Lims Contract Form - PDF by vvh19053

VIEWS: 81 PAGES: 19

More Info
									                  CONTRACT ADMINISTRATION

November 5, 2003

To Whom It May Concern:

Re:      Laboratory Information Management System Procurement/Development Consulting Services

Subj:    Questions and Answers submitted to SAWS

Dear Gentlemen or Ladies:

The San Antonio Water System's Contract Administration Division has a need to forward supplemental
information for the above referenced RFP, dated October 23, 2003 as follows:

OUESTION: RFP Page 7 – LIMS Vendor Selection Phase-V:

The RFP states “The Consultant shall have no fiduciary interest with any of the Vendors submitting a quote for consideration.”

Does the definition of word “Vendors” extend to application developers as well as COTS LIMS vendors? Posed another way, does
this sentence mean that the selected consultant is prohibited from developing a solution, even if the developer is a different company
unit under the same parent company?

ANSWER: Page 7 - LIMS Vendor Selection Phase-V:

The word "Vendors" does extend to application developers as well as COTS (Commercial Off The Shelf) LIMS vendors. We do
not want any financial relationship of a Vendor/Developer with the Consultant chosen by this RFP to bring bias to our efforts in
selecting a vendor.

QUESTION: RFP Page 8 Project Performance:

The RFP states “The total Consultant Contract amount may be adjusted by ±2.5% per week for any active project schedule (as
modified by authorized change order) deviation. The LIMS Project shall not be considered as complete until all minimum LIMS
Vendor deliverable requirements are satisfied. Such determination and adjustment will be made by SAWS Executive Management
and considered final.”

Given that the LIMS provider is not a subcontractor to the consultant, and given that the consultant has no contractual control over
the LIMS provider, does this section mean that the consultant can be held contractually liable for the failings of the LIMS vendor?

ANSWER: Page 8 - Project Performance:

It is not our intent to hold the Consultant liable for the failings of the LIMS vendor. Poor project performance on behalf of the
LIMS Vendor should be mitigated through/with the assistance of the Consultant; we are seeking a "win-win-win" solution. If it is
clear that a single party impacts the ability to perform as planned (or better) then it would be considered.

      NOTHING ELSE CONCERNING THE DATE FOR SUBMITTAL OR THE REQUESTED NUMBER
      OF SUBMITTALS FOR THIS RFP HAS CHANGED.

Therefore, in order to be considered for any of the project groups, submit SIX (6) completed copies of the Revised
Interest Statement to the Contract Administration Office, 1222 N. Main St., 9th Floor, room 308, no later than
2:00 p.m., Thursday, November 6, 2003.


                                                                           Sincerely,

                                                                           Ed Fritz
                                                                           Ed Fritz
                                                                           Contract Administration


EF/ms
                  San Antonio Water System

                    REQUEST FOR PROPOSAL


  LABORATORY INFORMATION MANAGEMENT
    SYSTEM PROCUREMENT/DEVELOPMENT
          CONSULTING SERVICES



                                       DUE BY:

Interested firms must submit a RESPONSE PACKAGE of eight (8) copies to: Ed
Fritz, Manager, Contract Administration Office, San Antonio Water System, 1222
N. Main St., Suite 308, San Antonio, TX 78212, no later than 2:00 p.m. (CDT) on
Thursday, November 6, 2003. Each package must include a Professional Services
Interest Statement for 2003 and an Ethics Policy and Disclosure Form is required for this
RFP.
San Antonio Water System
Request for Proposal
Page 1

GENERAL INFORMATION

The San Antonio Water System (SAWS) is pursuing the services of a consultant to assist
with the procurement and/or development of a Laboratory Information Management
System (LIMS) and is accepting Proposals which will require a Scope of Services to be
performed by a qualified consultant or consulting firm.

I.        INSTRUCTIONS TO PROPOSERS

     a. Points of Contact.

          1. Submission of Proposals – Eight (8) copies to: Ed Fritz, Manager, Contract
             Administration, San Antonio Water System, 1222 N. Main St., Suite 308, San
             Antonio, Texas 78212 no later than 2:00 P.M. (CDT) on Thursday, November
             6, 2003. 210-704-7046.

          2. Technical Questions – Everett J. Welch, Applications Analyst, (210) 704-
             7598, ewelch@saws.org.

          3. All interested firms shall follow the formal point of contact as set out herein
             and shall not lobby the individual trustees, officers, or employees of SAWS.
             Failure to follow these procedures will be grounds for disqualification.

     b.   Request for Proposal (RFP) Estimated Timeline.

          1. RFP issued on October 23, 2003.
          2. Proposals due no later than 2:00 p.m. (CDT), on November 6, 2003.
          3. A Technical Evaluation committee will review RFPs the week of November
             10, 2003. The Selection Committee will notify firms selected for interviews
             by November 21, 2003, if deemed necessary.
          4. Any potential interviews will be conducted between December 1-5, 2003.
             Selected finalist wi11 be notified on or about December 9, 2003.
          5. The SAWS Board of Trustees will consider selection and award of contract on
             or about December 16, 2003.
          6. Targeted commencement of services is on or about January 5, 2004

     c.   Proposal Requirements

          All proposals must address the following in specific detail:

          1. Corporations must include the following information:




Final - Revised 10/21/03
San Antonio Water System
Request for Proposal
Page 2

                     Name of firm
                     Corporate Office Address
                     Names and Address of all Partners
                     Name of Proposed Applicant/Firm
                     Telephone Number
                     Facsimile Number
                     Email Address

          2. Individuals must include the following information:

                     Name of Firm
                     Office Address
                     Name of Proposed Applicant/Firm
                     Home Address
                     Telephone Number
                     Facsimile Number
                     Email Address

          If submitting a joint proposal, the above information is requested for all entities
          and individuals involved.

          3. Compensation proposa1 for completion of Section II Scope of Services,
             Needs Assessment Phase-I described herein.

          4. Compensation estimate for completion of Section II Scope of Services,
             Specifications Preparation Phase-III described herein.

          5. Compensation estimate for completion of Section II Scope of Services, LIMS
             Vendor Selection Phase-V described herein.

          6. Compensation estimate for completion of Section II Scope of Services, LIMS
             Development, Construction, Implementation Management Phase-VI described
             herein.

          7. Completion and submittal of a Professional Service Interest Statement.

          8. Completion and submittal of an Ethics Policy and Disclosure Form.

    d. Evaluation Criteria.

         All proposals received will be evaluated according to a two-tier process. This
         includes a Technical Evaluation Committee that will review, evaluate and rank the
         proposals according to a numerical scoring system based on the responses to the
         criteria listed below. The top three to five firms will be forwarded to a Selection
         Committee for final selection and recommendation for award. The Selection
         Committee may select two or more firms to be interviewed, based wholly on
         qualifications. The successful firm will be notified on or about December 9, 2003.
Final - Revised 10/21/03
San Antonio Water System
Request for Proposal
Page 3



         (a) Understanding of the requirement; the purchase of and/or development/
customization of a computer LIMS by a LIMS Vendor and/or Applications Software
Development firm to facilitate efficient sample tracking, work automation,
administration, customer service, and managerial evaluation of current and future
laboratory services.

           (b) Management ability to assist in the monitoring of progress and contractual
compliance, facilitate problems resolution, and coordinate onsite visits and actions to
facilitate efficient implementation with minimal work disruption.

          (c) Commitment to quality; The United States Environmental Protection
Agency (EPA) requires that laboratories generating data implement minimum procedures
which assure that the precision, accuracy, completeness and representativeness of its data
are known and documented. In addition, the laboratory must specify the minimum
quality levels which data must meet in order to be acceptable for a specific regulatory
program. LSD is committed to the performance of services that fully comply with all
applicable quality requirements. The Consultant must be fully knowledgeable of such
requirements and committed to ensure a LIMS capable of supporting such requirements
is implemented.

         (d) Key personnel (qualifications and experience); retention of individuals with
the following minimum experience:

                  1. Three or more years of company/corporate experience with LIMS
                     procurement or development and implementation in a water, wastewater
                     or environmental services industry.

                  2. One or more years of company/corporate experience with MySAP
                     Product Life-Cycle Management – Quality Module configuration and
                     use.

                  3. At least one staff member with 5 or more years experience in
                     environmental analytical services as a bench analyst and at least one year
                     of service as an analytical laboratory quality assurance officer, manager
                     or their equivalent.

                  4. At least one staff member with one or more years experience as a LIMS
                     Administrator and/or Developer.

                  5. At least one staff member with one or more years experience as a
                     certified Project Management Professional (PMP) as achieved through
                     the requirements of the Project Management Institute (PMI).

                  6. A single individual may meet the requirements of the staff member listed
                     above if their cumulative experience and certifications satisfies the listed
                     requirements.
Final - Revised 10/21/03
San Antonio Water System
Request for Proposal
Page 4

             (e) Past performance, particularly with SAWS contracts.

             (f) Adherence to Affirmative Action and Small, Minority and Woman Business
                 (SMWB) participation.

    e. Special Conditions

          1. Interested firms must submit a RESPONSE PACKAGE of eight (8)
             copies to: Ed Fritz, Manager, Contract Administration Office, San
             Antonio Water System, 1222 N. Main St., Suite 308, San Antonio, TX
             78212, no later than 2:00 p.m. (CDT), Thursday, November 6, 2003.

          2. Retention of a certified Project Management Professional (PMP) as achieved
             through the requirements of the Project Management Institute (PMI).

          3. Inclusion of the following documents:

             (a) Statement of qualifications addressing those experience requirements listed
                 above.

             (b) Biographies of the individuals to be assigned and available to SAWS.

             (c) Company’s Organization Chart.

             (d) Sample Work Plan and Methodology addressing the aspects of LIMS
                 Procurement/Development and Implementation.

             (e) Sample Schedule addressing the aspects LIMS Procurement/Development
                 and Implementation.

             (f) Sample Documents/Templates of those deliverables listed in this request.

             (g) Statement of No Fiduciary Relationship/Interest with any commercial LIMS
                 Vendor or Developer.

    f. Equal Employment Opportunity Requirements - The San Antonio Water System
       highly encourages applicants to implement Affirmative Action practices in their
       employment programs. This means applicants should not discriminate against any
       employee or applicant for employment because of race, color, national origin,
       religion, sex, age, handicap, or political belief or affiliation.

    g.    Small, Minority and Women Business Program Requirements - The San Antonio
          Water System highly encourages applicants in those instances when joint
          venturing and/or subcontracting is appropriate to form joint ventures and/or
          provide subcontract opportunities to small, minority and women owned firms.



Final - Revised 10/21/03
San Antonio Water System
Request for Proposal
Page 5

II.       Scope of Services

The Laboratory, through this RFP, requires the professional services of a Consultant to
assist SAWS in the purchase of and/or development/ customization of a computer based
LIMS by a LIMS Vendor and/or Applications Software Development firm to perform the
following.

Needs Assessment Phase-I

The Consultant shall facilitate needs assessment analysis meetings and documentation
with SAWS LIMS Project Team, Laboratory Personnel, Key Laboratory Services
Stakeholders, Information Services Division Personnel, and Enterprise Resource
Planning Group Consultants and Staff (see exhibits). Requirements planning and
documentation shall include the necessary phases of preliminary investigations,
requirements and alternatives analysis, and decision analysis and approval. Assessment
and analysis phases shall include the preparation of As-Is and To-Be charted workflow
processes. As-Is workflows shall identify key problem areas and bottlenecks with
recommendations and alternatives to eliminate or minimize their impacts. SAWS Senior
Vice President or delegated representative, prior to the extraction of product
specifications and LIMS Purchase RFP publication, shall approve To-Be workflows.
Deliverables of the needs assessment phases shall define LIMS project boundaries, key
system interfaces and interdependencies, current and future benchmark requirements, and
estimations of benefits and cost of attainment.

Deliverables for Needs Assessment Phase-I shall include:

        Problem Statement Matrix: documenting problems, opportunities and directives
of the project.

       Project Feasibility Assessment Report: measure of the urgency of the project
and provide a first-cut estimate of procurement/development costs.

        As-Is Work Flow: graphic work flow diagram of key work center processes,
interfaces with systems and customers, decision points, inputs and outputs.

       Cause-Effect Analysis – Problems, Opportunities, Objectives and
Constraints Matrix: matrix listing of systematic problems, causes, and opportunities
within a PIECES (Performance, Information, Economics, Control, Efficiency, Service)
framework.

        Costs and Benefits Analysis: matrix listing of systems proposed requirements,
costs and their expected tangible and intangible returns.

        System Improvement Objectives and Recommendations Report: to include an
executive level summary, background information, overview of current system, strategic
implications, analysis of current system, detailed recommendations, system improvement
objectives and priorities, constraints, scope reassessment.
Final - Revised 10/21/03
San Antonio Water System
Request for Proposal
Page 6

        Draft Project Plan: to include schedule and resource assignments for the entire
project.

       Draft To-Be Work Flow: graphic work flow diagram of key work center
processes, interfaces with systems and customers, decision points, inputs and outputs as
recommended by the Contractor.

Requirements Approval Phase-II

Draft documents of Phase-I shall be reviewed, submitted for modification as necessary
and approved as final by SAWS LIMS Team, Stakeholders, and Executive Management.
SAWS will determine the need to continue the LIMS project at this point and will
negotiate the terms of continued services to be provided by the Consultant if so desired
by SAWS.

Specifications Preparation Phase-III

The Consultant shall prepare LIMS Specification Criteria for inclusion in a LIMS
Purchase and/or Development RFP to be prepared and approved for distribution by
SAWS. Specification Criteria shall include those items that are required, highly desired
and desired with a matrix checklist for use in the subsequent LIMS Vendor selection
process. The Consultant shall prepare LIMS Acceptance, Performance & Quality
Assurance Criteria for inclusion in the LIMS Purchase and/or Development RFP to
supplement the specifications requirements; all such criteria shall be measurable and
include prerequisite criteria where appropriate.

Deliverables for Specifications Preparation Phase-III shall include:

          Entity Definition Matrix: listing of entities and their business definitions.

          Context Data Model: to include all entities and their relationships.

       Key-Based Data Model: to include associative entities, primary and alternate
keys and representation of precise cardinalities and generalization hierarchies.

        Fully Attributed Data Model: to include all remaining descriptive attributes and
sub-setting criteria, data types, domains and defaults.

        Functional Requirements Listing: description of activities and services the
system shall provide and defined in terms of inputs, outputs, logical processes and stored
data that are needed to satisfy the system improvement objectives.

        Requirements Statement: to include project description, proposed system
objectives and constraints, proposed system data models, data models and detailed data
requirements, process models and detailed process requirements, network model and
detailed network requirements, discovery prototype screens and reports, proposed design
phase plan and schedule, and vendor qualification requirements.
Final - Revised 10/21/03
San Antonio Water System
Request for Proposal
Page 7

LIMS RFP Phase-IV

SAWS shall include the provisions of Phase-III, submit for Board Approval, and open for
bidding a LIMS RFP. SAWS will determine the need to continue the LIMS project at
this point and will negotiate the terms of continued services to be provided by the
Consultant if so desired by SAWS.

LIMS Vendor Selection Phase-V

The Consultant shall review and make recommendations regarding Vendor Selection
with the LIMS Project Team. The Consultant shall schedule fact-finding tours and
interviews, product demonstrations, and any other necessary Vendor interaction
permitted within the RFP requirements. SAWS LIMS Project Team and its Supervision
shall present its recommendations and request for contract award at a scheduled SAWS
Board meeting, the Consultant shall assist in this presentation as may be necessary. The
Consultant shall assist with any necessary LIMS Vendor contract negotiations. The
Consultant shall have no fiduciary interest with any of the Vendors submitting a quote for
consideration.

Deliverables for Vendor Selection Phase-V shall include:

        Vendor Analysis Matrix: to include operational (functional and political)
feasibility, technical (technology and expertise needed) feasibility, economic (cost and
return), and schedule feasibility reviews of all qualified vendors.

LIMS Development, Construction, and Implementation Management Phase-VI

The Consultant shall assist in the monitoring of progress and contractual compliance,
facilitate problem resolution, and coordinate onsite visits and actions to facilitate efficient
implementation with minimal work disruption. LSD Staff shall dedicate (cumulatively)
no less than 10% of their total available man-hour resources per week from the award of
this contract and completion of the LIMS Procurement/Development contract.

The Consultant shall perform the following LIMS Development, Construction, and
Implementation Management Phase-VI tasks:

Project Scheduling: prepare project milestones, key events, task list, Gant Chart and
appropriate timelines and dependencies to facilitate project completion and acceptance by
the date specified in the procurement/development RFP.               Upon procurement/
development contract award, the Consultant, LIMS Vendor, and SAWS LIMS Project
Team shall finalize the project schedule of events with final approval provided by SAWS
Process Owners (Director – Resource Quality Management, Director – Corporate
Support).




Final - Revised 10/21/03
San Antonio Water System
Request for Proposal
Page 8

Change Control: formally track, analyze and recommend approval or rejection of any
requests deemed beyond the scope/requirements as awarded to the LIMS Vendor. Such
recommendations shall assess the impact on and need for revision of the Consultants
contract. Approved contract changes shall be granted only by SAWS Process Owners.

Training and Change Management: prepare a training plan to support the new system
implementation      and   make     such    allocations/provisions   to    the    LIMS
Procurement/Development specifications. The Consultant shall coordinate the timely and
effective delivery of Laboratory Staff and Information Services Staff to coincide with
system implementation and go-live date.

Laboratory Documents Modification: The Consultant shall coordinate the timely
delivery of existing laboratory Quality Assurance Procedures, Standard Operating
Procedures, and Sample Plans to and from the LIMS Vendor for appropriate
modifications related to system operations and LIMS-related procedures.

Data Transition: ensure the timely preparation and migration of active current system
data to the new system by the Vendor. Consultant shall coordinate the timely
development and delivery of an ongoing Maintenance and Management Plan for LIMS
by the Vendor.

Post-Implementation Phase-VII

The Contractor shall be retained for a total of 40 working hours to assist in the resolve of
any post-implementation phase issues with the Vendor and SAWS.

Project Performance

          The total Consultant Contract amount may be adjusted by ±2.5% per week for any
          active project schedule (as modified by authorized change order) deviation. The
          LIMS Project shall not be considered as complete until all minimum LIMS
          Vendor deliverable requirements are satisfied.        Such determination and
          adjustment will be made by SAWS Executive Management and considered final.

          Insurance Requirement: See Exhibit B

III.      Other Requirements

          Other key requirements prospective consultants should note are as follows:

          •     Unresolved issues may affect your competitiveness.
          •     All contracts will require the provision for a "Right-to-Audit" clause.
          •     The Fringe Benefit Multiplier submitted by the consultant during negotiations
                will be examined for appropriateness and will be subject to audit and
                payments will be adjusted accordingly.



Final - Revised 10/21/03
San Antonio Water System
Request for Proposal
Page 9

          •     The Water System shall retain the right to approve or disapprove all sub-
                consultant selections on all projects.
          •     The Water System shall retain the right to approve or disapprove any
                changes/variances of proposed sub-consultants and their related percentage of
                work "as proposed" from the original submittal form of the selected
                consultants.
          •     Consultant will be required to meet the Insurance Specifications as laid out in
                Exhibit “B” of this RFP.
          •     All consultant contracts will be required to define reimbursable "direct costs"
                with no additional markup applied.

IV.       RESERVATION OF RIGHTS

          The System reserves the right to:

          -          Reject any and all proposals received
          -          Issue a subsequent RFP
          -          Cancel the entire RFP
          -          Remedy technical errors in the RFP process
          -          Negotiate with any, all or none of the respondents to the RFP
          -          Accept the written proposal as an offer
          -          Waive informalities and irregularities
          -          Accept multiple proposals
          -          Make multiple recommendation(s) to the Board

This RFP does not commit the System to enter into a contract, nor does it obligate it to
pay any costs incurred in the preparation and submission of proposals or in anticipation
of a contract.

Interested firms must submit a RESPONSE PACKAGE of eight (8) copies to: Ed
Fritz, Manager, Contract Administration Office, San Antonio Water System, 1222
N. Main St., Suite 308, San Antonio, TX 78212, no later than 2:00 p.m. (CDT),
Thursday, November 6, 2003. Each package must include a Professional Services
Interest Statement for 2003 and an Ethics Policy and Disclosure Form is required for this
RFP.




Final - Revised 10/21/03
San Antonio Water System
Request for Proposal
Page 10
                                        EXHIBIT A

PROJECT BACKGROUND INFORMATION

The San Antonio Water System (SAWS) is a publicly owned water and wastewater
utility. The SAWS Laboratory Services Division (LSD) serves the water system and
commercial clients by providing analyses of chemical and biological constituents in soil,
sludges, potable and non-potable waters. LSD specializes in environmental analyses for
the purpose of utilities operations, treated discharge monitoring, waste and hazard
assessment, commercial pre-treatment compliance monitoring and related Environmental
Protection Agency (EPA) Clean Water Act (NPDES, RCRA, SDWA, CLP) requirements
and services.

LSD currently employs 20 Environmental Scientists with management support to conduct
approximately 9000 analytical tests on approximately 2600 samples per month.
Analytical cost projections estimate expenditures of $1,800,000.00 per year in the
conduct of this workload. These figures are expected to double within five years as the
LSD secures additional work from other utilities, agencies and commercial clients.

The Laboratory currently maintains 45 computer workstations, the majority of which are
connected to a 16 Mbps token ring local area network. The network and its workstations
are being converted to a LAN segment utilizing Microsoft Windows 2000 Server. The
current LAN segment utilizes Novell NDS, with hosted workstations operating Windows
95, Windows 98 and Windows 2000 operating systems. Most computer workstations are
to be replaced in the network upgrade effort, which is scheduled to conclude before
January 2004. In conjunction with this effort is a separate initiative to configure, deploy
and institute the use of a corporate enterprise resource planning (ERP) system utilizing
the mySAP Business Suite.

The current primary means of data recording consist of manual bench sheets, instrument
printouts, and manual entry to a variety of Microsoft Excel spreadsheets and Access
97/2000 databases.

The LSD is divided into 5 functional work groups with general duties as follows:

          General Section; performs sample facilitation and receipt services, wet chemistry
          analyses, solids preparations and extractions, demand, nutrient and solids
          analysis, and ion analyses.

          Microbiology Section; performs microbiological analysis.

          Metals Section; performs elemental analysis of metal constituents.

          Organics Section; performs a variety of organic extractions and analyses.

          Quality Assurance; establishes and monitors training criteria, analytical
          acceptance criteria, and continuous improvement efforts.


Final - Revised 10/21/03
San Antonio Water System
Request for Proposal
Page 11
The LSD provides information needed for critical decision-making purposes to the
following SAWS internal clients:

Biosolids Recycling Program
Catch Basins Monitoring
Conservation Department
Construction Inspections Department
Edwards Aquifer Recharge Zone Monitoring
Industrial Wastewater Compliance Monitoring Division
Operations Technical Services Division
Potable Water Production Department
Potable Water Residence Monitoring
Potable Water Tank Monitoring
Production & Maintenance Service Centers, 4 Each
Quality Control Department, Special Projects
Real Estate Division
Recycled Water Program Division
Regulatory Programs Division
Residential Programs Department
Resource Compliance Monitoring (Stormwater) Division
Resource Development Division
Resource Protection (Water Quality) Monitoring
Treatment Department Water Recycling Centers, 8 Each
Treatment Technical Services Division
Water Resources Division

The LSD provides information needed for critical decision-making purposes to the
following SAWS external clients:

City of Austin Environmental Services Department
Garden-Ville/TLM
San Antonio City Code Compliance
San Antonio Metropolitan Health Department
United States Geological Survey

The above client lists are not all inclusive. Many of the analytical services provided are
intended to support city, county, state and federal regulatory requirements as well as
operational parameters monitoring for the safe and efficient conduct of potable water
distribution, drinking and wastewater treatment, waste identification and minimization
programs.

With the initial exception of external clients, all clients will retrieve analytical data as
may be made available through the SAWS ERP System. The LIMS Procurement/
Development RFQ will require that an SAP Certified LIMS Vendor provide the
necessary work flows into the LIMS, and out of the LIMS, via the mySAP Product Life-
Cycle Management, Quality Module, Quality Module – Inspection Data Interface module
of the ERP system. This will not preclude the ability to receive and process ad-hoc
samples for analytical testing. LIMS End-Users shall consist of all laboratory personnel,
Final - Revised 10/21/03
       San Antonio Water System
       Request for Proposal
       Page 12
       their Supervisors, Manager and Director, and two Information Services personnel acting
       as System Administrators, 50 concurrent users in total noting that one Analyst may
       operate/control on as many as four computer workstations at a given time.

       SAWS presently operates two laboratory facilities. The primary laboratory facility is
       located at 3225 Valley Road, San Antonio TX 78221. The second laboratory facility is
       located at 3930 East Houston, San Antonio TX 78220 and provides only bacteriological
       analysis of potable water.

       SAWS LSD owns and operates the following laboratory instrumentation that is to be
       interfaced with the LIMS for the purpose of data capture and instrument control:

       Instrument Description       Connection           Manufacturer             Model          Serial
2100N Turbidimeter                 RS-232 Serial             Hach               47000-60    961000002946
5973 Mass Selective Detector      NIC/CPU CTRL         Hewlett Packard           G1099A      US70820673
Analytical Balance                 RS-232 Serial           Sartorius            1712 V94        3502117
Analytical Balance                 RS-232 Serial          Scientech         SL 3100D REV-B       7748
Analytical Balance                 RS-232 Serial           Sartorius         L420P+**V20C      39090030
Analytical Balance                 RS-232 Serial           Sartorius            LC3201D        51109837
Analytical Balance                 RS-232 Serial           Sartorius          1612 MP8-1        3403004
Analytical Balance                 RS-232 Serial           Sartorius          1602 MP8-1        3405010
Analytical Balance                 RS-232 Serial           Sartorius          1602 MP8-1        3405368
Analytical Balance                 RS-232 Serial           Sartorius          1419 MP8-1        3409043
Analytical Balance                 RS-232 Serial           Sartorius          A200S**D20       39100016
Auto-Analyzer                     NIC/CPU CTRL              Skalar                5130            132
Automatic Sample Heater           NIC/CPU CTRL          Tekmar Corp.          14-3310-500      97007011
Autosampler (ICP)                 NIC/CPU CTRL           Perkin Elmer           AS 90plus
BOD Analyzer                      NIC/CPU CTRL               Orion            BOD AutoEZ
Conductivity Meter                 RS-232 Serial   Yellow Springs Inst. Co.       3200        96L0644AA
Direct Probe Controller           NIC/CPU CTRL          Finnigan Corp.            DPC         DPC 10206
Dissolved Oxygen Meter             RS-232 Serial   Yellow Springs Inst. Co.      59-115V       92H42094
Dissolved Oxygen Meter             RS-232 Serial   Yellow Springs Inst. Co.         58         94L26222
Dissolved Oxygen Meter             RS-232 Serial   Yellow Springs Inst. Co.         58         94L26221
Dissolved Oxygen Meter             RS-232 Serial   Yellow Springs Inst. Co.         58         L8006453
Dissolved Oxygen Meter             RS-232 Serial   Yellow Springs Inst. Co.         58        942L26224
Fluorometer 450                    RS-232 Serial    Barnstead/Thermolyne        94000-01    904951245748
Gas Chromatograph                 NIC/CPU CTRL         Hewlett Packard           G1530A      US 00008273
Gas Chromatograph                 NIC/CPU CTRL          Finnigan Corp.            GCQ         GC970729
GC Autosampler Controller         NIC/CPU CTRL         Hewlett Packard           G1512A      UA71601701
HP 5973 Mass Selective Detector   NIC/CPU CTRL         Hewlett Packard        G1030-60042
HP 6890 GC/ALS                    NIC/CPU CTRL         Hewlett Packard        G1530-80160
HP 6890 Series GC System          NIC/CPU CTRL         Hewlett Packard           G1530A      US 00008050
HP 6890 Series Injector           NIC/CPU CTRL         Hewlett Packard           18596C      US71601314
AA Spectrometer                   NIC/CPU CTRL           ATI Unicam            Unicam 939
ICP Emission Spectrometer         NIC/CPU CTRL     Thermo Jarrell Ash, Corp IRIS DV ER/S         10826
ICP Emission Spectrometer         NIC/CPU CTRL           Perkin Elmer             P400          152229
Ion Chromatograph                 NIC/CPU CTRL          Metrohm Peak               761     1.761.0020/07158
Mercury Analyzer                  NIC/CPU CTRL        Leeman Labs, Inc          Hydra AA        HA-1026
       Final - Revised 10/21/03
       San Antonio Water System
       Request for Proposal
       Page 13
Liquid Sampler                    NIC/CPU CTRL        CTC Analytics           A200S            15275
Mass Spectrometer                 NIC/CPU CTRL       Finnigan Corp.            GCQ            100349
Microdistillation Unit             RS-232 Serial         Buchi                  339
pH Meter                           RS-232 Serial        Corning                 320           C11871
pH/ISE Meter                       RS-232 Serial          Orion                420A           034703
pH/ISE Meter                       RS-232 Serial          Orion                720A           003213
pH/ISE Meter                       RS-232 Serial          Orion                720A           003022
pH/ISE Meter                       RS-232 Serial          Orion              PCM 700          001886
Purge & Trap Autosampler          NIC/CPU CTRL        Tekmar Corp.          14-5962-00       97093009
Purge & Trap Autp Sampler         NIC/CPU CTRL       Hewlett Packard       G1905-60500     3633 A 20305
Purge & Trap Concentrator         NIC/CPU CTRL        Tekmar Corp.         14-3000-000       97078007
Spectrophotometer                  RS-232 Serial          Hach           DR3000 19600-00    860300799
Spectrophotometer                  RS-232 Serial          Hach           DR3000 19600-00    890101809
Spectrophotometer                  RS-232 Serial          Hach           DR4000V 48100-60 9510V0000229

       The above instrument listing is comprehensive yet subject to change. Changes to this
       listing that do not alter the scope of the total effort to integrate this equipment with LIMS
       by more than 10% will not be considered as a change in scope.

       Information Technology Infrastructure Description

       Current systems are targeted for replacement by the end of 2003 with the following
       minimum requirements:

       Local Area Network Segment

       Fully Switched 100Mb Ethernet, 3MGB ATM Connection to Main Office

       Platforms

       Microsoft Windows 2000 Server, Active Directory Domain
       Relational Database System Licenses Exist for Oracle version 8i and Microsoft SQL
       Server version 2000

       LIMS Server procurement not to exceed $50,000 as separate purchase if needed by the
       LIMS Vendor.

       Desktops

       Windows 2000, 2.4 GHz, 80GB HD, 512MB RAM minimum.

       Bar-coding

       SAWS owns a limited quantity of equipment for the purpose of bar-coding samples and
       aliquots. Bar-coding specifications shall be a functionality of the new system and shall
       include the necessary hardware purchases by the LIMS Vendor.



       Final - Revised 10/21/03
San Antonio Water System
Request for Proposal
Page 14
                                             EXHIBIT B

                      SAWS STANDARD INSURANCE SPECIFICATIONS


1.        Commencing on the date of this Contract, the Consultant shall, at his own
          expense, purchase, maintain and keep in force such insurance as will protect him
          and the San Antonio Water System (“SAWS”) and the City of San Antonio (“the
          City”) and their employees and agents from claims, which may arise out of or
          result from his operations under this Contract, whether such operations are by
          himself, by any sub-consultant, supplier or by anyone directly or indirectly
          employed by any of them or by anyone for whose acts any of them may be liable,
          including, without limitation, the following:

          a.         Workers' Compensation (WC) insurance that will protect the
                     CONTRACTOR, SAWS and the City from claims under statutory
                     Workers' Compensation laws, disability laws or such other employee
                     benefit laws and that will fulfill the requirements of the jurisdiction in
                     which the work is to be performed.

                     This insurance shall be endorsed to provide:

                     •        Coverage for multiple jurisdictions and other such indicated
                              coverage (U.W. Longshoremen and Harbor Workers' Admiralty,
                              etc.) as may be applicable; and

                     •        Waiver of Subrogation in favor of SAWS and the City with
                              respect to both this insurance coverage and the Employers'
                              Liability (EL) insurance (as specified immediately below in
                              section 1.b.).

          b.         Employers' Liability (EL) insurance (Coverage B under standard
                     Workers’ Compensation policy) that will protect the CONTRACTOR,
                     SAWS and the City for damages because of bodily injury, sickness,
                     disease of vendor's employees apart from that imposed by Workers'
                     Compensation laws. The employers' liability insurance shall have
                     minimum limits of liability of not less than:

                           $ 1,000,000.00          Bodily Injury by Accident
                             1,000,000.00          Bodily Injury by Disease - Each Employee
                             1,000,000.00          Bodily Injury by Disease - Policy Limit

          c.         Commercial General Liability (CGL) insurance that will protect the
                     CONTRACTOR, SAWS and the City from claims for damages because of
                     bodily injury, personal injury, sickness, disease or death and insurance that
                     will protect the CONTRACTOR, SAWS and the City from claims for
                     damages to or destruction of tangible property of others, including loss of
                     use thereof.
Final - Revised 10/21/03
San Antonio Water System
Request for Proposal
Page 15



                     This coverage shall:

                     •         Include Broad Form Property Damage;

                     •         Cover independent contractors;

                     •         Not include any exclusions relating to blasting, explosion, collapse
                               of buildings or damage to underground property where applicable;

                     •         Afford coverage for Products Liability and/or Completed
                               Operations and, Blanket Broad Form Contractual Liability
                               specifically covering the indemnification assumed by the
                               CONTRACTOR under this contract.

                     The minimum limits of liability for this coverage shall be:

                           $ 1,000,000.00            Occurrence Limit
                             2,000,000.00            General Aggregate
                             1,000,000.00            Products/Completed Operations Aggregate
                             1,000,000.00            Personal and Advertising Injury
                                50,000.00            Fire Legal Liability
                             1,000,000.00            Contractual Liability

                     This insurance shall be endorsed:

                           •      Naming SAWS and the City as an Additional Insured; and

                           •       To provide a Waiver of Subrogation in favor of SAWS and
                               the City.

          d.         Comprehensive Automobile Liability (AL) insurance that will protect
                     the CONTRACTOR, SAWS and the City from claims for damages arising
                     out of the maintenance, operation, or use of any owned, non-owned or
                     hired vehicles. Minimum limits of liability for bodily injury and property
                     damage combined shall be not less than $1,000,000.00 per each
                     occurrence.

                     This insurance shall be endorsed:

                           •   Naming SAWS and the City as an Additional Insured; and

                           •   To provide a Waiver of Subrogation in favor of SAWS and the
                               City.



Final - Revised 10/21/03
San Antonio Water System
Request for Proposal
Page 16
          e.         Professional Liability (errors and omissions) insurance with minimum
                     coverage limits of $1,000,000 per occurrence, $1,000,000 in the
                     aggregate, if written on a “Claims Made” form, and must provide for an

                     extended reporting period of twenty-four (24) months after the date of
                     Contract termination.

2.        Consultant shall be liable for all Sub-consultant's insurance coverage appropriate
          to their scope of Work, and in the event a Sub-consultant is not insured with
          respect to any and all insurance required by law, including, but not limited to,
          Automobile Insurance and Workers' Compensation Insurance, then the Consultant
          shall endorse the Sub-consultant onto the applicable Consultant policies as
          another named insured. The insurance that is required under these requirements
          shall be written so that SAWS and the City will be notified in writing in the event
          of cancellation, restrictive endorsement or non-renewal at least thirty (30) days
          prior to such action.

3.        Certificates of Insurance shall be filed with the System 10 days prior to the
          SAWS Board of Trustee’s award of the Contract.

          Consultant shall be responsible for obtaining Certificates of Insurance from the
          first tier Sub-consultant, and upon request furnish copies to SAWS.

4.        Consultant is responsible for all deductibles under all of the insurance policies
          required by these specifications.

5.        The stated limits of insurance required by these requirements are MINIMUM
          ONLY and it shall be the Consultant's responsibility to determine what limits are
          adequate and the length of time this coverage shall be maintained.

          These minimum limits may be basic policy limits or any combination of basic
          limits and umbrella limits. The Consultant is fully responsible for all losses
          arising our of, resulting from or connected with the construction, and installation
          of the Facilities, and in support of its operations under this Contract and those of
          its sub-consultants, whether or not said losses are covered by insurance. SAWS
          acceptance of Certificates of Insurance that in any respect do not comply with the
          requirements does not release the Consultant from compliance herewith.

4.        Consultant agrees that all insurance policies required by these requirements shall
          be with insurance companies, firms or entities that are A.M. Best rating of "A-
          (“A”- minus)” and a Financial Size Category of a “VII" or better. All insurance
          policies shall be of an "Occurrence" type except for the Professional Liability line
          of coverage.




Final - Revised 10/21/03
San Antonio Water System
Request for Proposal
Page 17

6.        SURVIVAL

          Any and all representations, conditions and warranties made by Consultant under
          this Contract including, without limitation, the provisions of Section 1.b., 1.c. and
          1.d. of these requirements are of the essence of this Contract and shall survive the
          execution and delivery of it, and all statements contained in any document
          required by SAWS whether delivered at the time of the execution, or at a later
          date, shall constitute representations and warranties hereunder.




Final - Revised 10/21/03

								
To top