PUR 27-007 PURCHASE OF LABORATORY INFORMATION MANAGEMENT SYSTEM (LIMS) SOFTWARE

REQUEST FOR PROPOSALS (RFP)
PUR 27-007
PURCHASE OF LABORATORY INFORMATION
MANAGEMENT SYSTEM (LIMS) SOFTWARE
PROPOSALS WILL BE RECEIVED UNTIL THE HOUR OF 2:00 PM,
THURSDAY, OCTOBER 8, 2026; ELECTRONICALLY AT
CITY.CLERK@STOCKTONCA.GOV OR
IN THE OFFICE OF THE CITY CLERK, CITY HALL
501 W WEBER AVE, BUILDING 1, FLOOR 1,
STOCKTON, CALIFORNIA 95203

PUR 27-007
Purchase of Laboratory Information Management System (LIMS) Software
Proposal Opening October 8, 2026
RFP INFORMATION
Contact Timothy Caluya
Email Address stocktonbids@stocktonca.gov
Due Date for Questions and September 24, 2026;
Clarifications 2:00 PM PST
Due Date for Response to October 1, 2026;
Questions/Clarifications 5:00 PM PST
RFP Submittal city.clerk@stocktonca.gov or
Electronic Mail or on a USB Office of the City Clerk, City Hall
Flash drive 501 W Weber Ave, Building 1, Floor 1,
Stockton, California 95203
RFP Submittal Due Date & October 8, 2026;
Time 2:00 PM PST
Short-List Interviews Week of 10/26/2026 (tentative)
Notification of Intent to Award November 9, 20226 (tentative)
Anticipated Date for Council TBD
Approval
* Dates and times may be modified as deemed necessary by the City. Any schedule changes
will be communicated through the City's Bid Flash Platform. Respondents are responsible for
regularly monitoring Bid Flash for any adjustments and updates.
IMPORTANT!!!
The City is not responsible for misdelivered proposals, and the proposer is strictly liable
for its chosen method of delivery. It is the proposer's sole responsibility to make sure
that proposals arrive at the proper location. Any proposal that does not actually arrive in
the City Clerk's Office or email by the RFP due date and time will be rejected as non-
responsive, even if properly addressed or delivered to another City Department.

PUR 27-007
Purchase of Laboratory Information Management System (LIMS) Software
Proposal Opening October 8, 2026
NOTICE INVITING PROPOSALS
NOTICE IS HEREBY GIVEN that sealed proposals are invited by the City of Stockton,
California, for PUR 27-007 PURCHASE OF LABORATORY INFORMATION
MANAGEMENT SYSTEM (LIMS) SOFTWARE in strict accordance with the
specifications.
The City of Stockton, herein after referred to as the "City", is requesting proposals from
businesses, herein after referred to as "Proponent", to provide Laboratory Information
Management System (LIMS) Software to the City. The City's Municipal Utilities
Department (MUD) Laboratory is seeking proposals for laboratory software services to
support the Municipal Utilities Department's wastewater operations.
Proposal specifications and forms can be obtained from the City of Stockton's website at:
www.stocktonca.gov/mudbid. Proposals must be marked "PUR 27-007 OCTOBER 8,
2026" and emailed to city.clerk@stocktonca.gov or delivered (mail or in person) on a USB
flash drive to the Office of the City Clerk, City Hall, 501 W Weber Ave, Building 1, Floor
1, Stockton, CA 95203, up to but not later than 2:00 pm (PST) on Thursday, October 8,
2026. Proponents will only be identified as responding to the RFP; no proposals will be
opened or read aloud. Each Proponent must be licensed in accordance with applicable
California State Law.
MODIFICATION AND WITHDRAWAL OF PROPOSALS
A Proposer may modify or withdraw its Proposal by written notice received by the City
prior to the Proposal submission deadline. After the Proposal submission deadline, a
Proposal may not be modified except as permitted by the City pursuant to the solicitation;
however, a Proposer may withdraw its Proposal by written notice at any time prior to
award. Withdrawal is effective upon receipt of written notice by the City's designated
Procurement representative.
The City reserves the right to reject any/or all proposals received and re-advertise.
Information on Proposal Process/Clarification/Technical Data
Timothy Caluya, Procurement Division
(209) 937-8357
e-mail: stocktonbids@stocktonca.gov
DISCLAIMER: The City does not assume any liability or responsibility for errors/omissions
in any document transmitted electronically.
Dated: September 10, 2026
KATHERINE ROLAND, CMC, CPMC, CITY CLERK
CITY OF STOCKTON

PUR 27-007
Purchase of Laboratory Information Management System (LIMS) Software
Proposal Opening October 8, 2026
Table of Contents
1.0 ISSUING BODY .......................................................................................................... 1
2.0 BACKGROUND/SUMMARY ....................................................................................... 1
3.0 SCOPE OF SERVICES ............................................................................................... 1
4.0 PROJECT SCHEDULE OF EVENTS ......................................................................... 4
5.0 SUBMITTAL REQUIREMENTS .................................................................................. 4
5.1 PROPOSAL GUIDELINES, CONTENT, AND FORMAT ............................................. 4
6.0 SELECTION CRITERIA & EVALUATION ................................................................... 5
7.0 CITY REQUIREMENTS ............................................................................................... 8
7.1 CITY RESPONSIBILITIES ........................................................................................... 8
7.2 LOCAL BUSINESS PREFERENCE ............................................................................ 8
7.3 MANDATORY/OPTIONAL PRE-SUBMITTAL MEETING ........................................... 8
7.4 TERM .......................................................................................................................... 8
7.5 COOPERATIVE PURCHASING (OPTIONAL USE BY OTHER PUBLIC AGENCIES) 8
7.6 INSURANCE REQUIREMENTS .................................................................................. 9
7.7 APPLICABLE LAW ..................................................................................................... 9
7.8 METHOD OF PAYMENT ............................................................................................10
7.9 NOTICE TO OUT OF STATE BUSINESS ..................................................................10
7.10 CONFIDENTIALITY ....................................................................................................10
7.11 PROTEST POLICY .....................................................................................................11
8.0 GENERAL REQUIREMENTS, TERMS & CONDITIONS ...........................................12
8.1 CONSEQUENCE OF PROPOSAL SUBMISSION ......................................................12
8.2 ACCEPTANCE OR REJECTION OF PROPOSAL .....................................................12
8.3 RIGHT TO CHANGE OR AMEND REQUEST ............................................................13
8.4 CANCELLATION........................................................................................................13
8.5 EXAMINATION OF PROPOSAL MATERIALS ..........................................................13
8.6 ADDENDA AND INTERPRETATION .........................................................................14
8.7 DISQUALIFICATION ..................................................................................................14
8.8 CONDITIONS IF WORK IS SUBCONTRACTED........................................................15
8.9 LICENSING REQUIREMENTS ...................................................................................15
8.10 INDEMNITY AND HOLD HARMLESS ........................................................................15
8.11 COMPETITIVE PRICING ............................................................................................15
8.12 AVAILABLE FUNDING ..............................................................................................16

PUR 27-007
Purchase of Laboratory Information Management System (LIMS) Software
Proposal Opening October 8, 2026
8.13 TERMINATION FOR CONVENIENCE ........................................................................16
8.14 AUDITING CHARGES AND SERVICES ....................................................................16
8.15 CHANGES ..................................................................................................................16
8.16 AWARD ......................................................................................................................16
9.0 PROJECT SUBMITTAL CHECKLIST ................................................................................18
10.0 REQUIRED PROPOSAL DOCUMENTS...........................................................................19
ATTACHMENT A - PROPONENT CONTACT INFORMATION ............................................19
ATTACHMENT B- PROPONENT'S COVENANT .................................................................20
ATTACHMENT C - NON-COLLUSION AFFIDAVIT ..............................................................21
ATTACHMENT D - AGENCY REFERENCE FORM .............................................................23
ATTACHMENT E - CERTIFICATION OF FINANCIAL CONDITION ....................................24
ATTACHMENT F - PRICE PROPOSAL ...............................................................................25
ATTACHMENT G - EXCEPTIONS .......................................................................................26
ATTACHMENT H - CERTIFICATE OF NONDISCRIMINATION ...........................................27
ATTACHMENT I - CONFLICT OF INTEREST DISCLOSURE - AB334 ................................28
11.0 PROPOSAL EXHIBITS ..............................................................................................29
11.1 EXHIBIT 1 - INSURANCE REQUIREMENTS ............................................................29
11.2 EXHIBIT 2 -SAMPLE CONTRACT ............................................................................33
11.3 EXHIBIT 3 - LIMS BUSINESS REQUIREMENTS ......................................................36

PUR 27-007
Purchase of Laboratory Information Management System (LIMS) Software
Proposal Opening October 8, 2026
1.0 ISSUING BODY
This Request for Proposal ("RFP") is being issued by the City of Stockton, Municipal
Utilities Department (MUD) for the Purchase of Laboratory Information Management
System (LIMS) Software.
2.0 BACKGROUND/SUMMARY
The City of Stockton is a Charter City incorporated in 1850. The City is the county seat of
San Joaquin County and is located in California's San Joaquin Valley, 78 miles east of
the San Francisco Bay Area, 337 miles north of Los Angeles and 40 miles south of
Sacramento. The County is bound by Sacramento County to the north and Stanislaus
County to the south. Approximately 325,000 residents live in Stockton.
The Stockton Municipal Utilities Department (MUD) manages, operates and maintains
three utility enterprises; Water, Wastewater and Stormwater. The Laboratory, which
services the three enterprises, is the subject of this Request for Proposal. The Laboratory
supports the Wastewater Recovery Center (WRC), which treats an average of 28 million
gallons per day (mgd). MUD regularly tests its wastewater discharge for constituents as
required by State and Federal Regulations to ensure that the effluent discharged to the
San Joaquin River consistently meets water quality standards required in our National
Pollutant Discharge Elimination System (NPDES) permit.
3.0 SCOPE OF SERVICES
Objectives
The objective of the LIMS is to provide a centralized platform to organize laboratory
operations. This includes document management, inventory management for both
chemicals and samples, data organization and report generation, including the following:
a) Establish sampling schedules, reoccurring sampling should be able to populate a
list of required tests on a given day. The schedule should be easily amendable to
add or reschedule sampling events, and corresponding analyses.
b) Batch available samples into bench sheets for sample analysis.
c) Data not meeting quality assurance requirements should be flagged as out of
range.
d) Data from other sources also needs to be integrated into the LIMS system
including continual pH, Flow and Temperature data from SCADA, and reports from
contract laboratories.
e) After analysis, data should be able to be entered into the LIMS which will perform
quality assurance calculations, including control charting.
f) Generate reports from data within LIMS, the reports should be amendable to
accommodate differing timeframes and included constituents. Reports need to be
in an electronic data format acceptable to upload to CIWQS database. Staff should
also be able to query data within the LIMS to illustrate plant performance and
process control.
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PUR 27-007
Purchase of Laboratory Information Management System (LIMS) Software
Proposal Opening October 8, 2026
g) The system should also be able to organize quality assurance certificates for
standards, chemicals and reagents used to perform analyses and be able to
connect these documents to the analyses performed using specific components.
h) Run 24/7 and be accessible to authorized users at all times.
i) Securely store data and allow easy retrieval. Typical data repositories should be
capable to house 10 years' worth of data.
The vendor shall provide necessary training to MUD staff for features necessary to utilize
system administrative tools, create sampling events, enter data, query data, build
necessary reports, etc.
Functional Requirements
The essential function of the LIMS is for the active and ongoing assessment of water
quality and the use of a data management system both as a discharge reporting and
process management tool. The functional requirements listed below focus on the data
management, analysis, and reporting capabilities of LIMS:
a) Data Repository / Storage - Capable of storing multi-parameter data for a certain
period of time and at pre-determined intervals and managing water quality control
limits.
b) Data Processing and Calculations - Able to compare measurements with control
values to determine whether the values are within range. It should also perform
parameter thresholding and alert users of values outside limitations.
c) Data Quality Control - Capable of assigning and storing data flags such as valid,
invalid data and quality assurance values outside of specified range. Should be
capable of tracking all changes made to data and settings.
d) Alarming / Alerting / Notifications - Capable of programmed response to water
quality parameters out of range with the generation of automatic notifications that
are sent to appropriate personnel or groups. Notifications can be customized to
contain summary information and links to allow the end recipient to view all
relevant data for allowing assessment and decision-making.
e) System Reporting - Capable of reporting functions (scheduled and ad-hoc) such
as trend charts, data exports, summary reports, and regulatory compliance reports.
Demonstration of a report in a .pdf and an electronic deliverable for upload to
CIWQS database, shall be included in the proposal.
f) System Integration - Have an Application Programming Interface (API) to allow for
the import of data, generation of reports and charts, and the creation of event
notifications. The system must operate in a distributed computing environment
including multiple servers, multiple software systems, and multiple users. It must
be able to access data generated and managed in other software systems (e.g.,
Supervisory Control and Data Acquisition [SCADA]). It must have the flexibility to
accommodate other software upgrades (operating systems, Web browser, and
network setup).
g) System Administration - Provide configuration forms for user administration;
access control; modification of control parameters, groups, and reports; and
generating new reports.
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PUR 27-007
Purchase of Laboratory Information Management System (LIMS) Software
Proposal Opening October 8, 2026
h) Data Accessibility - Allow access to the water quality data, analysis capabilities,
and administration by appropriate users 24 hours a day, 7 days a week. The
information systems and tools must be available at multiple locations. Change of
control parameters cannot require an application reload or restart, or a system
reboot to take effect.
i) Disaster Recovery - Include a comprehensive backup and the ability to resume
operations through the implementation of data retrieval from storage.
Technical Specifications
The following information must be included in the proposal to determine the software
compatibility with the City's existing systems:
a) Product Information - The name of the product, current version and a short
description of the product; as well as technical support packages available for the
product.
b) Technical Information:
1. Service Account requirements:
* Please specify hardware/software resource requirements for each
server involved in doing an on-premises install.
* Will servers be VMware and data collectors be hardware?
* What is the hardware/software requirements for the data collectors?
* Does the system integrate with Azure AD for authentication
* How is PII (personally identifiable information) stored?
2. System Architecture including server architecture (client-server, n-tier web
based architecture, etc.), supported programming languages and versions
for customization, back-end database engine and version.
3. Cloud Based Solutions:
* Will the data be encrypted in transit?
* Will data backups be encrypted?
* Where is the system hosted?
* How is the hosted site secured?
* What is the SLA when the system is down?
* What are notification procedures and responsibilities in the event of a
data breach?
5. Product licensing and support, type of licensing structure offered, and
associated costs (e.g., individual, server, number of simultaneous users,
site, development, etc.).
* Description of support services. (e.g., toll-free numbers, dial-in
diagnostics,
* Internet support, hours of support, and location of support office),
* Maintenance programs and fees, and
* Availability of software documentation.
* In the event of a change in software platforms, how do we receive data
collected from implementation?
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PUR 27-007
Purchase of Laboratory Information Management System (LIMS) Software
Proposal Opening October 8, 2026
6. Product roadmap -
* A description of how often the product is updated and how updates are
distributed to clients.
* A list of expected features in upcoming releases.
7. Identify all software modules and options that are available and not part of
the basic product.
c) Functional Information -
1. Does the current off-the-shelf system meet each general requirement?
2. Can the system be modified to meet the requirements? If so, provide an
explanation of how the system would be modified and an estimate of the
attendant cost.
3. Service Level Agreements (SLA)
* Describe supported SLA options (e.g., reliability, availability,
performance, issues, requests, system response time, etc.).
4. Transition
* Describe the roles and responsibilities of the City and the vendor in the
event of contract termination.
* Describe how the vendor will provide the City's data
4.0 PROJECT SCHEDULE OF EVENTS
The dates indicated within this RFP are the anticipated milestones for this project. All
dates are subject to change at the City's discretion. All changes to this schedule will be
posted on the City's Bid Flash platform.
5.0 SUBMITTAL REQUIREMENTS
5.1 PROPOSAL GUIDELINES, CONTENT, AND FORMAT
The City of Stockton uses a qualifications-based selection process in obtaining these
services. In order for the City to properly evaluate the Proponents' qualifications to
perform this work, the proposals shall include, as a minimum, the following information:
A. Evidence of the Proponent's ability to be responsive to this project in regard to
timeliness and expertise, including the availability of staff proposed to be assigned.
B. The Proponents are encouraged to expand on the Scope of Work to demonstrate
their expertise. Evaluation of the proposals will be based on qualifications, the
experience of staff proposed to be assigned to the project, references, and the
thoroughness of the Proponent's response to the Scope of Services.
C. Such additional information that the Proponent may feel would be pertinent to
assist the City of Stockton in making its final decision.
D. Please submit an electronic version of the proposal and cost proposal to
city.clerk@stocktonca.gov, or it can be hand-delivered or mailed (USB flash drive
required) to the City Clerk's Office, 501 W Weber Ave, Building 1, Floor 1,
Stockton, CA 95203.
1. The required proposal documents are to be submitted:
i. Cover Letter and Executive Summary
ii. Full response to the Scope of Services as defined in this solicitation
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PUR 27-007
Purchase of Laboratory Information Management System (LIMS) Software
Proposal Opening October 8, 2026
iii. Attachment A - Proponent Contact Information
iv. Attachment B - Proponent Covenant
v. Attachment C - Non-Collusion Affidavit (Notary is required)
vi. Attachment D - Agency Reference List
vii. Attachment E - Certification of Financial Condition
viii. Attachment G - Exception Form
ix. Attachment H - Nondiscrimination Form
x. Attachment I - Conflict of Interest Disclosure - AB334 Form
xi. All Addenda's signed by vendor (if applicable)
2. The required cost proposal documents are to be submitted:
i. Cover Letter
ii. Attachment F - Price Proposal
E. Material and data not specifically requested for consideration, but which the
Proponent wishes to submit, must not appear with the Proposal but may appear
only in an "Additional Data" section. This specifically refers to the following types
of data: Generalized narrative of supplementary information and Supplementary
graphic material.
F. All proposals must be signed with the full name of the Proponent, if an individual;
by an authorized general partner, if a partnership; or by an authorized officer, if a
corporation.
G. When proposals are signed by an agent other than an officer of a corporation or a
member of a general partnership, the power of attorney authorizing the signature
must be submitted with the proposal.
H. The original proposal shall be signed. Modification to a proposal after the
proposal submittal deadline will not be accepted by the City.
6.0 SELECTION CRITERIA & EVALUATION
The City is interested in selecting a qualified proposer capable of providing the scope of
work described in this solicitation and the resulting awarded contract. A key component
of a successful proponent will be the ability to meet the City's performance goals while
minimizing costs.
The Evaluation Panel will consist of City of Stockton staff. Following review of the
proposals, the Panel may invite one or more Proponents to make an oral presentation.
During these presentations, the Proponent will be allowed to present such information as
may be appropriate, so that the Panel can effectively and objectively analyze all materials
and documentation submitted as part of the proposals.
Each proponent must be represented by an individual who will serve as the prime contact
to the City and to any other individuals the firm may select. The highest-rated proposal(s)
will then be further reviewed through financial analysis and reference checks.
Proposals shall be evaluated according to demonstrated understanding of required tasks,
technical approach to specified operations, qualifications of staff, the company's
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