Request For Proposal 2025-002 for LIMSR solution

The State of California Department of Cannabis Control (DCC), through the California Department of Technology (CDT) Office of Statewide Technology Procurement (OSTP), is seeking a cloud-based Software as a Service (SaaS) solution and implementation services to replace its legacy Laboratory Information Management System (LIMSR) under RFP 2025-002. The procurement encompasses a comprehensive laboratory management platform to support the Cannabis Testing Laboratory Office (CTLO) in executing complete sample lifecycle management, including sample intake and receiving, preparation, analysis, data review, reporting, and sample disposal. The system must support multiple analytical test methods (cannabinoid analysis, moisture content, psilocybin detection, microbial impurities, heavy metals, pesticides, residual solvents, mycotoxins, and terpenoids) using advanced laboratory equipment such as HPLC, LC-MS, GC-MS, and qPCR, along with inventory management for samples, reagents, and consumables, equipment preventive maintenance scheduling, proficiency testing tracking, quality control and statistical reporting, and integration with external systems including METRC and seed-to-sale tracking platforms. The cost workbook specifies a two-year base contract with optional three-year maintenance and operations extensions, structured around five major implementation deliverables: Kickoff & Project Initiation (5%), Business Analysis & Discovery (10%), Technical Design Documentation & Build (30%), Training & Testing (35%), and Maintenance and Operations with System Implementation & Acceptance (20%), with mandatory SaaS licensing for 20 users in Years 1 and 2 and optional tiered growth provisions supporting up to 25 additional users. The functional and non-functional requirements workbook establishes 110 total requirements (74 Mandatory Scored, 28 Mandatory, and 8 Desirable Scored/Desirable), covering login and access management, sample receiving and analysis, reporting, regulatory compliance with ISO 17025, CLIA, CAP, and FDA standards, cloud-based SaaS deployment, HTTPS/TLS 1.2 encryption, role-based access control, electronic signatures, and real-time sample tracking with chain-of-custody documentation. Bidders must hold OSTP-approved eVAQ certification and complete the electronic vendor application through the eVAQ portal at https://cadtprod.service-now.com/vendor. The procurement timeline includes questions due by February 10, 2026, final proposals due March 11, 2026, demonstrations for the top three qualified bidders scheduled for April 13-24, 2026, anticipated contract award notification on July 2, 2026, and contract start date of July 3, 2026. Cost evaluation represents 40% of the total evaluation score (2,100 of 5,200 maximum points), with the remaining 60% allocated to administrative compliance, vendor qualifications, solution requirements, key staff qualifications, and system demonstrations.

The procurement includes optional socioeconomic preferences for Small Businesses (5% preference up to 130 points) and Disabled Veteran Business Enterprise (DVBE) incentive benefits, as well as Target Area Contract Preference Act (TACPA) considerations. No incumbent vendor information or current system specifications have been identified in the available documentation. The DCC currently operates a legacy laboratory management system originally designed for blood testing by another state agency, which requires replacement to better serve cannabis product testing requirements. The total contract value does not exceed $760,000.00 across all components, including base contract costs, unanticipated tasks funds capped at 10% of the base contract, optional software and maintenance, and additional maintenance and operations costs. All proposed costs must be all-inclusive, encompassing design, development, implementation, training, ongoing support, maintenance, and annual subscription costs. The State reserves the right to request Best and Final Offers (BAFO) and to modify or cancel the procurement at its discretion, with vendor questions directed to enea.antonicelli@state.ca.gov for eVAQ portal technical support, guaranteed response time of 48 hours.