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File Number: 20-318 <br />In addition to enabling compliance with upcoming regulations, the Laboratory Information <br />Management System (LIMS) would also reduce staff time spent on duplicate data entry, facilitate <br />reporting, and streamline process analyses and other routine tasks. Configuring and implanting a <br />LIMS can be a long and time-consuming process. Staff recommends the LIMS installation now in <br />order to meet the October 2023 deadline. <br />Because the San Leandro laboratory also acts as the contracted laboratory for the East Bay <br />Dischargers Authority (EBDA), EBDA staff recommends that the City be reimbursed for half the <br />cost of the LIMS system, including both the upfront configuration costs and the ongoing <br />maintenance fees. <br />Analysis <br />The City issued a Request for Proposals in April 2020, which was posted on the City’s website. <br />Staff sent emails to LIMS vendors likely to be interested in submitting a proposal. Six vendors <br />submitted proposals. Staff ranked the proposals, participated in product demonstrations with four <br />vendors and checked the references for the top two vendors. Ethosoft was selected because it <br />met all the requirements set forth by the City, the product appears to be easy to learn and use and <br />they had excellent references. Based on a five-year total cost of ownership, Ethosoft’s proposal <br />was the second lowest of the four proposals that met the City’s requirements. <br />Applicable General Plan Policies <br /> <br />·Policy CSF 6.4: Wastewater Collection and Treatment. Maintain efficient, environmentally <br />sound, and cost-effective wastewater collection and treatment services in San Leandro <br />Fiscal Impacts <br />The proposed agreement with Ethosoft includes $43,065 for initial configuration, set up and <br />training. The first year of service after the system is configured will be $11,240 and Ethosoft has <br />agreed to hold any price increases to 5% or less for the first 5 years. EBDA staff will recommend <br />to its Board that the City be reimbursed for 50% of the upfront and maintenance costs. <br />Budget Authority <br />The Fiscal Year 2019-20 budget included $41,700 for this project. However, because the <br />proposal deadline was extended due to the COVID-19 emergency and because staff underwent <br />a thorough selection process, staff requests an appropriation from the Water Pollution Control <br />Plant Fund Balance reserves of $43,065 in Fiscal Year 2020-21 into 593-51-002-5120 for this <br />project. There are sufficient funds in the wastewater operations budget to pay for the first year of <br />annual maintenance. <br />ATTACHMENT <br />·Request for Proposals 58205 Laboratory Information Management System <br />Page 2 City of San Leandro Printed on 9/2/2020 <br />2255