STATE OF COLORADO - Request for proposal

1 STATE OF COLORADO Department of Public Health and Environment CDPHE LSD LABORATORY INFORMATION MANAGEMENT SYSTEM (LIMS) RFP # FAAA 2017000105 COLORADO Department of Public Health and Environment (CDPHE) Procurement Office 4300 Cherry Creek Drive South Denver, CO 80246 Department of Public Health and Environment Page 2 of 59 CONTENTS 1. Administrative Information .. 9 Issuing Office .. 9 Bid Information and Distribution System (VSS) and VSS Registration .. 10 Modification or Addendum to Request For Proposals .. 10 Invitation To Submit Proposals .. 10 Purpose .. 10 Scope .. 10 Structure of this Request for Proposals.

2 10 Official Means of Communication .. 10 Inquiries .. 10 Offeror Registration .. 11 VSS Registration .. 11 Registration to Conduct Business in COLORADO .. 11 Vendor Identification .. 11 Parent Company .. 11 Modification Or Withdrawal of Proposals .. 11 News Releases .. 11 Certification of Independent Price Determination .. 12 Proprietary/Confidential Information .. 13 RFP Response Material Ownership .. 13 Acceptance of RFP Terms .. 13 proposal Content Acceptance .. 13 Contractual obligations of rfp documents .. 14 Contract .. 14 Legislative Changes .. 14 Order of Precedence .. 14 Venue.

3 14 Statewide Contract Management System (CMS) .. 14 Offeror Proposed Terms and Conditions .. 15 Department of Public Health and Environment Page 3 of 59 STATE Ownership of Contract Products .. 15 proposal Pricing .. 15 Contract Term .. 15 Late 15 Rejection of Proposals .. 15 Estimated Quantities .. 16 Number of Awards .. 16 Agreement Execution .. 16 Pre Performance Meeting .. 16 Incurring Costs .. 16 Taxes .. 16 Insurance .. 16 Cyber Security .. 16 Telegraphic/Electronic Responses .. 17 Administrative Review Factors Pass/Fail .. 17 Cooperative Purchasing .. 17 RFP Cancellation .. 17 Protested Solicitations and Awards.

4 17 Audit .. 17 Organizational Conflict of Interest .. 18 Liquidated Damages .. 18 Intellectual Property Escrow .. 18 2. Introduction .. 19 3. Overview .. 20 4. Glossary .. 21 5. proposal Requirements and Scope of Work .. 23 General Requirements .. 23 Local System Administration .. 24 Permissions and Security .. 24 Data Access for other divisions within CDPHE .. 25 Department of Public Health and Environment Page 4 of 59 Web Interface General Requirements .. 25 Web Customer Accounts .. 25 Web Customer Interface .. 26 Web Customer Supply Ordering .. 26 Web Customer Sample Data Entry .. 27 Web Customer Results.

5 28 Electronic Messaging .. 28 Communication with other LIMS systems .. 29 General Inventory .. 29 Supply Inventory .. 30 Sample Inventory .. 30 Internal Communication .. 31 Notifications .. 31 Dashboards .. 32 General Data Entry and Sample Reconciliation .. 32 Receipt of Electronically Ordered Samples .. 33 Data Entry Interface .. 34 Batch Entry of Data and Testing Codes .. 34 Label Printing and Bar Coding .. 35 Sample ID Numbers .. 35 Submitter Information .. 35 Data Fields .. 36 Status Fields .. 36 Testing Codes .. 37 Data Entry QC .. 37 Assignment of samples to Laboratories and Staff.

6 37 Send Out Requests .. 38 Laboratory Data Entry .. 38 Sample Worksheets and Work lists .. 39 Instrumentation Interface .. 39 Department of Public Health and Environment Page 5 of 59 Electronic Laboratory Notebooks .. 40 Manual Data Entry .. 40 Data Review, Interpretation and Sample Resulting .. 41 Secondary Review of Laboratory Test Results .. 41 Test Results Review .. 41 Reporting .. 42 Queries .. 43 Quality Assurance and Quality Control Tracking .. 44 Records Management .. 45 Billing .. 45 Change Management and Implementation .. 47 Maintenance and Support .. 48 Technical Requirements.

7 49 6. proposal Requirements .. 50 Technical Requirements Project Management and Deliverables .. 50 Kick off meeting,.. 50 Weekly Status Reporting, .. 50 Project Plan, .. 50 Project Schedule, .. 50 Implementation Plan, .. 50 Requirements Traceability Matrix, .. 50 Functional Specifications Document, .. 50 Technical Specifications Document, .. 50 Change Management Plan, .. 50 Business Continuity / Disaster Recovery Plan, .. 50 Testing Plan and Scripts, .. 50 Training Plan, .. 50 Contract Transition Plan, .. 51 System Security Plan, .. 51 System Operations and Interface Plan, .. 51 Department of Public Health and Environment Page 6 of 59 Administrative Functions Manual (User Manual).

8 51 Reports Manual, .. 51 Readiness for UAT Memorandum, .. 51 Readiness for Pilot Memorandum, and .. 51 Readiness for Implementation Memorandum.. 51 RESPONSE EXAMPLE See Below .. 51 8. proposal Evaluation .. 54 9. Appendices .. 58 Attachment A: Sample STATE Contract Template Attachment B: CORE Interface Scema Department of Public Health and Environment Page 7 of 59 Request FOR PROPOSALS SIGNATURE PAGE RFP INFORMATIONRFP #: FAAA 2017000105 TITLE:Laboratory Information Management System SUBMIT INQUIRIES & SEALED PROPOSALS TO: COLORADO Department of Public Health and Environment (CDPHE) Procurement Office 4300 Cherry Creek Drive South Denver, CO 80246 Purchasing Agent: Sam Submit one (1) Original, one (1) Electronic copy, one (1) Electronic (redacted) copy and Seven (7) Hard Copies.

9 OFFERORS CONTACT INFORMATIONCOMPANY NAME: CONTACT: STREET ADDRESS: PHONE: CITY/ STATE /ZIP: E-MAIL: VC # (FROM CO VSS) FEIN: DUNS # (IF APPLICABLE): OFFEROR S AUTHORIZED SIGNATUREAUTHORIZED SIGNATURE: PRINTED NAME: TITLE: Department of Public Health and Environment Page 8 of 59 IMPORTANT The following information must be on the OUTSIDE of the sealed RFP response: RFP Number and RFP Submission Deadline RETURN COMPLETED SIGNATURE PAGE WITH YOUR RESPONSE Department of Public Health and Environment Page 9 of 59 SCHEDULE OF ACTIVITIES ACTIVITY DATE/TIME (MTN TIME) RFP Notice Published on VSS As posted on VSS ( ) Prospective Offerors Written Inquiry Deadline (No questions accepted after this date/time.)

10 E-mail preferred) 11/28/16 11:00 Responses to Written Inquiries Published on VSS 1 12/1/16 Bid Submission Deadline As posted on VSS as applicable( ) Oral Presentations/Best and Final Offers 1,2 Optional and to be determined Initial Contract Period 1,2 [Date of Contract Execution thru [June 30, 2017] The resulting contract may be renewed for Four (4) additional years, up to a five (5) year total contract term at the sole discretion of the STATE . Footnotes 1 Estimated 2 Initial contract term and option years will be at the discretion of the STATE in any combination thereof. 1. ADMINISTRATIVE INFORMATION ISSUING OFFICE This Request for Proposals (RFP) is issued by the STATE of COLORADO , Department of Public Health and Environment (CDPHE), Procurement Office, for the benefit of the STATE of COLORADO ( STATE ).]