Report Prepared by: Basant Ghaleb, Laboratory Supervisor
Title
SUBJECT: Approval of First Amendment to the Agreement with Labworks, LLC., in the Additional Amount of $22,000 and the Total not to Exceed the Contracted Amount of $196,200, to Add a Mobile Sample Log-in Module and Additional Training for the Laboratory Information Management System (LIMS) at the Wastewater Treatment Plant (WWTP) Water Quality Control Laboratory
REPORT IN BRIEF
Considers approving a first amendment with Labworks, LLC, for an additional amount of $22,000 to add a mobile sample log-in module and provide additional training hours as part of the software contract for the LIMS program for the WWTP Water Quality Control Laboratory.
RECOMMENDATION
City Council - Adopt a motion:
A. Approving the first amendment to agreement for professional services with Labworks, LLC, for an additional amount not to exceed $22,000 for a mobile sample log-in module and additional training hours; and,
B. Authorizing the City Manager or the Assistant City Manager to execute the necessary documents.
Body
ALTERNATIVES
1. Approve, as recommend by Staff; or,
2. Approve, subject to other than recommended by Staff; or,
3. Deny; or,
4. Refer to Staff for reconsideration of specific items; or,
5. Continue to a future meeting.
AUTHORITY
Merced Municipal Code Title 3 Article III Purchases Over Twenty-Five Thousand Dollars.
CITY COUNCIL PRIORITIES
As provided for in the 2019-20 Adopted Budget.
DISCUSSION
In June 2019, the City Council approved a contract with Labworks, LLC, for the purchase of Laboratory Information Management System (LIMS) software for the Wastewater Treatment Plant (WWTP) Water Quality Control Laboratory. The cost of the software, implementation, and training was $108,400, with an annual hosting, support and maintenance cost of $16,450 per year, beginning with year two, and continuing through year five. The total cost over five years (initial purchasing costs, implementation, training, and annual support services) totaled $174,200.
The WWTP Laboratory had planned to include the field sampling activities as part of the new database; however, Labworks’ application for field sampling activities is designed for the Android system and not for Apple iOS system the City currently utilizes. The cost of the iOS application is $9,000.
The original contract included 13 days of configuration and training. However, the complexity of the LIMS is such that additional hours of training are needed for staff to become proficient in using the data management system. Staff is requesting to add 10 days of training at a cost of $20,000.
The original quote for the development of the iOS field sampling application and the additional training totaled $29,000. However, staff worked with the vendor to reduce this cost by $7,000. This cost savings was realized by omitting two unique instrument interfaces for a savings of $4,000 and opting for two webinar trainings in lieu of two onsite trainings for a savings of $3,000. The total cost of the amendment, with reductions, totals $22,000; increasing the contract from $174,200 to $196,200.
IMPACT ON CITY RESOURCES
There are sufficient funds available in 553-1108-532-17.00 Professional Services account line.
ATTACHMENTS
1. First Amendment to the Professional Services Agreement