AGENDA INFORMATION SHEET
DEPARTMENT: Materials Management
ACM: Bryan Langley
AGENDA DATE: March 21, 2017
SUBJECT
Title
Consider adoption of an ordinance of the City of Denton, Texas authorizing the approval of a first amendment to a contract between the City of Denton and LabWare, Inc. for Laboratory Information Management System software consulting, training, technical support, and maintenance for an additional three (3) year period, extending the contract approved by City Council on February 4, 2014, in the amount of $72,840 for software for the City of Denton Municipal Laboratory; providing for the expenditure of funds therefor; and providing an effective date (File 5441-providing for an additional expenditure amount not-to-exceed $109,960, with the total contract amount not-to-exceed $182,800). The Public Utilities Board recommends approval (5-0).
Body
FILE INFORMATION
The City Council approved a contract with LabWare, Inc. on February 4, 2014, in the amount of $72,840 for Laboratory Information Management System (LIMS) software for the City of Denton Municipal Laboratory. The system is designed to track all data associated with samples from receipt, analyses, reporting, disposal, and quality assurance. The system also automates chemical and reagent inventories, greatly enhances instrument interface capabilities, and offers the ability to create customizable reports for operational use. The system also assists the Municipal Lab with meeting current and upcoming digital reporting requirements as regulatory agencies transition from paper-based to digital reporting. Since this time, staff has completed database setup and initial implementation. The software is highly customizable, which provides great flexibility to meet unique user-defined requirements. However, to take advantage of this flexibility, expertise with customizing the program’s architecture is needed. Unfortunately, some vital staff expertise was lost when the Municipal Lab’s LIMS Administrator left the organization in July 2016. This level of understanding is not within the current capabilities of laboratory staff without additional training and assistance from LabWare, Inc.
This first amendment is for an additional three (3) years of consulting, training services, and software technical and maintenance support. LabWare, Inc. is the sole-source vendor for the LIMs software (Exhibit 3). Section 252.022 of the Texas Local Government Code provides that procurement of items that are only available from one source, do not have to be competitively bid.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On March 13, 2017, the Public Utilities Board recommended approval to forward this item to the City Council for consideration.
RECOMMENDATION
Approve the first amendment to a Professional Services Agreement between the City of Denton and LabWare, Inc. for consulting and training services for the Laboratory Information Management System (LIMS) and software maintenance and support for three (3) years, in an amount not-to-exceed $109,960, for a total contract amount not-to-exceed $182,800.
PRINCIPAL PLACE OF BUSINESS
LabWare, Inc.
Wilmington, DE
ESTIMATED SCHEDULE OF PROJECT
This amendment will be for an additional three (3) years of software maintenance and technical support through March 1, 2020.
FISCAL INFORMATION
These services will be funded from the Water Laboratory and Wastewater Reclamation Operating fund.
STRATEGIC PLAN RELATIONSHIP
The City of Denton’s Strategic Plan is an action-oriented road map that will help the City achieve its vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and goal:
Related Key Focus Area: Organizational Excellence
Related Goal: 1.5 Utilize technology to enhance efficiency and productivity
EXHIBITS
Exhibit 1: Original Contract
Exhibit 2: Public Utilities Board Draft Minutes
Exhibit 3: Staff Memo
Exhibit 4: Ordinance
Exhibit 5: First Amendment
Respectfully submitted:
Ethan Cox, 349-7421
Customer Service Manager
For information concerning this acquisition, contact: Fritz Schwalm at 349-8615.