2) copies of literature describing the software specified in their
response to this IFB.CRITERIA FOR AWARD
This bid will be a “all or none” award
A. Each bid must be signed by an authorized representative of the bidder’s firm, giving the representative’s title and telephone number.
B. Bids must meet or exceed all defined specifications.
C. Bids must meet all terms and conditions of this Invitation for Bid and the Laws of the State of Arkansas.
D. Award will be based upon conformance to the specifications, lowest cost, and ability to meet delivery requirements.
PAYMENT
ADH will make an initial payment for the total cost of licenses. The remaining proposal cost will apply to phases of implementation. Each implementation phase will be tied to acceptance and payment. The completion of a phase and acceptance of work done in a phase will be followed by a payment. Completion and acceptance of each phase will result in a payment of one fourth the total proposal price less the initial up-front total cost of Vendor licenses for the LIMS.
WARRANTY
The Vendor will be required to warrant the system for a minimum of one (1) year from the date of acceptance of the first phase. During that time, all updates, upgrades, or service releases will be provided to the agency at no further cost.
All warranty service must be performed by a Vendor and/or Service Personnel that are authorized by the manufacturer to perform such services.
The vendor must:
A. Clearly define in detail the warranty period for software and system component(s) after system acceptance.
B. Define the provisions of the warranty regarding response time for service and support.
C. Outline the standard or proposed plan of action for correcting software problems during the warranty period.
D. Vendors must itemize any products, services, and labor that is
excluded from warranty.SOFTWARE ACCEPTANCE REQUIREMENTS
LIMS acceptance will be based on completion of each of four phases of the LIMS Implementation Plan. System documentation, including user manuals for lab staff and system administrators, will be updated and made available following completion and acceptance of each phase of implementation. Also, bi-weekly status reports must be provided by vendor until acceptance of the final phase of implementation has been successfully completed. Additional criteria for acceptance of each phase is detailed below.
This acceptance procedure provides a time period for the agency to measure software up time and to validate compliance of all procurement items within the vendors bid. The system will be
accepted when an average up time of ninety-five (95) percent has been maintained for fourteen (14) consecutive days and is operating in conformance with this IFB and the vendors published specifications.Up time of the system is calculated as follows: [(Productive time minus downtime) divided by productive time] multiplied by 100 equals up time percentage.
Productive time is defined as those periods during which the system is scheduled for operational use. Downtime is defined as those periods between the time that the vendor is notified of system failure and the time that the equipment is again in proper operating condition.
In the event the system does not meet the availability requirement during the initial 14 consecutive calendar days of productive time, the measurement period shall continue on a day-to-day basis until the availability requirement is met.
The State’s options to terminate the agreement shall remain in effect until the availability requirement is met.
MAINTENANCE/SERVICE
Vendor must state anticipated response time to any request for service during the agency’s normal standard working hours.
Vendor must state willingness to complete repairs, etc. for problem resolution begun before but not completed within the standard time period.
Vendor must address the escalation process in the event of any unresolved software problem where resolution has not been satisfactory in the opinion of the agency.
Vendor must state the anticipated response time to arrive on-site for system problems.
Vendor must state any preventative maintenance anticipated and his willingness to perform such maintenance during non-working hours.
Vendor must state whether he will respond to after hours maintenance/repair calls and the cost per hour for non-contracted maintenance.
Prime Contractor. The proposing vendor must act as the prime contractor and sole point of contact for their proposed software.
Vendors must show all associated prices for maintenance coverage for five (5) days a week, eight (8) hours per day, Monday through Friday, for a period of 7 years, inclusive of warranty period.
Describe the average response time to service calls for the proposed software. Vendors must certify that they can comply with the following requirement:
The vendor must respond via telephone within 1 hour, be on-site within 48 hours if problem cannot be resolved via telephone support.
Remedial maintenance will be performed upon notification to the vendor that the system is
inoperable or unsuitable for operation. The vendor must be responsible for assuring that each
request for maintenance service is provided within the proposed response times.Preventive Maintenance. Proposals must specify the frequency and duration of any
Preventive maintenance required for the software system proposed.Official Prices. All costs must be outlined on the Official Bid Price Sheet; there will be no
additional charges for the following:Preventive maintenance. Remedial maintenance required by the recurrence of the same malfunction repaired in the preceding five (5) working days.
The vendor must specify the cost for each year of maintenance for a period of seven (7) years
Inclusive of the warranty period. ADH will have the option to purchase multiple years of
maintenance up front. Vendor must describe the level of work included in maintenance.Manufacturer-sponsored revisions and/or corrective modifications to proposed system.
Warranty/Maintenance. Charges for maintenance will begin after expiration of any warranty
period offered in the proposal.PERFORMANCE SECURITY
In order to assure full performance of all obligations imposed on a vendor by contracting with the State, the vendor will be required to provide a performance security in an amount of at least 50 percent of the total proposal price submitted by the bidder within 10 working days from date of receipt of the State’s written notification by mail of its intent to award a proposal. The form of security required shall be a performance bond such as is usually and customarily written and issued by surety companies licensed and authorized to do business in Arkansas or a cashier’s/certified check. An irrevocable letter of credit from an Arkansas bank is also acceptable. The contract shall be awarded upon acceptance of the performance security by the State Procurement Official.
If a vendor fails to deliver the required performance security, the proposal shall be rejected and the contract shall be awarded to the provider of the next ranked proposal. In the event of a breach of contract, either through quality problems, late delivery, substitutions, non-performance, or other areas within the control of the vendor, the State Procurement Official will notify the vendor in writing of the default and may assess reasonable charges against the vendor’s performance security. If, after notification of default, the vendor fails to remedy the State’s damages within ten (10) working days, the State Procurement Official may initiate procedures for collection against the vendor’s performance security.
In order to achieve the greatest economy for the State, the State Procurement Official may choose the next highest ranked bidder, re-advertise for bids, negotiate a purchase, or complete any other action consistent with the purchasing laws. The performance security will be released at the end of the acceptance period.
Checklist
The following checklist will be used to evaluate the proposed LIMS. The vendor must address each item listed to be guaranteed a complete evaluation. The vendor must cover how their system addresses each checklist item and, if necessary, address whether and how future system enhancements will address items in which the vendor’s system is lacking.
Capability to fully audit system activities and user actions (e.g. add, modify, delete).
Capability to provide audit trails for a specimen’s and patient’s processing history.
Capability to generate audit reports configurable by a system administrator.
Capability to accession samples in central receiving or in different sections of the lab.
Ability to define accession number format separately for the different sections of the lab.
Capability to customize specimen number assignment with Julian Date, Check Digits, and Laboratory Identification Number.
Capability to archive detailed result files to tape or disc storage as well as direct to microfiche or optical disk. Archived results must include reference ranges, QC data.
Support for unlimited online data retention periods including for audit information.
Supports work list generation by a variety of means (analyst, test or other specified parameters).
Ability to support touch screens or wanding (scanner) to create work lists.
Ability to manually build work lists.
Capability to provide for specimen receipt verification and sample status assignment/tracking.
Capability to maintain Chain-Of-Custody for any sample as well as providing query and report functions for Chain-Of-Custody data.
Automatic ordering of additional tests based on results of initial test screening (triggering or reflex ordering of tests).
Ability to create user-defined notes, footnotes and comments, both chartable and un-chartable, at any juncture (i.e., when ordering, resulting, canceling, or processing a specimen/test). Support for free text comments.
Quality Control and Quality Assurance support.
Ability to support Levy-Jennings charts.
Ability to track calibration dates, lot number changes, and shelf life of QC reagents.
Ability to enter free text of corrective action on QC.
Ability to test results against Westgard Rules and EPA QC requirements.
Ability to track QC specimen values.
Ability to link specimens of the same patient and track “repeats”.
Ability to support online tutorials and procedure manuals.
Ability to access word processing and spreadsheet capability on all workstations including ability to create graphs. Support for OLE.
Ability to capture veterinary or non-human sample data (e.g. Type, Location, Source, Other, etc.)
Ability to support resulting by exception by batch.
Ability to support “roles” for different types of users, to allow or deny access to functions based on a user’s role, and to hide confidential information from screen based on a user’s role. Supports setup of user privileges.
Ability to support real-time 2-way messaging interface between LIMS and ADH “front-end” application used for entry of patient demographics, sample, and test information from county health units. Ability to maintain up-to-date sample status (shipped, received, test result pending, final/approved, reported) via messaging to the ADH front-end.
Data search by all data elements. Support for ad-hoc query tools.
Provide logbook format report.
Universal patient numbering for all procedures and results.
Capability to interface with digital or other laboratory instruments.
Capability to trace results back to the original instrument on which the test was performed.
Bar code capabilities for instrumentation and patient identification.
Supports cancellations to and from all interfaces.
Specimen storage tracking.
Inventory management support.
Equipment maintenance feature to maintain historical maintenance record and to display a maintenance schedule.
Ability to create “hot keys” or buttons for easy transposition between views and for task management.
Ability to assign pending or holding times along with a pending/holding log report.
Support for all regulatory body required updates (CLIA-88, USDA, NRC, FDA, CAP).
Amount of downtime for average maintenance must be zero. Rare downtime plan must be addressed.
Ability to capture unsatisfactory specimens (e.g. hemolyzed, QNS).
Ability to support LOINC and SNOMED coding.
Ability to support a daily activity summary report showing detail of work performed including personnel ID
Ability to tie a facility with an order, specimen collection, and results.
Ability to support e-mail messaging.
Supports redirection of printing. Ability to print to a user-selectable printer.
Supports automatic assignment of patient ID based on location or scan of a bar-code.
Supports the creation of user specific screen customizations for control of system defaults and display characteristics (e.g. color, font, etc.).
Supports customization of screen design by authorized system administrators.
Supports the performance data integrity checks including the ability to identify patients with duplicate comments, missing results, etc.
Ability to generate an internal report of all work verified for a time period, by technologist.
Ability to queue, and hold, faxes for a single client and FAX as a batch on demand.
Ability to custom design tube labels.
Ability to create batches and report results by batch including QC.
Ability to report outbreaks (i.e. Name of outbreak, description, outbreak ID, type, etc.)
Ability to interface electronically with external organizations such as CDC, EPA.
Ability to support EDI, XML for EPA reporting.
Ability to support HL7 messaging.
Ability to support ODBC standards.
Exception report of procedures exceeding user-specified turnaround time limits.
Ability to provide data validation rules defined for each lab on any data field to edit for erroneous data.
Ability to attach new tests and results to existing specimens.
Ability to provide repeat entry and cut-and-past capability.
Ability to assign default results to specified tests.
Ability to produce error/warning messages throughout the test process to signal lab staff of potential errors.
Ability to have automatic sign-off of workstations following a period of no usage.
Ability to support strong-password rules (user-defined length, log-in restrictions by date/time, change password prompt, password character restrictions).
Ability to provide alarms of system errors such as low disk space, database validation, environmental limits.
Suspicious or abnormal findings flagged for verification (user-defined criteria).
Provide a quick result entry method to allow for multiple tests with same result.
On-line reviewing capabilities for all results, as well as the option to print and review on paper.
Ability to create extract and/or export files for transfer to approved agency departments with applications that can accept lab data.
Mandatory Specifications
Bidders are advised that ADH will not consider bids which do not meet or exceed the minimum specifications described in this section.
The Application must function within a Microsoft Windows 2000 network server and workstation operating environment and have the following capabilities:
1. Support the following industry standards:
(HL7,ODBC,TCP/IP)
2. Comply with the following regulatory standards:
(HIPAA,CLIA,CAP)
3. System must provide customer with the capability to customize screen designs.
4. System must allow customer to define and modify business rules without requiring system down-time.
5. System must allow for the addition of tables and fields.
6. User-configurable options must be achievable without contracting additional vendor services.
7. Must support ODBC connectivity.
8. System must be capable of utilizing Microsoft SQL Server 2000 as back-end database.
9. System must include capability to enable full audit-trail on any field.
10. System must include capability to set a user time-out function to limit the amount of time the system
is active without user input.
11. System must include capability to schedule events based on time, date and system events.
12. Must be currently in use in production environment at one or more state public health labs.Functional equivalent to L.I.M.S. StarLIMS ver. 9
Name of Software Package Bid:__________________________________List three (3) Public Health Laboratory or private sector laboratory clients that currently use the software package that you have bid in this section.
1. Client Name:________________ Contact & Phone No.______________________
2. Client Name:________________ Contact & Phone No.______________________
3. Client Name:________________ Contact & Phone No.______________________
OFFICIAL BID PRICE SHEET
ITEM
NO. DESCRIPTION PRICE1. LIMS Core system software $________
2. Concurrent User License (each) $________
3. Installation/Training (price/8 hour day) $________
(must include site survey and implementation plan)
(vendor must note any class size limits)4. Programming/Implementation Services
(price/8 hour day) $________5. Instrument Data Link (Interface) $________
6. Documentation $________
7.* Other LIMS component (specify) _______________ $________
8. Other LIMS component (specify) ________________ $________
9. Other LIMS component (specify) ________________ $________
10. Other LIMS component (specify) _______________ $________
11 Other LIMS component (specify) ________________ $________
12. One Time Charges, if Applicable (Itemize) $________
13.** Initial Maintenance/Support Cost (year 1) $________
14. Maintenance/Support Cost (year 2) $________
15. Maintenance/Support Cost (year 3) $________
16. Maintenance/Support Cost (year 4) $________
17. Maintenance/Support Cost (year 5) $________
18. Maintenance/Support Cost (year 6) $________
19. Maintenance/Support Cost (year 7) $________
Prices must be firm for ninety (90) days from bid opening. All Vendor travel expenses are the responsibility of the vendor.
* If other components besides the Core LIMS system software are required or
are optional, please specify, describe, and list the price here.** Vendor must bid multiple years of maintenance/support, however agency may or may not purchase all years. The agency has the option of purchasing the maintenance/support at any time.
NOTE: All costs not identified but subsequently incurred by ADH must be borne by the BIDDER.
VENDOR
NAME: ______________________________ ADDRESS:_________________________________________________________________________________________________________
CITY:______________________________STATE:____________ZIP CODE:______________
Signature of Authorized Official:_______________________________________________
TITLE:_______________________________________________________________________
TELEPHONE NO._______________________________________
RFQ/RFP STANDARD TERMS AND CONDITIONS
1. GENERAL: Any special terms and conditions included in the invitation for bid override these standard terms and conditions. The standard terms and conditions and any special terms and conditions become part of any contract entered into if any or all parts of the bid are accepted by the State of Arkansas.
2. ACCEPTANCE AND REJECTION: The state reserves the right to accept or reject all or any part of a bid or any and all bids, to waive minor technicalities, and to award the bid to best serve the interest of the state.
3. BID SUBMISSION: Bids must be submitted to the Office of State Procurement on this form, with attachments when appropriate, on or before the date and time specified for bid opening. If this form is not used, the bid may be rejected. The bid must be typed or printed in ink. The signature must be in ink. Unsigned bids will be disqualified. The person signing the bid should show title or authority to bind his firm in a contract. Each bid should be placed in a separate envelope completely and properly identified. Late bids will not be considered under any circumstances.
4. PRICES: Quote F.O.B. destination. Bid the unit price. In case of errors in extension, unit prices shall govern. Prices are firm and not subject to escalation unless otherwise specified in the bid invitation. Unless otherwise specified, the bid must be firm for acceptance for thirty days from the bid opening date. “Discount from list” bids are not acceptable unless requested in the bid invitation.
5. QUANTITIES: Quantities stated in term contracts are estimates only, and are not guaranteed. Bid unit price on the estimated quantity and unit of measure specified. The state may order more or less than the estimated quantity on term contracts. Quantities stated on firm contracts are actual requirements of the ordering agency.
6. BRAND NAME REFERENCES: Any catalog brand name or manufacturer’s reference used in the bid invitation is descriptive only, not restrictive, and used to indicate the type and quality desired. Bids on brands of like nature and quality will be considered. If bidding on other than referenced specifications, the bid must show the manufacturer, brand or trade name, and other descriptions, and should include the manufacturer’s illustrations and complete descriptions of the product offered. The state reserves the right to determine whether a substitute offered is equivalent toand meets the standards of the item specified, and the state may require the bidder to supply additional descriptive material. The bidder guarantees that the product offered will meet or exceed specifications identified in this bid invitation. If the bidder takes no exception to specifications or reference data in this bid he will be required to furnish the product according to brand names, numbers, etc., as specified in the invitation.
7. GUARANTY: All items bid shall be newly manufactured, in first-class condition, latest model and design, including, where applicable, containers suitable for shipment and storage, unless otherwise indicated in the bid invitation. The bidder hereby guarantees that everything furnished hereunder will be free from defects in design, workmanship and material, that if sold by drawing, sample or specification, it will conform thereto and will serve the function for which it was furnished. The bidder further guarantees that if the items furnished hereunder are to be installed by the bidder, such items will function properly when installed. The bidder also guarantees that all applicable laws have been complied with relating to construction, packaging, labeling and registration. The bidder’s obligations under this paragraph shall survive for a period of one year from the date of delivery, unless otherwise specified herein.
8. SAMPLES: Samples or demonstrators, when requested, must be furnished free of expense to the state. Each sample should be marked with the bidder’s name and address, bid number and item number. If samples are not destroyed during reasonable examination they will be returned at bidder’s expense, if requested, within ten days following the opening of bids. All demonstrators will be returned after reasonable examination.
9. TESTING PROCEDURES FOR SPECIFICATIONS COMPLIANCE: Tests may be performed on samples or demonstrators submitted with the bid or on samples taken from the regular shipment. In the event products tested fail to meet or exceed all conditions and requirements of the specifications, the cost of the sample used and the reasonable cost of the testing shall be borne by the bidder.
10. AMENDMENTS: The bid cannot be altered or amended after the bid opening except as permitted by regulation.
11. TAXES AND TRADE DISCOUNTS: Do not include state or local sales taxes in the bid price. Trade discounts should be deducted from the unit price and the net price should be shown in the bid.12. AWARD: Term Contracts: A contract award will be issued to the successful bidder. It results in a binding obligation without further action by either party. This award does not authorize shipment. Shipment is authorized by the receipt of a purchase order from the ordering agency. Firm Contracts: A written state purchase order authorizing shipment will be furnished to the successful bidder.
13. LENGTH OF CONTRACT: The invitation for bid will show the period of time the term contract will be in effect.
14. DELIVERY ON FIRM CONTRACTS: The invitation for bid will show the number of days to place a commodity in the ordering agency’s designated location under normal conditions. If the bidder cannot meet the stated delivery, alternate delivery schedules may become a factor in an award. The Office of State Procurement has the right to extend delivery if reasons appear valid. If the date is not acceptable, the agency may buy elsewhere and any additional cost will be borne by the vendor.
15. DELIVERY REQUIREMENTS: No substitutions or cancellations are permitted without written approval of the Office of State Procurement. Delivery shall be made during agency work hours only 8:00 a.m. to 4:30 p.m., unless prior approval for other delivery has been obtained from the agency. Packing memoranda shall be enclosed with each shipment.
16. STORAGE: The ordering agency is responsible for storage if the contractor delivers within the time required and the agency cannot accept delivery.
17. DEFAULT: All commodities furnished will be subject to inspection and acceptance of the ordering agency after delivery. Back orders, default in promised delivery, or failure to meet specifications authorize the Office of State Procurement to cancel this contract or any portion of it and reasonably purchase commodities elsewhere and charge full increase, if any, in cost and handling to the defaulting contractor. The contractor must give written notice to the Office of State Procurement and ordering agency of the reason and the expected delivery date. Consistent failure to meet delivery without a valid reason may cause removal from the bidders list or suspension of eligibility for award.
18. VARIATION IN QUANTITY: The state assumes no liability for commodities produced, processed or shipped in excess of the amount specified on the agency’s purchase order.
19. INVOICING: The contractor shall be paid upon the completion of all of the following: (1) submission of an original and the specified number of copies of a properly itemized invoice showing the bid and purchase order numbers, where itemized in the invitation for bid, (2) delivery and acceptance of the commodities and (3) proper and legal processing of the invoice by all necessary state agencies. Invoices must be sent to the “Invoice To” point shown on the purchase order.
20. STATE PROPERTY: Any specifications, drawings, technical information, dies, cuts, negatives, positives, data or any other commodity furnished to the contractor hereunder or in contemplation hereof or developed by the contractor for use hereunder shall remain property of the state, be kept confidential, be used only as expressly authorized and returned at the contractor’s expense to the F.O.B. point properly identifying what is being returned.
21. PATENTS OR COPYRIGHTS: The contractor agrees to indemnify and hold the State harmless from all claims, damages and costs including attorneys’ fees, arising from infringement of patents or copyrights.
22. ASSIGNMENT: Any contract entered into pursuant to this invitation for bid is not assignable nor the duties thereunder delegable by either party without the written consent of the other party of the contract.
23. OTHER REMEDIES: In addition to the remedies outlined herein, the contractor and the state have the right to pursue any other
