Laboratory Information Management System

The vendor is required to provide laboratory information management system (LIMS) suitable for the current workflow processes employed in the forensic genetics deoxyribonucleic acid (DNA) laboratory for the institute for one (1) year beginning on or around October 1, 2025, through September 30, 2026, or until all services are satisfactorily provided and completed.
- LIMS able to manage all aspects of the forensic biology testing process, starting from evidence intake through DNA analysis, report writing, and review and release of report to clientele.
- Key features shall include sample tracking and chain of custody, integration with laboratory instruments and integrated software, adherence to quality control measures, accreditation standards and audits, ability to generate audit trails at all process steps as well as overall laboratory management. 
- Solution shall address the following minimum requirements, but is not limited to the list below:
•    Integration and external system interface: the system shall be able to integrate and interface seamlessly with other LIMS software used by other laboratory sections, specifically justice Trax 3.7 and 3.8, as well as other external software to enable efficient electronic data exchange, preferably utilizing an application programming interface (API) or comparable tool sets.
•    Security: the system shall provide the capability to restrict information access based on user roles and individual user permissions and enable configuration of user roles for various Modules within the system.
•    chain of custody: the system shall chronologically record activities as they occur with person to location capability, ensuring comprehensive documentation of custody, control, transfer, analysis, and disposition of DNA results. 
•    While electronic documentation is required, there shall also be an option for printed records when necessary.
•    Consumable management: users shall be able to monitor and manage all laboratory consumables, including mechanisms to prevent the use of expired items.
•    Standard operating procedure (SOP) management: the system shall facilitate the integration and management of sop documents and procedures.
•    DNA processing troubleshooting: the system shall provide ad-hoc query capabilities, allowing users to search by date range, user actions, lot numbers, consumables used, plates, or instruments.
•    Sample management: the ability to manage individual samples, including reworking, discontinuing, and diluting as needed.
•    Instrument maintenance: the system shall track all maintenance schedules for instruments (daily, weekly, monthly, and annually), provide notifications for required maintenance, and store vendor maintenance records. 
•    Current instrument maintenance is tracked manually through an excel spreadsheet.
•    Inventory management: the system shall manage and track orders, including the placing of orders, inventory levels, order history, and reporting. 
•    The system shall also keep track of consumable quantities, list items in stock, and alert users when items are running low. 
•    The DNA laboratory supplies are the only required inventory items needed under the inventory management. 
•    Storage management: the system shall manage physical storage units with proper configuration along with laboratory items.
•    Reporting: the system shall compile various report types in different formats (pdf, MS excel) and share relevant information with stakeholders. 
•    Reporting types shall include DNA reports, management logistics, quality assurance (QA) and quality control (QC) reports, and maintenance documentation. 
•    Reporting templates shall be able to be designed, edited, and customized with in-house institute support without restriction.
•    QA/QC management: the system shall identify consumables needing QA/QC testing before use and record the processing results. 
•    The system shall also allow for general troubleshooting capabilities at each step.
•    Evidence accessioning and serological testing: the system shall be able to accession an evidence item from parent packaging to sub-packaging to physical evidence item to DNA sample while being able to record necessary details. 
•    The system shall be able to record evidence screening results including consumables used and QC/QA results.
•    Sample setup: the system shall facilitate the accessioning of evidence items, starting from the parent packaging down to sub-packaging, physical evidence items, and finally DNA samples, while ensuring that all relevant details are documented. 
•    It shall also capture evidence screening results, including the consumables used and quality control and quality assurance outcomes. 
•    The accessioning process shall be designed to be user-friendly to minimize errors during accessioning.
•    DNA laboratory processing: the system shall support both manual and automated sample processing across various stages (extraction, quantification, normalization, amplification, and capillary electrophoresis). 
•    The system shall create sample lists that can be imported to laboratory instruments, allow for verification that physical samples match the sample list, and import results generated from laboratory instruments. 
•    Interaction with liquid handling robots and various DNA processing instruments shall be possible. 
•    The system shall accommodate multiple vendor kits and methods throughout the DNA processing workflow.
•    Data analysis: the system shall be capable of importing output files generated by DNA analysis software, display batches ready for analysis, show profiles from previous runs, and allow for batch or individual sample rework or rejection as necessary.
•    DNA interpretation: the system shall enable users to efficiently conduct and document the results of DNA interpretations.
•    Final agency and DNA report: the system shall provide the capability to generate and customize comprehensive final DNA reports that adhere to the federal bureau of investigation (FBI) quality assurance standards. 
•    This report shall summarize all findings and conclusions of serological and DNA testing.
•    Case review: the system shall facilitate straightforward technical reviews of all pertinent information and documents related to a DNA case with secure documentation at each milestone.
•    Adaptability: the system shall be flexible, allowing users to easily modify the DNA process workflow by incorporating new instruments, processing kits, and methods.
•    Grant management: the system shall track consumables and casework funded by grants, ensuring proper management of resources.
•    Laboratory management: the system shall be capable of gathering metrics that help laboratory management assess turnaround times, backlogs, completed samples, cases, and tests performed.
•    Discovery and disclosure: the system shall have the ability to compile all records related to the testing of a case for the purposes of discovery. 
•    These records typically include but are not limited to bench notes, test results, reports, chain of custody, sops, instrument maintenance records, etc.
•    Quality: the system shall provide a reliable audit trail capable of capturing all data changes attributable to specific users and date and time of addition and update.
•    Workflow: the system shall be capable of executing all functions of the DNA processing workflow from evidence management to analysis and shall be able to interface with all instruments and third-party software solutions.

- Contract Period/Term: 1 year
- Pre-Proposal Conference Date: August 18, 2025
- Questions/Inquires Deadline: August 19, 2025