Vendor Questions & Answers 12_3_2024 - B-38919 LIMS RFP .docx
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- Attached to
- Laboratory Information Management System RFP
- Solicitation number
- 24-448DOIT-APP44-B-38919
- Issued by
- St. Clair County, Illinois
About this file
This document is a Questions & Answers addendum for the Laboratory Information Management System (LIMS) RFP (BidBuy #24-448DOIT-APP44-B-38919) issued by the Illinois Department of Innovation and Technology. The bid opening date has been extended to December 20, 2024, at 2:00 p.m. The project seeks to replace the current STARLIMS and paper systems with a modernized comprehensive solution, with a preferred implementation timeline of 12 months. The system will serve approximately 150 active internal users and 3,565 external portal users, requiring concurrent access capabilities.
The current LIMS database size is 376 GB, and the new system must integrate with approximately 20 external systems through various file formats including XML, CSV, XLS, TXT, and HL7. The project includes a 10% Business Enterprise Program (BEP) participation goal based on total contract value. The evaluation criteria consists of 1,350 points for technical aspects, 270 points for commitment to diversity, and 324 points for pricing. References are limited to state, local government, and private entity projects, specifically including hospital LIMS implementations. Progress payments can be negotiated based on milestone delivery.
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JB PRITZKER
Governor
SANJAY GUPTA
Acting Secretary
STATE OF ILLINOIS
Department of innovation and technology
DoIT.illinois.gov
Vendor Question & Answers Laboratory Information Management System RFP BidBuy # 24-448DOIT-APP44-B-38919
DoIT is publishing an addendum to BidBuy 24-448DOIT-APP44-B-38919 entitled “Vendor Questions & Answers 12/3/2024” based on questions received from potential offerors and answers provided by the agency.
The Bid Opening Date for this solicitation has been extended to December 20, 2024 at 2:00 p.m.
| Q# |
| Vendor Question |
| Agency Response |
| 1 |
| To foster a more inclusive and competitive bidding process, could the reference requirement be broadened to allow for similar work in the broader public sector, including federal clients, rather than limiting it to state and local governments only? This modification would enable vendors with extensive experience in public service or federal projects of comparable size and scope to demonstrate their qualifications, without narrowing the pool of eligible bidders. |
| The laboratory wants to keep references limited to state and local government projects. We are willing to add "private" entity projects as that would include hospital LIMS. We are unaware of similar federal LIMS or Projects that would be similar. |
| 2 |
| Could we receive a response to the question regarding the reference requirement as soon as possible, so that potential vendors can accurately qualify for the opportunity? If this query is addressed during the regular Q&A process, and the reference requirement is broadened to include federal or broader public sector work, would the State consider extending the proposal due date to ensure newly qualified vendors have adequate time to respond appropriately? This would help maintain fairness and allow sufficient preparation time. |
| The laboratory wants to keep references limited to state and local government projects. We are willing to add "private" entity projects as that would include hospital LIMS. We are unaware of similar federal LIMS or Projects that would be similar. |
| 3 |
| We respectfully request consideration and clarification for the Business Enterprise Program (BEP) participation goal and requirements. |
A.Will the State be amenable to addressing the 10% BEP goal to the implementation phase of the project?
B.Is there a minimum percentage of work that must be subcontracted within each NIGP code?
C.If we need to substitute a BEP-certified vendor, what is the timeline for obtaining approval, and what, if any, specific documentation is required to justify a substitution?
The BEP goal is a percent of total contract value. It can be attained at any step of the process that is in scope of the States needs and is a commercially useful function. A BEP subcontractor must be registered in one of the NIGP codes in the solicitation. To substitute or add BEP subcontractors once a contract is in place will require a change order and a new BEP Utilization Plan. The process does not a finite timeline. Additional information on BEP compliance can be found at https://cei.illinois.gov/purchasing-entity-resources/compliance.html#:~:text=The%20State%20has%20an%20aspirational%20goal%20to%20spend,overall%20availability%20of%20vendors%20within%20certain%20market%20sectors.
| 4 |
| Can vendor supply a State PHL client of similar size/scope that is currently implementing as a reference? - F.2 page 26 (RFP FINAL) |
| All references must meet the requirements list in section of F.3.4 of IDPH Laboratory Information Management System RFP_FINAL~1.docx |
| 5 |
| The solution should allow health care providers to manage newborn screening results) What are the expectations for NBS results management by providers here? We can provide lab order management, update providers on tracking and status, and send results and reports via the Portal. Results, status info, and reports are read-only to the providers via the portal OOTB, but customization would be required to allow portal users to make changes and truly manage results. Does IDPH require these types of changes in the Portal? - App G, tab 4, B153 |
| Offerors should anticipate providing functionality to health care providers identified in the RFP. Please ensure your response covers functionality described in the RFP, Attachment G - Traceability Matrix FINAL 9-4.xlsx and Attachment H - Laboratory Tests Equipment_FINAL.docx |
| 6 |
| Is Attachment K (listed, but not provided) the same as Attachment H? |
| All references to attachment K should be inferred as attachment H. All documents that are needed are located on Bid Buy |
| 7 |
| (The solution should allow for Quality Control to be saved with run information for future troubleshooting or QA improvement) |
What are the expectations for saving Quality Control with run information - we are unsure if it is attaching instrument files, linking QC sample information, something else. Please provide a use case for this requirement. -App G, tab 4, B136 There must be a way to tie daily QC results to patient runs. i.e. positive/negative controls, internal extractions controls, internal standards for chemistry. Linking QC sample information to patient result/run information is acceptable.
| 8 |
| (The solution should perform test planning) Does this refer to automatically creating and queuing analyses based on incoming samples or more robust scheduling involving the correct ordering of different analyses on a single sample (e.g., destructive tests must be performed last) or aligning instrument and technician availability to get the highest priority samples out first? App G, tab 4, B018 |
| Test planning should be interpreted as both the ability to automatically create batches based on incoming samples and the tests requests, as well as the ability to order different analyses based on test results in a given algorithm. i.e. a positive analysis would reflex to what test? The system should do this automatically. |
| 9 |
| The solution should be able to display both raw data and interpretations of sample results) Please provide more detail with respect to "interpretations"? App G, tab 4, B037 |
| Raw data collected at any point should be retrievable and viewable. |
| 10 |
| Does "standard measurements" here mean "imperial units" (e.g., inches, ounces)? B104 |
| Yes, that is correct. |
| 11 |
| For B111, please provide a use case. |
| Uses an import of IL Zip Codes as a reference table to identify the appropriate city of patient and the appropriate health department where results are to be returned. This would occur during demographic entry of a test request. An example of such a database is found here for Illinois: https://dph.illinois.gov/about/lhd.html |
| 12 |
| SaaS Solution - Identity and Access Management section: please confirm that this section refers to "back end" access and management and does not refer to identity and access management for the application and its GUI. SaaS Solution - Identity and Access Management section ~T250s |
| All security requirements apply to the entirety of the solution. |
| 13 |
| Please provide more details for the systems listed in T102 through T108. Specifically, please let us know if each system is COTS or "home-grown". If COTS, please provide manufacturer and version. T102 - T108 |
| Systems listed are both COTS and locally developed systems for various departments within the state of Illinois. Proposed solution would need to provide the ability to provide export and import files in several formats including XML, CSV, PDF, HL7, and other File based formats. Solution would also require the ability to interface and provide export with direct database and API extract and import to allow data sharing between systems. |
| 14 |
| The Solution should allow for on-line data entry, by both internal and external users, to facilitate reaccessioning of specimens.) Is there an expectation that the system should also allow for off-line data entry? Please provide additional details and / or a use case with respect to how re-accessioning differs from accessioning. T054 |
| There is no expectation for offline data entry |
| 15 |
| (The Solution should provide field level on-screen edits with limited user override capabilities, aligned with business process.) What kind of "on-screen edits" are expected here? Please provide additional details and / or a use case. T025 |
| The expectation is that users of the system can make reasonable edits to sample information. There must be the ability to put limits on which user can change information. |
| 16 |
| Please provide the additional information for each unique piece of lab equipment: - Attachment H - #1.4 |
Quantity:
Serial or file Integration:
For file integration, provide the file format (xls, txt, XML, ...), and the number of files to be integrated:
Uni or bi-directional:
The solution needs to provide ability for multiple file integration formats and bi-directional and serial interfaces. File Formats include XML, CSV, XLS, and various text-based formats. Solution also requires the ability to have bidirectional serial and ATSM interfaces for instruments with the provided ability.
| 17 |
| The RFP states that there are over 100+ LIMS users. Multiple questions on this: |
a. How many total/names users does that state have? Meaning, individuals who will need access to the LIMS.
b. Of the total LIMS users, what would be the maximum number of concurrent users logged into the LIMS at peak times? Attachment H -Tests-Equipment The current LIMS has 150 active users. All users with active logins should be able to access the LIMS concurrently.
| 18 |
| How many (estimate is fine) external/portal users does the state anticipate? i.e. providers, physicians, etc. Attachment G - B101 |
| The state currently has 3565 number of external users of our lab web portal. |
| 19 |
| What is the database size of the current LIMS? LIMS RFP - FINAL - Pricing |
| We are currently using 376 GBs. |
| 20 |
| The RFP mentions approximately 20 external systems that need to be integrated with the LIMS. Can the state provide a list of these systems? LIMS RFP - FINAL – Pricing |
| See Appendix G, Tab 5, T82-T108 |
| 21 |
| Please provide the following information for each Interface that needs development: |
System Interfacing To:
Manufacturer:
Operating System / Database:
Access to DB: Y/N Data Communication: Bi-Directional Communication / Uni-Directional Communication to System/ Uni-Directional Communication from system System API Available: Y/N Output formats of Interface: a) Format to System; b) Format from System; c) List possible output formats from the system being interfaced Data Processing Volume: Description of the number of transactions expected per hour/day/week Polling Interval:
Interface Description:
LIMS RFP - FINAL – Pricing Solution requires the ability to receive and process data files from both COTS and homegrown systems to import data, as well as to provide exports to external systems in flat file formats including XML, CSV, XLS, TXT, and HL7 formats. These imports and exports would be both Uni and Bidirectional depending on the system.
| 22 |
| Does the state anticipate utilizing the LIMS for field sampling? If yes, how many concurrent users would in the field at peak times? LIMS RFP - FINAL – Pricing |
| Yes. The state anticipates the need for field samples. The total number of concurrent users is estimated at 3565 |
| 23 |
| Please provide a list of all HL7 messages (inbound and outbound) that needs to be configured during the project. |
| The lab currently has inbound HL7 messages coming from 30 hospitals for newborn screening. Outbound messages are needed for all testing. |
| 24 |
| Would an 18-month implementation timeline, in lieu of the requested 12 month, preclude a vendor from consideration? |
| IDPH strongly prefers a implementation of 12 months suggesting a shorter or longer proposed timeline would not preclude a vendor from consideration. |
| 25 |
| Desired Business Functionality B12 and B13 in the Attachment G Traceability Matrix make a reference to Attachment F Laboratory Tests and Equipment, but there is no Attachment F. |
| Please refer to Attachment H for B12 and B13. |
| 26 |
| What is your existing LIMS database size? |
| The existing LIMS is currently 378 GB. |
| 27 |
| How many employees are using the LIMS at the same time (concurrent users)? |
| Please see answers to question 17 and 22. |
| 28 |
| Could the State provide guidance on the required format or specific content expectations, if any, for subcontractor proposals (i.e., sections, documentation, or formatting standards)? |
| Content should be provided as part of the Relevant Offeror Experience. When replying ensure there is a clear delineation between the Offeror and Subcontractor experience. Additionally, please review all the RFP package to ensure you provider appropriate subcontractor information as it relates to any VEP, BEP, Small Business requirements of the Bid Submission. |
| 29 |
| Can the State clarify if there is a preferred structure for milestone or deliverable-based invoicing? Are there any mechanisms for progress payments during the term? |
| Progress payments can be negotiated and based on milestone delivery. |
| 30 |
| Per page 17, section D.6 of the State's RFP, The Maximum Available Points are as follows: 1,350 (Technical) + 270 (Commitment to Diversity) + 324 (Price) = 2,160 maximum available points. |
Per page 16, section D.4 of the same document, compliance with the Category 1 BEP goal accounts for 5% of the points allocated to the Commitment to Diversity.
Please therefore confirm that the BEP allocation is 13.5 points (5% of 270 Commitment to Diversity points) of the maximum available points of 2,160.
Commitment to Diversity Scoring Sheet can be found at the following link. Commitment to Diversity Combined Scoring Sheet v24.7: https://cpo-general.illinois.gov/content/dam/soi/en/web/cpo-general/c2d-and-dei-documents/commitment-to-diversity-combined-scoring-form-v.24.7.xlsx
General information about Commitment to Diversity can be found here: https://cpo-general.illinois.gov/commitment-to-diversity.html
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