11-Specifications.pdf

SPECIFICATIONS

SCOPE

Harris County is currently seeking proposals for a Laboratory Information Management System (LIMS) suitable for the current workflow processes employed in the Forensic Genetics Deoxyribonucleic Acid (DNA) Laboratory for the Harris County Institute of Forensic Sciences (HCIFS) for one (1) year beginning on or around October 1, 2025, through September 30, 2026, or until all services are satisfactorily provided and completed.

PRE-PREPROPOSAL CONFERENCE

A pre-proposal conference will be held Monday, August 18, 2025, at 9:00 a.m. CST via Microsoft Teams Conference ID: 299 346 473 733 6, password 6ge9yf6B, or call in (audio only) +1 281-985-1862,,991258122#. Attendance is not mandatory; however, all vendor(s) are encouraged to attend in order to have a better understanding of the requirements of this RFP.

Join the meeting now Meeting ID: 299 346 473 733 6 Passcode: 6ge9yf6B

Or call in (audio only) +1 281-985-1862,,991258122# United States, Aldine Phone conference ID: 991 258 122#

It is the responsibility of each vendor to examine the entire Request for Proposal (RFP) package, seek clarification in writing, and review their offer for accuracy before submitting. Questions relating to this RFP must be submitted in writing through Bonfire. The deadline for submission of questions relating to this RFP is listed on the Event schedule within Bonfire of this project. All questions submitted in writing prior to the deadline will be compiled and answered in writing.

A copy of all questions and answers will be released as a Public Notice within Bonfire to all firms. The County will not be bound be any information conveyed verbally.

RENEWAL OPTIONS

Harris County may consider four (4) one-year renewal option, based upon the same terms, conditions and pricing as the original year. Renewal is subject to approval by Harris County Commissioners Court. Once renewal options are exhausted, the contract must be rebid. Harris County reserves the right to rebid at any time as is in its best interest and is not automatically bound to renew.

BACKGROUND

HCIFS is seeking to update and streamline the process of maintaining, collecting, integrating, and storing forensic genetic DNA case data, including forensic examination results, final reports, supporting documentation, and statistical data. The current workflow employs an array of independent software tools and applications to complete testing and generate final testing reports.

An effective solution is an intuitive, all-in-one software package that is amenable to the current HCIFS Forensic Genetics Laboratory workflow processes. The proposed solution shall also be compatible with the LIMS used by the general

Laboratory Information Management System (LIMS) for the Harris County Institute of Forensic Sciences

HCIFS Crime Laboratory to the extent that evidence chain of custody can begin in one system and be continued in another during forensic genetic testing. General case information including, but not limited to, internal case number, individual name, external agency case number, and offense number shall be able to be retrieved from the HCIFS Crime Laboratory LIMS when creating cases in the new system. The proposed solution shall also provide real-time case tracking to ensure that case milestones are met by the various personnel involved in each case. The current process workflow is also predominantly paper-based. The proposed solution shall be amenable to a paperless workflow based on the current laboratory workflow.

SPECIFICATION

The vendor shall provide a LIMS able to manage all aspects of the forensic biology testing process, starting from evidence intake through DNA analysis, report writing, and review and release of report to clientele. Key features shall include sample tracking and chain of custody, integration with laboratory instruments and integrated software, adherence to quality control measures, accreditation standards and audits, ability to generate audit trails at all process steps as well as overall laboratory management. The proposed solution shall address the following minimum requirements, but is not limited to the list below:

Integration and External System Interface – The system shall be able to integrate and interface seamlessly with other LIMS software used by other laboratory sections, specifically JusticeTrax 3.7 and 3.8, as well as other external software to enable efficient electronic data exchange, preferably utilizing an Application Programming Interface (API) or comparable tool sets.

Continuity – The system shall allow for upload of historical Structured Query Language (SQL) database information from past DNA cases.

Security – The system shall provide the capability to restrict information access based on user roles and/or individual user permissions and enable configuration of user roles for various modules within the system.

Chain of Custody – The system shall chronologically record activities as they occur with person to location capability, ensuring comprehensive documentation of custody, control, transfer, analysis, and disposition of DNA results. While electronic documentation is required, there shall also be an option for printed records when necessary.

Consumable Management – Users shall be able to monitor and manage all laboratory consumables, including mechanisms to prevent the use of expired items.

Standard Operating Procedure (SOP) Management – The system shall facilitate the integration and management of SOP documents and procedures. Harris County currently has a standard SOP in place that the vendor shall integrate.

DNA Processing Troubleshooting – The system shall provide ad-hoc query capabilities, allowing users to search by date range, user actions, lot numbers, consumables used, plates, or instruments.

Sample Management – Users shall have the ability to manage individual samples, including reworking, discontinuing, and diluting as needed.

Instrument Maintenance – The system shall track all maintenance schedules for instruments (daily, weekly, monthly, and annually), provide notifications for required maintenance, and store vendor maintenance records.

Current instrument maintenance is tracked manually through an Excel spreadsheet.

Inventory Management – The system shall manage and track orders, including the placing of orders, inventory levels, order history, and reporting. The system shall also keep track of consumable quantities, list items in stock, and alert users when items are running low. The DNA laboratory supplies are the only required inventory items needed under the inventory management. No equipment will be required.

Storage Management – The system shall manage physical storage units with proper configuration along with laboratory items.

Reporting – The system shall compile various report types in different formats (PDF, MS Excel) and share relevant information with stakeholders. Reporting types shall include DNA reports, management logistics, Quality Assurance (QA) / Quality Control (QC) reports, and maintenance documentation. Reporting templates shall be able to be designed, edited, and customized with in-house HCIFS support without restriction.

QA/QC Management – The system shall identify consumables needing QA/QC testing before use and record the processing results. The system shall also allow for general troubleshooting capabilities at each step.

Evidence Accessioning/Serological Testing – The system shall be able to accession an evidence item from parent packaging to sub-packaging to physical evidence item to DNA sample while being able to record necessary details. The system shall be able to record evidence screening results including consumables used and QC/QA results.

Sample Setup – The system shall facilitate the accessioning of evidence items, starting from the parent packaging down to sub-packaging, physical evidence items, and finally DNA samples, while ensuring that all relevant details are documented. It shall also capture evidence screening results, including the consumables used and quality control/quality assurance outcomes. The accessioning process shall be designed to be user-friendly to minimize errors during accessioning.

Verification of Results – The system shall include features for implementing technical verifications at various stages of the serological testing and DNA processes over the current manual process. This will help ensure that accurate results are recorded and that the correct samples are processed at each step. The verification process would preferably involve users entering a Personal Identification Number (PIN) to confirm a result and/or scanning samples before they are added to a batch to ensure the correct samples have been selected.

DNA Laboratory Processing – (Extraction, quantification, normalization, amplification, and capillary electrophoresis): The system shall support both manual and automated sample processing across various stages (extraction, quantification, normalization, amplification, and capillary electrophoresis). The system shall create sample lists that can be imported to laboratory instruments, allow for verification that physical samples match the sample list, and import results generated from laboratory instruments. Interaction with liquid handling robots and various DNA processing instruments shall be possible. The system shall accommodate multiple vendor kits and methods throughout the DNA processing workflow.

Data Analysis – The system shall be capable of importing output files generated by DNA analysis software, display batches ready for analysis, show profiles from previous runs, and allow for batch or individual sample rework or rejection as necessary.

DNA Interpretation – The system shall enable users to efficiently conduct and document the results of DNA interpretations.

Final Agency/ DNA Report – The system shall provide the capability to generate and customize comprehensive final DNA reports that adhere to the Federal Bureau of Investigation (FBI) Quality Assurance Standards. This report shall summarize all findings and conclusions of serological and DNA testing.

Case Review – The system shall facilitate straightforward technical reviews of all pertinent information and documents related to a DNA case with secure documentation at each milestone.

Adaptability – The system shall be flexible, allowing users to easily modify the DNA process workflow by incorporating new instruments, processing kits, and methods.

Grant Management – The system shall track consumables and casework funded by grants, ensuring proper management of resources.

Laboratory Management – The system shall be capable of gathering metrics that help laboratory management assess turnaround times, backlogs, completed samples, cases, and tests performed.

Accreditation/ Certification – The system shall comply with International Organization for Standardization (ISO) 17025 accreditation requirements and the FBI Quality Assurance Standards for Forensic DNA Testing Laboratories.

Discovery/ Disclosure – The system shall have the ability to compile all records related to the testing of a case for the purposes of discovery. These records typically include but are not limited to bench notes, test results, reports, chain of custody, SOPs, instrument maintenance records, etc.

Quality – The system shall provide a reliable audit trail capable of capturing all data changes attributable to specific users and date/time of addition/update.

Service – The vendor shall provide service and support for the proposed solution for a minimum of two years following the date of purchase.

Workflow – The system shall be capable of executing all functions of the DNA processing workflow from evidence management to analysis and shall be able to interface with all instruments and third-party software solutions.

Access – The proposed solution shall be installable on all computers within the laboratory or be accessible on all laboratory computers via a web-based application with in-house hosting capabilities.

1. TECHNICAL REQUIREMENTS

The technical requirements are constructed to correlate to the Harris County Universal Services Reference Architecture (USRA) and to determine a vendor’s ability to provide technical capabilities.

1.1. HCUS Reference Architecture (USRA)

The USRA is a compact, comprehensive, abstract illustration of the technology components and business processes supporting County operations, see the attachment titled Harris County Universal Services Reference Architecture (USRA). The USRA has been developed to provide guidance on how solutions shall deploy and operate within the IT environment. The USRA serves as a reference for the specific architectures that vendors may implement to solve County business objectives.

1.2. The USRA is composed of Six (6) Interrelated Domains:

1.2.1. Data Services

1.2.2. Digital Services

1.2.3. Enterprise Technology Infrastructure Services

1.2.4. Information Security Services

1.2.5. IT Service Management

1.2.6. Technology Optimization

1.3. USRA Requirements Checklist Questionnaire Q-58OT:

Vendors shall complete the questionnaire as part of vendor’s response. "Complete” is defined as responding to all questions. A response is still required for non-applicable questions. The questionnaire will assist the County in understanding the scope, capabilities, technical implementation, and deployment features of the proposed solution.

2. Training The vendor shall define in detail, the training methodology to be utilized to provide training and knowledge transfer to ensure proper use of solution during the implementation/go-live phase as well as provide access to training materials thereafter. At a minimum, vendor shall provide complete training for up to fifty (50) users so that all basic, intermediate and advanced topics are covered in detail.

2.1. Training Requirements including, but not limited to, the following:

2.1.1. Initial on-site training for all users (minimum sixteen (16) hours)).

2.1.2. Monthly online training sessions.

2.1.3. Video tutorial library.

2.1.4. Written documentation.

2.1.5. Train-the-trainer program.

3. Final Acceptance

The evaluation committee may require completion of an acceptance test after the installation of the proposed software/hardware. The acceptance test will involve the achievement of Harris County’s standard availability and performance goals during a period of thirty (30) consecutive calendar days.

The acceptance test will start on the date that Harris County receives a written notice from the vendor that the software/hardware is installed and ready for production usage. If the software does not achieve availability during the first thirty (30) days following the installation date, the acceptance test will continue on a day-to-day basis until availability is achieved for thirty (30) consecutive calendar days.

4. Maintenance/Support/Warranty Upon Final System Acceptance (FSA) and training, the maintenance/support/warranty of the system shall commence on the first day of the official operation of the system as designated by Harris County. At a minimum, the system shall include annual maintenance/support/warranty to include upgrades, patches, fixes and support via phone, web, and email. Pricing shall also reflect annual renewal, and maintenance or license fees for subsequent and continued use of the system.

5. Service Level Agreement (SLA) Vendor shall describe each SLA associated for the applicable service offering. Vendor shall meet all SLA requirements to include but not be limited to the delivery of service offerings, maintaining service offerings, measuring key performance indicators (KPIs), reporting compliance and issuance of credits when performance fails to meet performance objectives. Vendor shall disclose its methodology for measuring each of its SLAs, including but not limited to the formulas for calculating those measurements. Vendor shall disclose how vendor shall address failures to perform to SLA levels and any billing adjustments, credits or other compensation offered.

SLA provided shall not be less than what is commercially available. At a minimum SLAs shall include:

5.1. Twenty-four/seven (24/7) technical support.

5.2. Maximum one (1) hour response time for critical issues including, but not limited to, the following:

5.2.1. Hardware failures.

5.2.2. Connectivity issues.

5.2.3. Software glitches.

5.2.4. Data overload.

5.2.5. Security and privacy concerns.

5.3. Maximum four (4) hour response time for non-critical issues including, but not limited to, the following:

5.3.1. Minor data inconsistencies.

5.3.2. User interface challenges.

5.3.3. Delayed data transmission.

5.3.4. Software updates and compatibility.

5.3.5. Battery drain on devices.

5.3.6. Non-Critical Diagnostic Trouble Codes (DTCs)

5.4. Dedicated account manager.

5.5. Monthly system performance reviews.

6. Project Management Plan Vendor shall include a comprehensive and detailed project management plan as part of the response. The plan shall outline the methodology and strategies to implement and rollout the telematics solution including, but not limited to, the following:

6.1.1. Assignment of a dedicated project manager to oversee execution.

6.1.2. Submission of a detailed implementation plan within ten (10) days of contract award.

6.1.3. Development and maintenance of a milestone schedule as part of the project management plan, detailing all tasks and key events.

6.1.3.1. Installation completion within eight to ten (8-10) business days of equipment delivery.

6.1.3.2. System configuration within five (5) business days of equipment installation.

6.1.3.3. User training within fifteen (15) business days of equipment installation.

6.1.3.4. Full system deployment within thirty (30) calendar days of equipment installation.

6.1.3.5. Implementation of a thirty (30) day stabilization period post-launch to monitor performance and address any operational concerns.

6.1.4. Submission of weekly progress reports to ensure transparency and accountability.

6.1.5. Development of a testing plan with clearly defined acceptance criteria to validate system functionality.

6.1.6. Completion of a go-live checklist to confirm readiness for deployment.

7. Vendor Resources Vendor shall maintain and assign a sufficient number of competent and qualified professionals to meet Harris County requirements. Vendor shall provide Harris County with a staffing plan that identifies the staffing levels, types, and any applicable certifications necessary to meet the requirements of this RFP. Vendor shall also indicate space, technology and telecommunications infrastructure requirements so that Harris County can allocate workspace for the project team to use during the implementation.

7.1. Project Manager (PM)

Vendor shall dedicate a PM for the length of the project to act as the vendor’s representative for all communication and activities with Harris County. The PM shall be the prime point of contact for Harris County for project matters. The PM shall develop a Project Management Plan that provides guidance and direction for the project development and shall maintain a detailed and accurate project schedule at all times.

The percentage of the PM’s time dedicated to this project shall be defined. The PM shall have overall responsibility for day-to-day project management. Vendor shall submit a resume for the PM candidate for Harris County to review and approve. At a minimum, the PM candidate shall possess the following qualifications:

7.1.1. PM with five (5) years of project management experience with specific experience related to telematics implementations.

7.1.2. Demonstrated experience creating detailed dependency-driven schedules tasks required to implement recommended changes.

7.1.3. Demonstrated experience facilitating and supporting formal review sessions with executive stakeholders.

7.2. Key Staff

Vendor shall provide resumes for all key staff for Harris County to review and approve. Key staff is defined as all Subject Matter Experts (SMEs) to be utilized during the project. The resumes shall indicate the key staff knowledge and experience specific to telematics solution, background, years of experience and skill sets to ensure project success. Changes to the key staff, anticipated or unforeseen, shall be immediately relayed to Harris County.

8. Optional/Value-Added

Vendor may provide information for other equipment, hardware and/or software available within the manufacturer’s catalog as an optional/value-added item.

GUARANTY OF WORK

The vendor must provide warranty information. Detail all components associated with providing this assessment including but not limited to the following:

Describe the terms and conditions of warranty on the software and professional services.

Describe how the warranty is implemented to provide this assessment.

PRICING

Due to the complexity of this project Harris County understands that vendors must have the flexibility to customize pricing. Harris County anticipates Time and Materials (T&M) for some services while fixed price for others. The vendor shall define and provide a T&M Fee Schedule for services and fixed price where applicable with a total “not-to-exceed” project price within the pricing section of all SOWs. Total not-to-exceed Service Order fees shall be all-inclusive, no additional fees including but not limited to travel, per diem and or transportation shall be billed separately. Note* Proposed travel costs are subject to the Harris County Travel Policy found under Public Files.

The vendors are encouraged to submit an itemized Fee Schedule for all Offering(s) vendor possesses the capabilities to perform and available resource. Pricing must be all inclusive. At a minimum, the vendor’s Fee Schedule shall clearly identify the following:

a. All available Licensing Model Offering(s)

b. Defined phase or activity with target date(s),

c. Resource classifications i.e., Principal Consultant/ Partner/Practice Manager, Sr. Manager, manager, etc.

d. All costs, fees, commissions, hourly charges, travel costs with identified expenses if applicable and/or fixed rates for

Offerings, and

e. Payment schedule.

The Fee Schedule shall be uploaded to Bonfire in an Excel format under the Requested Information section of this solicitation.