PUBLIC SERVICE BOARD MEETING AGENDA ITEM. REGULAR MEETING Wednesday, October 09, 2013

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1 PUBLIC SERVICE BOARD MEETING AGENDA ITEM REGULAR MEETING Wednesday, October 09, 2013 SUBJECT Laboratory Information Management System (LIMS) Upgrade BACKGROUND The current Laboratory Information Management System (LIMS) called Aspen LIMS was purchased from the Telecations company in 1999 and implemented in January Aspen LIMS was designed to function as a single solution to improving laboratory management, establishing standard operating procedures, sharing information with other departments and meeting regulatory requirements. In January 2004 Telecations was purchased by OPS Systems, Incorporated. In 2009, the Hach Company purchased OPS Systems Incorporated and later that year announced that it would be ending support of the Telecation Aspen LIMS product. Following de-support of the software, Information Services purchased a copy of the source code and began maintaining the system in-house. In spite of these efforts, the LIMS application has become outdated and lacks the additional functionality needed to address the Water Quality Laboratory s current and future operational requirements. As a means of addressing the above-mentioned issue the Information Services Department requests Board approval to replace the existing LIMS software system with the ChemWare Horizon LIMS software system. Some of the benefits of the ChemWare Horizon LIMS software system are as follows: Open architecture LIMS platform State-of-the art data management and on-demand reporting tools Complete LIMS solution for automating laboratory tasks and processes Increased laboratory testing capacity, improved data quality and shortened turnaround time Provides for growth and change in future laboratory practices and regulatory compliance EVALUATION PROCESS Following a review of LIMS products and a series of system upgrade discussions a quotation for the Horizon LIMS software system was requested from ChemWare. ChemWare is the sole supplier and authorized service provider for the Horizon Laboratory Information Management System. FINANCIAL IMPLICATIONS Sufficient funds are available in Account Number and the funding is the Improvement Fund. The value of the ChemWare Horizon LIMS software purchase is as follows: Horizon LIMS installation $298,257, Delivery of EPWU Operations Reports $70,328, purchase cost $368,585. The purchase will be made through an existing interlocal purchasing agreement between the City of El Paso, Texas and the City of Austin, Texas. PROPOSED ACTION REQUESTED Approve the purchase of the Horizon LIMS software system from ChemWare in the amount of $368,585. SUPPORTING DOCUMENTATION PROVIDED: Quotation Sole Source Letter Laboratory Information Management System (LIMS) Upgrade Page 1 of 1

2 HORIZON LIMS APPENDIX D: ITEMIZED QUOTATIONS August 27, 2013 Quote# CWr2 The following quotation includes software and services unit prices that are consistent with the negotiated prices between ChemWare and the City of Austin, TX contract # MA 5600 NA executed on 11/02/2012. The format of the cost proposal is also the same as the format used for the City of Austin. Notes: Core system licenses (HORIZON LIMS) for 27 named users. Core system licenses do not include embedded Oracle database licenses which is why the unit price is less than unit price negotiated with AWU. We have included up to 100 named report users to allow Plant Operations and Engineering staff to view reports and query data via an online web portal. We have included licenses for separate Production and Test/Training environments. The only additional licensing required for a Test/Training environment on a separate server is Actuate report licenses and Oracle database (supplied by EPWU) and forms we do not require additional HORIZON licenses in the Test/Training environment if the users are already licensed in Production. September 30, 2013 Quote# CW This quote is for the additional reporting services necessary to deliver the operations reports described in Appendix C. 38 ChemWare Confidential

3 HORIZON LIMS COST PROPOSAL: Quote# CWr2 Summary Total Software Licensing $149,958 Total Project Management $27,368 Total Integration Services (Includes Reporting & Instrument Integration) $29,800 Total Implementation Services (Includes Training) $77,481 Total Estimated Travel Expenses $13,650 Total Annual Maintenance (Year 1) Included Grand Total $298,257 Quote# CW Summary Delivery of EPWU Operations Reports $70,328 ChemWare Confidential 39

4 quotation HORIZON LABORATORY INFORMATION MANAGEMENT SYSTEMS # CWr2 August 27, 2013 customer contact information chemware contact information Customer: El Paso Water Utilities Acct Mgr: Conor Ward Contact: Paul Rivas Phone: x227 Address: 4100-L Delta Drive City, ST Zip: El Paso, TX Project Mgr: Phone: Phone: Domestic USD required optional item software: laboratory information management system (LIMS) qty units HC-001 HORIZON Central LIMS License 27 named users 99,784 HC-004 HORIZON TEST/DEV System 5 Actuate, 10 Forms 1 various 3,610 sub core LIMS software $ 103,394 required optional item software: enterprise reporting and business intelligence (BI) qty units HO-106 HORIZON Report Manager Report Writer, Dev Tools 45 named users 16,650 HO-109 HORIZON Statistical Analysis Control Charts/Analysis Tool 1 server INCLUDED sub BI software $ 16,650 required optional item software: data capture and integration qty units HO-114 Instrument Integration Licenses (HDX/LL) Instrument Data Parsing Tool 10 inst. connections 21,350 HO-120 SimpleIndex Barcode OCR Software Server Edition Scanned Document Capture 1 workstation 1,436 sub data capture software $ 22,786 required optional item software: database and tools qty units OR-303 Oracle Forms Services Web-Based LIMS Deployment 27 named users 7,128 sub database software $ 7,128 included optional item services: project deliverables qty deliverable IM-402 Reporting Budget See SOW for Details 120 hours 17,880 IM-403 Instrument Interfaces See SOW for Details 80 hours 11,920 sub project deliverables 29,800 included optional item services: project management and implementation qty units rate IM-411 Laboratory Assessment - Onsite Onsite Operations Analysis 32 hours 249 7,968 IM-412 Laboratory Assessment - Remote Report 40 hours 187 7,480 IM-413 Standard Project Services - Onsite Services with Specification 96 hours ,952 IM-414 Standard Project Services - Remote Services with Specification 160 hours ,840 IM-416 System Testing Assistance Services with Specification 80 hours ,960 IM-417 Project Management Services with Specification 80 hours ,920 sub services hours 688 sub project management and implementation $ 84,120 included optional item services: training qty units rate TR-501 System Administrator I Training At ChemWare (3.5-Day course) 1 course 3,485 3,485 TR-503 Advanced System Administrator Training Advanced Training Topics 1 hour 4,975 4,975 TR-505 Advanced Report Writer Training 2x2 Days Online, 3 Days at CW 1 course 6,285 6,285 TR-506 End-User Training, Onsite At Client Site, Unlimited Students 4 days 1,496 5,984 sub training $ 20,729 included optional item travel expenses (not-to-exceed) qty units rate TE-801 Project Deliverables Per Diem Expenses 27 days 350 9,450 TE-812 Airfare For On-Site Services 7 trips 600 4,200 sub travel expenses $ 13,650 included optional item support: warranty and annual maintenance qty units rate WA-701 Year 1 HORIZON Maintenance and Support Help Desk Support and Updates - various - No Charge sub warranty/maintenance $ - included optional item quotation summary qty units HC HORIZON LIMS 27 named users 103,394 HO Advanced Enterprise Solutions - various 39,436 OR Database and Tools - various 7,128 IM Project Management and Implementation 688 hours 113,920 TR Training - various 20,729 TE Travel Expenses - various 13,650 optional items - quotation $ 298,257 Footnotes: The cost for the Oracle database is not included in this quotation. Terms and Conditions: Refer to ChemWare's proposal and/or attachments for details. Unless specified otherwise in ChemWare's proposal or purchase agreement, (1) this is a fixed-price quotation valid for 90 days; (2) sales/use taxes, S&H (if applicable) and travel expenses will be computed/billed separately unless itemized above; (3) payment terms are Net 30 and subject to 1.5% per month late payment fee; (4) rates and subs above may be rounded; s are accurate; (5) volume discounts are based on license size; some discounted and bundled prices are dependent on other items/quantities in this order; (6) customer agrees to take delivery on all items in this order no later than 12 months from P.O., unless specified otherwise in Exhibit B of the Software License Agreement. Accepted by: Signed: Name: Paul Rivas Title: Date:

5 quotation HORIZON LABORATORY INFORMATION MANAGEMENT SYSTEMS # CW September 30, 2013 customer contact information chemware contact information Customer: El Paso Water Utilities Acct Mgr: Conor Ward Contact: Paul Rivas Phone: x227 Address: 4100-L Delta Drive City, ST Zip: El Paso, TX Project Mgr: Phone: Phone: Domestic USD included optional item services: project deliverables qty deliverable IM-402 Delivery of EPWU Operations Reports See SOW for Details 472 hours 70,328 quotation $ 70,328 Footnotes: See Appendix C of SOW for report delivery strategy and a list of operations reports. Terms and Conditions: Refer to ChemWare's proposal and/or attachments for details. Unless specified otherwise in ChemWare's proposal or purchase agreement, (1) this is a fixedprice quotation valid for 90 days; (2) sales/use taxes, S&H (if applicable) and travel expenses will be computed/billed separately unless itemized above; (3) payment terms are Net 30 and subject to 1.5% per month late payment fee; (4) rates and subs above may be rounded; s are accurate; (5) volume discounts are based on license size; some discounted and bundled prices are dependent on other items/quantities in this order; (6) customer agrees to take delivery on all items in this order no later than 12 months from P.O., unless specified otherwise in Exhibit B of the Software License Agreement. Accepted by: Signed: Name: Paul Rivas Title: Date:

6 HORIZON LIMS APPENDIX E: CHEMWARE FORM AGREEMENTS The following appendix includes copies of the ChemWare license, maintenance and services agreements. 40 ChemWare Confidential

7 900 RIDGEFIELD DR, STE 150, RALEIGH NC October 1, 2013 El Paso Water Utilities 4100 Delta Drive El Paso, Texas Re: HORIZON LIMS Supplier To Whom It May Concern: ChemWare is the sole supplier and authorized Service Company for the HORIZON Laboratory Information Management System, including HORIZON Data Management and instrument interfacing products. Additional software, services, support and training relating to the HORIZON products are not available from any other supplier source. Sincerely, Marya Metivier Business Manager