HCFS LIMS RFI - Final.pdf

New York State Department of Environmental Conservation

Division of Fish and Wildlife

REQUEST FOR INFORMATION

Project Name: Hale Creek Field Station (HCFS) Laboratory Information Management

System (LIMS)

RFI Release Date: Tuesday, September 15, 2026

Response Due Date: Tuesday, October 20, 2026

Submit Responses to: hcfs-lims@dec.ny.gov

See RFI Timetable for key dates mailto:hcfs-lims@dec.ny.gov

Table of Contents Purpose

Introduction

DEC Current LIMS Utilization

Objectives

Desired Requirements

Information Being Requested

RFI Process

RFI Response Format

RFI Timetable

General Terms and Conditions

Conclusion

Glossary of Terms

Purpose The New York State Department of Environmental Conservation (DEC), Division of Fish and Wildlife (DFW), is seeking information from vendors regarding commercially available

Laboratory Information Management Systems (LIMS) capable of supporting environmental contaminant monitoring laboratories.

This Request for Information (RFI) is intended solely to gather information regarding commercially available products, implementation approaches, and industry best practices. Responses to this RFI will assist DEC in refining business requirements, evaluating potential implementation strategies, estimating project costs and schedules, and determining whether commercially available solutions can meet the laboratory's operational needs.

This RFI is not a Request for Proposal (RFP), Invitation for Bid (IFB), or Request for Quote

(RFQ), and does not constitute a commitment by DEC to procure any products or services.

DEC hereby requests written information, advice, comments, recommendations, and rough orders of magnitude from all interested parties regarding: Laboratory Information Management System and accompanying hardware, software, storage, and technical support services. This document outlines the broad areas of functionality. It is not intended to be a detailed description of every function needed, but rather to act as an overview of the main functions required.

Introduction The DFW operates a laboratory responsible for processing, preparing, and analyzing fish and wildlife tissue samples for environmental contaminants. The laboratory supports statewide environmental monitoring, contaminant assessment, regulatory enforcement, public health advisories, ecological research, and conservation decision-making.

The laboratory receives fish and wildlife samples from throughout New York State.

Samples undergo receipt, storage, processing, preparation, chemical analysis, quality assurance review, reporting, and long-term archival. Below is a summary of the current analytical instruments, analytes measured, and samples analyzed annually:

Instrument Type Instrument’s Manufacturer /

Model Analytes Measured

Annual Sample

Capacity

GC/ECD Agilent 7890A PCBs/OC pesticides

GC/ECD Agilent 8890 PCBs/OC pesticides

GC/MS Agilent 8890/5977C PCBs/OC pesticides

GC/MS Agilent 7890B/5977B PCBs/OC pesticides

LC/MS (2) Agilent 1290 Infinity II/6470 PFAS 1000

ICP/MS Agilent 7800 Metals 200

Mercury analyzer Nippon MA-3000 Mercury 2000

DEC Current LIMS Utilization The ASU at HCFS does not utilize a LIMS at this time. Currently, the laboratory uses multiple points of manual data entry. Microsoft Access and Excel are used to track samples, produce interim data reports, and report results.

Objectives The objectives of this project are to provide the following (including but not limited to):

• Provide a robust laboratory information management system which meets the following business and functional requirements stated below.

• Provide hybrid storage data options to include on-site servers and cloud based.

• Allow the DEC Division of Fish and Wildlife agency to retain ownership of LIMS data and not share without consent.

• Provide 24/7/365 software maintenance and technical support to DEC.

Desired Requirements Please indicate if the following product and functions are available. Please provide any additional information describing functionality below.

1. Ability to login sample information

a) Replace legacy Microsoft Access database for Sample Log-in

b) A system to trace multiple aliquots

c) Produce barcoded labels

d) Store associated collection chain of custody

e) Produce internal laboratory chain of custody

2. Ability to track sample preparation

a) Replace legacy Microsoft Access database for PCBs/OC pesticides sample preparation

b) Add additional laboratory preparations

3. Ability to track sample processing

a) Replace legacy Microsoft Access database for sample processing parameters

b) Ability to record observations/pictures

4. Allow users to import results from all laboratory instruments

a) Ability to manually enter results on a sample by sample or test by test basis

5. Ability to track consumables and solvent inventory

6. Ability to follow agency defined SOPs / Quality Control Management

7. Ability to generate various reports such as (including but not limited to)

a) analytical run reports

I. Produce Quality Control reports and process control charts

b) Ad-hoc reports

c) Work lists for sample processing

d) Prep lists for preparation lab

e) Run lists for analytical instruments

f) Sample results reports

g) Sample status reports

h) Consumable / reagents traceability reports

8. Ability to import data from legacy databases; and access archived data as per agency policies.

9. Provide training to the agency identified staff

10. Ability to follow New York State in addition to DEC’s policies / laws / compliances.

11. Compliance with NYS Information Technology Security Policies and Standards (https://its.ny.gov/policies).

12. Ability to be highly available, modular and scalable.

13. Allow users to define future workflows, analytical methods and equipment.

14. Products available on New York State Contract or Federal GSA Contract (if so, please provide the NYS or Federal Contract Number in response).

Information Being Requested Respondents are asked to address the following topics. Please consider the objectives of this RFI when responding so your time is spent on issues that will be helpful to reviewers.

15. Provide information on your ability to offer DEC a Laboratory Information

Management System that meet the requirements listed above.

16. Provide information on your ability to offer hybrid data storage options to include on-site servers and cloud based, if applicable.

17. Provide information on your ability to offer remote management of software, if applicable.

18. Describe your software maintenance and technical support program. Are there additional costs for maintenance and support?

19. Explain your approach for disaster recovery.

20. Provide information on the network, server, and other equipment requirements.

21. Provide information regarding items such as warranties, installation, training, and on-going maintenance.

22. Provide information on equipment replacement.

23. Provide information on your existing customers. Highlight deployments of a similar scope and/or size to the proposed system.

24. Provide a feasible plan for software implementation that requires minimal IT support from New York State DEC personnel or New York State ITS personnel.

25. Ability to offer hybrid data storage options, including on-site Servers and cloud based

26. Provide information on your company to include the number of personnel; number of years your company has been in existence; special clearances or ratings your company received when working with government entities and sensitive material.

27. If other vendors are part of the solution, provide information on those partners and their areas of responsibility. If a partner(s) has not been selected at this time, describe what type of vendor you seek and their areas of responsibility.

28. If your system can be procured utilizing a NYS Office of General Services (OGS)

Statewide contract or a General Services Administration (GSA contract), provide contract information.

RFI Process

RFI Response Format

Any vendor that anticipates responding to the request for information is required to respond electronically.

Responses must be in a Microsoft Office product or Adobe PDF format. Vendors must transmit their responses via electronic mail to hcfs-lims@dec.ny.gov including “Hale Creek Laboratory Information Management System (LIMS)” in the subject line.

Vendors are encouraged to include innovative ideas, and any other options or approaches they believe would merit considerations.

Any questions regarding the RFI may be directed to the email contact listed below. Written responses to questions will be posted to the Contract Reporter.

The response should include:

1. Cover Page:

a) Company name and mailing address

b) Name of company contact person, including title, e-mail address, and phone number

c) Company address for mailing of any formal solicitation initiated because of this Request for Information.

2. A written summary of key points and recommendations.

3. Responses to information requested in sections Desired Requirements, and Information Being Requested described above. Please refer to the question number in your response and be as brief and concise as possible.

RFI Timetable

RFI Release: Tuesday, September 15, 2026

Vendor Inquiries Due: Tuesday, September 29, 2026

Department Responses to Vendor Inquiries: Friday, October 9, 2026

RFI Responses Due: Tuesday, October 20, 2026

General Terms and Conditions

1. This RFI does not fall under the requirements of State Finance Law §§139-j and 139-k (the Procurement Lobbying Law) and there is no restricted period. However, we ask that you direct your questions and responses in writing to " hcfs-lims@dec.ny.gov "

2. Proprietary Information – Careful consideration should be given before confidential information is submitted as part of your response. Review should include whether it is critical for evaluating a response, and whether general, non-confidential information, may be adequate for review purposes. The NYS Freedom of Information Law, Public

Officers law, Article 6, provides for public access to information DEC possesses.

Public Officers Law, Section 87(2)(d) provides for exceptions to disclosure for records or portions thereof that "are trade secrets or are submitted to an agency by a commercial enterprise or derived from information obtained from a commercial enterprise and which if disclosed would cause substantial injury to the competitive position of the subject enterprise." Information submitted to DEC that the respondent wishes to have treated as proprietary, and confidential trade secret information, should be clearly identified, and labeled "Confidential" or "Proprietary" on each page at the time of disclosure. This information should include a written request to exempt it from disclosure, including a written statement of the reasons why the information should be exempted. See Public Officers Law, Section 89(5). However, DEC cannot guarantee the confidentiality of any information submitted.

3. The State reserves the right to:

a) Use any and all ideas submitted in response to the RFI.

b) Adopt all or any part of the vendor’s response in selecting the optimum configuration to be used in a solicitation.

c) Request RFI respondents to present supplemental information clarifying their responses, either in writing or in formal presentation or possible demonstrations of system.

d) Accept or reject any or all information received or modified or canceled in part or in its entirety this RFI at any time.

e) Postpone or cancel this RFI upon notification to all RFI respondents.

f) Amend the specifications after their release with appropriate notice to all RFI respondents.

4. The State recognizes that information and cost figures provided in response to this

RFI are non-binding.

5. This RFI is being issued for data gathering purposes only. This RFI is not a contract offer and does not commit the State to award a contract, pay any costs incurred by

Respondent in preparing a response, or to procure or contract for services or supplies.

No contract can or will be awarded based on submissions.

6. Respondents are encouraged to respond to this RFI; however, failure to submit a response will not impact respondents’ ability to respond to any future competitive solicitation process (if any) for projects.

7. There are no representations or warranties regarding the accuracy or completeness of the information contained in this RFI. Respondents are responsible for making their own evaluation of information and data contained in this RFI and for preparing and submitting responses to this RFI.

Conclusion The New York State Department of Environmental Conservation thanks all who participate in the information gathering process. Let it be known that New York State is not obligated to proceed any further than it has in this matter and no contracts or purchases will be written directly from this information.

Glossary of Terms ASU - Analytical Services Unit

DEC – Department of Environmental Conservation

DFW – Division of Fish and Wildlife

ECD – Electron Capture Detector

GC – Gas Chromatograph

GSA - General Services Administration

HCFS - Hale Creek Field Station

ICP – Inductively Coupled Plasma

IFB – Invitation For Bid

ITS – Information Technology Services

LC – Liquid Chromatograph

LIMS – Laboratory Information Management System

MS – Mass Spectrometer

NYS – New York State

NYS ITS – New York State Information Technology Services

NYS OGS – New York State Office of General Services

OC – Organochlorine

OGS – Office of General Services

PCBs – Polychlorinated Biphenyls

PFAS – Per-and Polyfluoroalkyl Substances

RFI - Request for Information

RFP - Request for Proposal

RFQ - Request for quote

SOPs – Standard Operating Procedures