Title
Resolution to Approve a Professional Services Agreement with Accelerated Technology Laboratories, Inc. for Sample Master, a Replacement Lab Information Management System (RFP No. 21-12) ($185,748.50)
Memorandum
The attached resolution authorizes the approval of a Professional Services Agreement for a lab information management system and related support, maintenance and hardware from Accelerated Technology Laboratories, Inc in the amount of $185,748.50 (RFP 21-12).
The City has identified the need to replace Labworks, the existing lab information management system used by the water treatment plant, wastewater treatment plant, and the environmental lab. This system is used to manage all of the analytical testing results for the drinking water and wastewater systems and is used to generate compliance reports for both systems that are submitted to the State of Michigan Department of Environment, Great Lakes and Energy. The existing system is antiquated, inefficient, and there are issues running regulatory reports in a timely fashion.
A Request for Proposal (RFP #21-12) was advertised on the Michigan Inter-Governmental Trade Network as well as the City’s Purchasing website. Throughout the RFP process, proposals were scored based on professional qualifications, past involvement with similar projects, ability of the software to meet requirements, proposed work plan, and fee proposal. Proposals from three of seven respondents were eliminated by the evaluation committee after the first round of scoring. The four finalists conducted separate demonstrations to present functionality, training, support, and implementation options and were scored again. The two highest scoring demonstrations provided hands-on software testing for staff. Staff scored the finalists and selected Accelerated Technology Laboratories, Inc. as the vendor of choice.
Accelerated Technology Laboratories, Inc. was the highest rated respondent and, of the four finalists, had the lowest cost at $185,748.50. This price includes professional services for implementation, building of the database including historical data, cloud services account initiation, training, and three years of sample master cloud services. Staff was very impressed with ATL’s functionality and features which can improve workflow, reporting, and service delivery.
Accelerated Technology Laboratories, Inc complies with the requirements of the Non-Discrimination and Living Wage ordinances.
Budget/Fiscal Impact: This project is included in the approved Capital Improvement Plan and is split equally between the Water and Wastewater Capital Budgets. Annual cloud service costs are anticipated to be $27,623 per year for the first three years. The first year is included in the Capital Project cost. Subsequent annual service costs will be budgeted as part of Water and Wastewater annual Operation and Maintenance Budgets if approved by Council.
Staff
Prepared by: Kevin Eyer, Technology and Change Manager
Reviewed by: Brian Steglitz, Water Treatment Services Unit Manager
Jennifer Richards, Assistant City Attorney
Approved by: Milton Dohoney Jr., Interim City Administrator
Body
Whereas, The City uses a Laboratory Information Management Systems (LIMS) to manage analytical data for the water and wastewater systems and for regulatory compliance reporting to the State of Michigan;
Whereas, The City has identified the need to replace the existing lab information management system with a modern system to improve lab operations, reporting, and analysis;
Whereas, The City issued Request for Proposal #21-12 for a lab information management system and selected Accelerated Technology Laboratories, Inc, from the three finalists;
Whereas, Funding for this project is available in the approved Water and Wastewater budgets;
Whereas, The City would enter into a three-year commitment, with an annual cost of approximately $27,623.00 per year for maintenance after year one; and
Whereas, Accelerated Technology Laboratories, Inc is compliant with the City’s Living Wage and Non-Discrimination Ordinances;
RESOLVED, That the City Council approve the attached Professional Services Agreement for lab information management software and related support, maintenance and hardware from Accelerated Technology Laboratories, Inc. in the amount of $185,748.50;
RESOLVED, That the City Council approve a contingency, in an amount not to exceed $15,000 to be authorized by the City Administrator;
RESOLVED, That the City make the following declaration for the purposes of complying with the reimbursement rules of Treasury Regulations 1.150-2 pursuant to the Internal Revenue Code of 1986, as amended, that the City reasonably expects to reimburse itself for expenditures for the costs of the Project with proceeds of Bonds;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute the Professional Services Agreement, without regard to fiscal year, after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this Resolution.