Technical and Cost Propsal.pdf

AQS, Inc.

www.aqsnet.com

Accreditation Management System

1/29/2026

Millie Rose

Laboratory Accreditation Unit Supervisor

Illinois Environmental Protection Agency

825 N. Rutledge

Springfield, IL 62702 mildred.rose@illinois.gov

RE: Technical and Cost Proposal – AB Manager Accreditation Management System

Dear Ms. Rose, We are pleased to submit this technical and cost proposal for AB Manager, AQS’s cloud-based accreditation management system designed to support laboratory accreditation programs.

Illinois EPA has been a valued user of AB Manager for many years. Building on that foundation, the current version of AB Manager has been re-engineered as a secure, web-based Software-as-a-Service

(SaaS) platform to better support modern security standards, multi-user collaboration, and long-term system sustainability.

The enclosed proposal describes the system’s technical capabilities, implementation and support services, and a detailed cost structure tailored to Illinois EPA’s accreditation program needs.

Please feel free to contact me if you have any questions or would like to discuss any aspect of this proposal in more detail.

Sincerely, Joel Workman

President, AQS, Inc.

jworkman@aqsnet.com

AQS AB Manager Technical and Cost Proposal for Illinois EPA

Accreditation Management System

Technical and Cost Proposal for Illinois EPA

Contents

1 Executive Summary

2 Value to Illinois EPA

3 Technical Overview

3.1 System Architecture

3.2 Access Model and User Roles

3.3 Platform Design Principles

4 Functional Scope (Modules & Features)

4.1 Program and Parameter Management

4.2 Laboratory Management

4.3 Application Processing

4.4 Proficiency Testing (PT) Evaluation

4.5 Assessments and Audits

4.6 Offline Assessment Capability (Optional)

4.7 Certificates and Public Reporting

4.8 Invoicing and Financial Tracking

4.9 Reporting, Exports, and Records Management

5 Hosting, Security, and Compliance

5.1 Hosting Environment

5.2 Data Security and Encryption

5.3 Authentication and Access Control

5.4 Data Backup, Resilience, and Recovery

5.5 Data Privacy and Ownership

5.6 Risk Classification

6 Implementation and Data Migration

6.1 Implementation Approach

6.2 Data Migration Support

6.3 Timeline and Readiness

6.4 Roles and Responsibilities

6.5 Transition to Ongoing Operations

7 Training and Support

7.1 Initial Training

7.2 Ongoing User Support

7.3 System Updates and Enhancements

7.4 Customer Collaboration and Continuous Improvement

8 Pricing and Licensing

8.1 Initial Cost (Year 1)

8.2 Annual Maintenance and Support (Subsequent Years)

8.3 Optional Custom Programming and Support

8.4 Licensing Model and Total Cost of Ownership

1 Executive Summary

AQS, Inc. is pleased to submit this technical and cost proposal for AB Manager, a secure, cloud-based accreditation management system designed specifically to support laboratory accrediting bodies. AB

Manager provides an integrated, end-to-end solution for managing laboratory accreditation workflows, including applications, assessments, proficiency testing, invoicing, certification, and public reporting.

Illinois EPA has been a valued and long-standing user of AB Manager through its original Microsoft

Access implementation. That system has proven the strength and durability of the AB Manager data model and accreditation logic over many years of active use. However, evolving program needs, increased collaboration requirements, modern security expectations, and long-term sustainability considerations have made a transition to a web-based platform both timely and advantageous.

The current version of AB Manager has been fully re-engineered as a modern Software-as-a-Service

(SaaS) application while preserving the core functionality and workflows familiar to Illinois EPA users.

The system is purpose-built for accrediting bodies—not adapted from a LIMS or generic quality platform—and reflects direct input from accreditation managers, assessors, and laboratory professionals. AB Manager supports national standards such as TNI/NELAC while allowing full configurability for Illinois-specific policies, fee structures, milestones, and reporting requirements.

AB Manager is designed to reduce administrative burden and improve consistency by automating repeatable tasks such as application processing, proficiency test evaluation, assessment tracking, certificate generation, and invoicing. Centralized, role-based access ensures that program staff, assessors, and administrators can securely collaborate in real time without reliance on local software installations or manual file management. System-generated records—including certificates, assessment reports, and invoices—are securely stored and readily accessible, with export capabilities to support agency recordkeeping needs.

The platform is hosted in a secure cloud environment and maintained by AQS, eliminating the need for

Illinois EPA to manage servers, perform software updates, or maintain legacy desktop infrastructure.

Ongoing maintenance, security updates, backups, and feature enhancements are included as part of the annual support model, ensuring that the system continues to evolve alongside regulatory and programmatic requirements.

This proposal outlines the technical capabilities of AB Manager, the scope of included functionality, hosting and security practices, implementation and data migration support, training and ongoing maintenance services, and a clear, predictable pricing structure. AQS’s objective is to provide Illinois EPA with a stable, scalable, and cost-effective accreditation management platform that builds on the agency’s existing investment in AB Manager while positioning the program for long-term success.

2 Value to Illinois EPA

AB Manager delivers immediate and long-term value to Illinois EPA by modernizing accreditation operations while preserving the workflows and institutional knowledge already embedded in the existing AB Manager system. By transitioning from a desktop-based application to a fully hosted, web-accessible platform, Illinois EPA can reduce reliance on local software, manual file handling, and ad hoc tracking tools, resulting in more consistent and efficient program administration.

The system centralizes accreditation data, assessment records, proficiency testing results, certificates, and invoices into a single authoritative platform. This improves visibility across the accreditation lifecycle, supports continuity during staff transitions, and simplifies internal coordination among program managers, assessors, and administrative staff. Automated milestone tracking and task prioritization help ensure that accreditation activities remain on schedule and aligned with program requirements.

AB Manager’s configurable design allows Illinois EPA to enforce program-specific rules, fee structures, and reporting formats without custom software development. Built-in support for TNI/NELAC standards reduces manual review effort while maintaining flexibility for Illinois-specific policies and interpretations. Integrated invoicing and certificate generation further reduce administrative workload and improve consistency and traceability.

From an IT and procurement perspective, AB Manager minimizes risk and total cost of ownership. The fully managed SaaS model eliminates the need for agency-managed servers, desktop installations, or version upgrades. Ongoing maintenance, security updates, backups, and enhancements are included, providing predictable annual costs and reducing long-term support obligations.

By building on Illinois EPA’s existing investment in AB Manager and providing a scalable platform designed specifically for accrediting bodies, AQS enables Illinois EPA to enhance program efficiency, maintain regulatory consistency, and support future accreditation needs without disruptive system changes.

3 Technical Overview

AB Manager is a secure, web-based accreditation management system designed specifically for laboratory accrediting bodies. The platform is delivered as a fully hosted Software-as-a-Service (SaaS) application, providing authorized users with secure access through a standard web browser without the need for local software installation or desktop-based infrastructure.

The system is purpose-built to support accreditation workflows, including application processing, assessment tracking, proficiency testing evaluation, certificate generation, invoicing, and public reporting. AB Manager is not a laboratory information management system (LIMS) or a repurposed quality management platform; it is designed exclusively to address the administrative, technical, and regulatory needs of accrediting bodies.

3.1 System Architecture

AB Manager is hosted within a managed cloud environment and accessed through encrypted web connections. The architecture supports concurrent access by multiple users and is scalable to accommodate programs of varying size and complexity. All system-generated records—such as certificates, assessment reports, and invoices—are stored centrally and made available to authorized users based on role and permission settings.

The platform supports:

• Secure, browser-based access from desktops, laptops, and tablets

• Centralized data storage with export capabilities for agency recordkeeping

• Role-based access control to restrict functions and data visibility

• Logical separation of customer data within the hosted environment

3.2 Access Model and User Roles

AB Manager employs a role-based access model that allows accrediting bodies to define user permissions based on job function. Administrative users can configure program settings, manage users, and oversee accreditation activities, while assessors and staff are granted access only to the functions and records necessary to perform their assigned responsibilities.

This approach supports internal controls, protects sensitive administrative information, and ensures that accreditation activities are conducted consistently and transparently.

3.3 Platform Design Principles

The technical design of AB Manager emphasizes reliability, maintainability, and long-term sustainability.

System updates, enhancements, and security improvements are deployed centrally by AQS and made available to users without local upgrades or reinstallation. This model reduces dependence on internal IT resources and avoids the risks associated with maintaining legacy desktop applications.

AB Manager is designed to evolve alongside regulatory requirements and accreditation standards while preserving continuity of data and workflows. The platform provides a stable technical foundation that supports both current operational needs and future program growth.

4 Functional Scope (Modules & Features)

AB Manager provides a comprehensive set of integrated modules designed to support the full lifecycle of laboratory accreditation activities. The system is configurable to align with Illinois EPA program policies, workflows, and reporting requirements, while maintaining consistency with national accreditation standards such as TNI/NELAC.

4.1 Program and Parameter Management

AB Manager provides structured tools for defining and maintaining accreditation program requirements and allowable fields of accreditation.

Key capabilities include:

• Configuration of accreditation programs, laboratory types, staff roles, milestones, and workflows

• Parameter management structured around matrix, program, method/method code, and analyte/analyte code

• Integrated use of current TNI method, analyte, technology, and FoPT tables

• Support for agency-defined codes or program-specific parameters where needed

• Parameter builder tools for efficient creation and maintenance of fields of accreditation

• Export of program parameter tables and fields of accreditation to Excel for review or reporting

4.2 Laboratory Management

AB Manager maintains a centralized record for each accredited laboratory and supports tracking across the full accreditation cycle.

• Management of unlimited laboratories, including demographics, addresses, locations, and contacts

• Tracking of laboratory personnel, roles, and key positions

• Management of requested, approved, suspended, or withdrawn fields of accreditation

• Sorting and filtering laboratories by name, ID, lead assessor, or accreditation status

• Historical tracking of accreditation actions and changes over time

• Export of laboratory data and approved fields of accreditation for reporting purposes

4.3 Application Processing

AB Manager streamlines new and renewal laboratory applications using standardized, electronic workflows.

• System-generated, laboratory-specific application packages in Microsoft Excel format

• Applications populated with current laboratory demographics, personnel, and requested parameters

• Laboratory submission via file upload directly into AB Manager

• Comparison of submitted applications against prior records to identify changes

• Controlled review and acceptance of application updates prior to import

• Support for both initial accreditation and renewal application cycles

4.4 Proficiency Testing (PT) Evaluation

AB Manager includes robust tools for importing, evaluating, and tracking proficiency testing performance.

• Upload of PT data from any PT provider using defined data formats

• Drag-and-drop file upload with preliminary validation and completeness checks

• Automated population of PT tables for evaluation

• Evaluation of PT performance in accordance with TNI requirements (e.g., one successful PT every six months)

• Method- and analyte-specific scoring and timeframe compliance checks

• Application of PT results to each laboratory’s fields of accreditation

• Flagging and tracking of failed PT results with linkage to corrective action follow-up

4.5 Assessments and Audits

AB Manager supports planning, execution, documentation, and follow-up of accreditation assessments.

• Creation of assessment cycles for defined events (e.g., new accreditation, annual review, method addition, mid-cycle review)

• Assignment of assessment type, due dates, and lead assessors

• Automated milestone tracking and task prioritization

• Deployment of customized assessment and audit checklists

• Recording of on-site or remote assessment participants

• Direct entry of findings and recommendations during assessments

• Automated generation of assessment and audit reports

• Tracking of laboratory responses and follow-up actions

• Closure of assessment cycles and initiation of subsequent cycles as appropriate

4.6 Offline Assessment Capability (Optional)

AB Manager supports an offline assessment tool that allows assessors to conduct on-site assessments with or without an internet connection. Data collected offline can be securely synchronized once connectivity is restored.

4.7 Certificates and Public Reporting

AB Manager automates certificate generation and supports transparent public access to accreditation status.

• Automated generation of accreditation certificates based on approval status and dates

• Customizable certificate language and formatting to meet agency requirements

• Inclusion of approved fields of accreditation with matrix, program, method, and analyte detail

• Storage of certificates as snapshot records to maintain a complete audit trail

• Secure, searchable certificate archive for authorized users

• Optional public-facing portal providing real-time access to current accreditation status

4.8 Invoicing and Financial Tracking

AB Manager provides integrated invoicing tools to support accreditation-related fee management.

• User-defined fee categories and invoicing rules

• Support for per-method fees, per-analyte fees, and flat or program-based charges

• Automated invoice calculation based on approved parameters

• Inclusion of application fees, adjustments, and additional charges as defined by the agency

• Customizable invoice headers and language

• Tracking of invoice issue dates, due dates, payment status, and internal notes

4.9 Reporting, Exports, and Records Management

AB Manager supports agency reporting, transparency, and recordkeeping requirements.

• Standard and configurable system reports covering accreditation status, assessments, PT performance, and invoicing

• Export of laboratory, parameter, assessment, and certificate data to Excel

• Export of TNI-required laboratory demographics and fields-of-accreditation files

• Secure storage of system-generated documents, including applications, assessment reports, certificates, and invoices

• Data export capabilities to support agency retention and public records requirements

5 Hosting, Security, and Compliance

AB Manager is designed as a secure, cloud-hosted administrative system that supports laboratory accreditation workflows while minimizing data sensitivity and operational risk. The platform follows industry-accepted best practices appropriate for a low-risk accreditation management application and aligns with typical state agency IT security expectations.

5.1 Hosting Environment

AB Manager is hosted within a managed cloud infrastructure operated by AQS using Amazon Web

Services (AWS). The hosting environment provides high availability, scalability, and resilience without requiring Illinois EPA to manage servers, operating systems, or application updates.

Key hosting characteristics include:

• Secure, cloud-hosted deployment within AWS infrastructure

• Logical separation of customer data to prevent unauthorized cross-access

• Scalable architecture supporting programs of varying size and complexity

• Continuous monitoring of system health and availability

All system access is provided through standard web browsers using encrypted connections.

5.2 Data Security and Encryption

AB Manager employs encryption and access controls to protect data confidentiality and integrity.

Security practices include:

• Encrypted data transmission using HTTPS with SSL/TLS

• Encryption of data at rest using AWS-managed encryption services

• Secure key management handled within the AWS security framework

Passwords are never stored in plain text. User credentials are protected using industry-standard hashing algorithms, and session management controls are used to reduce credential exposure.

5.3 Authentication and Access Control

AB Manager uses a role-based access control (RBAC) model to ensure that users can access only the functions and records necessary for their assigned responsibilities.

Access controls include:

• Unique user accounts for all users

• Configurable user roles and permissions defined by agency administrators

• Administrative access restricted to authorized AQS personnel under controlled conditions

• Logging of key administrative and user actions to support accountability and troubleshooting

This approach supports internal controls and consistent application of accreditation policies.

5.4 Data Backup, Resilience, and Recovery

AB Manager is designed to maintain data integrity and system availability in the event of hardware failures, service interruptions, or other unexpected events.

Resilience measures include:

• Daily automated backups

• Redundant storage across multiple AWS data centers

• Periodic testing of restore procedures

• Active monitoring of backup and recovery processes

These controls ensure continuity of service while minimizing the impact of outages on accreditation operations.

5.5 Data Privacy and Ownership

AB Manager is intentionally designed to limit the collection and storage of sensitive information. The system manages administrative accreditation records rather than regulated or high-risk data.

The system does not collect or store:

• Protected Health Information (PHI)

• Criminal Justice Information (CJI)

• Social Security numbers

• Financial account or payment card information

• Raw laboratory analytical data or test results

User accounts are limited to professional contact information, such as name, work email address, and organizational affiliation.

All data entered into AB Manager remains the property of the customer organization. AQS does not sell, rent, or share user data with third-party marketing or advertising entities. Data is used solely to support accreditation management functions in accordance with applicable state and agency privacy requirements.

5.6 Risk Classification

Based on the nature of the information managed and the intended use of the system, AB Manager is classified as a low-risk administrative application. The platform supports scheduling, workflow tracking, documentation, and reporting related to accreditation activities. Any loss of confidentiality, integrity, or availability would be expected to result in temporary administrative inconvenience rather than regulatory, financial, or public harm.

6 Implementation and Data Migration

AQS provides structured implementation and data migration support to ensure a smooth transition to

AB Manager with minimal disruption to ongoing accreditation activities. The implementation approach is designed to preserve existing workflows, maintain data continuity, and allow Illinois EPA to adopt the system at a manageable pace.

6.1 Implementation Approach

Following contract execution, AQS will work with designated Illinois EPA staff to configure AB Manager for program-specific requirements. This includes setting up accreditation programs, user roles, workflows, milestones, fee structures, and report formats consistent with Illinois EPA policies and procedures.

Implementation is collaborative and iterative, allowing key users to review configurations, validate data, and provide feedback prior to full production use.

6.2 Data Migration Support

AQS will assist Illinois EPA with migrating key data from existing systems and files into AB Manager.

Typical migration activities include:

• Laboratory demographics and contact information

• Approved and requested fields of accreditation

• Personnel and assessor information

• Historical accreditation dates and status records

• Certificates and supporting documentation, where applicable

Data migration is performed using standardized import tools and templates to ensure accuracy and consistency. Migration activities may be staged to allow verification and validation by Illinois EPA staff before data is finalized.

6.3 Timeline and Readiness

With timely participation from key Illinois EPA users, AB Manager is typically ready for training and testing within approximately two to four months following contract initiation. The timeline may vary depending on data availability, configuration complexity, and scheduling considerations.

During implementation, Illinois EPA may continue to operate existing systems in parallel as needed to ensure continuity of accreditation operations.

6.4 Roles and Responsibilities

Successful implementation requires coordination between AQS and Illinois EPA.

AQS Responsibilities:

• Configure the AB Manager system according to agreed program requirements

• Provide data import tools and migration support

• Conduct initial system setup and validation assistance

• Deliver training and documentation

Illinois EPA Responsibilities:

• Provide source data and supporting documentation for migration

• Designate subject matter experts for configuration review and validation

• Participate in training and acceptance testing

6.5 Transition to Ongoing Operations

Upon completion of implementation and acceptance, AB Manager transitions into full operational use.

Ongoing system maintenance, support, and updates are provided as part of the annual maintenance and support model described later in this proposal.

7 Training and Support

AQS provides comprehensive training and ongoing support to ensure Illinois EPA staff can effectively use

AB Manager and maintain confidence in day-to-day operations. Training and support services are designed to accommodate varying user roles, experience levels, and scheduling needs.

7.1 Initial Training

Initial training is provided as part of system implementation and is delivered remotely using standard collaboration tools such as Microsoft Teams or Zoom. Training sessions are tailored to user roles and responsibilities and may include separate sessions for administrators, assessors, and program staff.

Initial training typically includes:

• System navigation and core workflows

• Program configuration and parameter management

• Application processing and review

• Proficiency testing evaluation

• Assessment and audit management

• Certificate generation and invoicing

• Reporting and data export functions

Training sessions are interactive and supported by real program data whenever possible to reinforce practical understanding.

7.2 Ongoing User Support

Ongoing technical support is included as part of the annual maintenance and support model. Illinois EPA users may contact AQS for assistance with system use, troubleshooting, configuration questions, or workflow guidance.

Support services include:

• User assistance via email and scheduled remote sessions

• Troubleshooting and issue resolution

• Guidance on configuration changes and best practices

• Assistance with new features and enhancements

AQS support staff are knowledgeable in accreditation workflows and regulatory requirements, allowing support interactions to focus on practical program needs rather than generic software issues.

7.3 System Updates and Enhancements

AB Manager is continuously maintained and enhanced as part of the SaaS delivery model. Updates are deployed centrally by AQS and made available to users without local software installation or system downtime.

Ongoing maintenance includes:

• Software updates and feature enhancements

• Security updates and patching

• Performance monitoring and optimization

• Compatibility updates for supported browsers and devices

There are no additional licensing or upgrade fees for standard system enhancements. Accrediting bodies receive ongoing access to the current version of AB Manager throughout the term of their agreement.

7.4 Customer Collaboration and Continuous Improvement

AQS actively collaborates with accrediting body users to identify opportunities for system improvement and enhancement. User feedback is incorporated into the product development roadmap where appropriate, helping ensure that AB Manager continues to evolve in alignment with real-world accreditation needs.

This collaborative approach supports long-term system relevance and sustainability while preserving stability for existing users.

8 Pricing and Licensing

AB Manager is offered as a fully managed, cloud-based Software-as-a-Service (SaaS) solution. Pricing is structured to be predictable, scalable, and proportional to the size and complexity of the accreditation program, while minimizing total cost of ownership for Illinois EPA.

The pricing model includes an initial cost for system configuration and deployment, followed by an annual maintenance and support fee for continued use of the platform.

Note: This proposal is valid for 90 days from the date of submission.

8.1 Initial Cost (Year 1)

The initial cost includes the following:

• Fully functional AB Manager web-based accreditation management system

• System configuration tailored to Illinois EPA accreditation program requirements

• Support for up to 100 active laboratories

• Secure access for unlimited administrative and program users

• Cloud storage for system-generated files, including certificates, assessment reports, applications, and invoices

• Core modules, including:

• Program and parameter management

• Laboratory management

• Application processing

• Proficiency testing evaluation

• Assessments and audits

• Certificate generation and public reporting

• Invoicing and financial tracking

• Initial data migration support

• Initial user training

Initial Cost (Year 1):

$48,500

8.2 Annual Maintenance and Support (Subsequent Years)

Annual maintenance and support is required for continued use of the AB Manager platform. The annual fee includes:

• Secure hosting in AQS’s managed cloud environment

• Routine system backups and availability monitoring

• Security updates and patching

• All standard software updates and feature enhancements

• Ongoing technical support and user assistance

• Continued access to the current version of AB Manager

There are no additional licensing fees for upgrades or standard feature releases.

Annual Maintenance and Support:

$15,900 per year*

* Subject to an annual escalation of up to 5%.

8.3 Optional Custom Programming and Support

AB Manager is fully functional without custom programming or additional services. However, optional services may be requested by Illinois EPA on an as-needed basis. Examples include:

• Development of agency-specific reports or features

• Specialized data migration or data cleanup assistance

• Clerical or administrative support services, such as parameter table updates or proficiency data entry

Optional services are not included in the standard pricing and will be scoped and priced separately only upon request and mutual agreement.

8.4 Licensing Model and Total Cost of Ownership

AB Manager is licensed as a hosted SaaS solution. Illinois EPA is not required to purchase or maintain servers, databases, operating systems, or desktop software. All hosting, maintenance, and system updates are managed by AQS.

This model significantly reduces total cost of ownership when compared to custom-developed systems or self-hosted applications, while providing ongoing access to system improvements and support.