RFP for Professional Project Management Services - Laboratory Information Management System (LIMS) Replacement Project (RFP-25-015)

ORANGE COUNTY WATER DISTRICT
REQUEST FOR PROPOSALS
RFP-25-015
FOR
Professional Project Management Services - Laboratory
Information Management System (LIMS) Replacement Project
ISSUED: Tuesday, July 21, 2026
PROPOSALS DUE:
Thursday, August 20, 2026 at 1:00PM PT

TABLE OF CONTENTS
Section Page
1. INTRODUCTION _____________________________________________________________________ 1
2. SOLICITATION SCHEDULE _________________________________________________________ 1
2.1. PRE-PROPOSAL MEETING _______________________________________________________ 2
2.2. QUESTIONS CONCERNING REQUEST FOR PROPOSALS ________________________ 2
2.3. DEADLINE FOR PROPOSALS ____________________________________________________ 3
2.4. PRE-SUBMITTAL ACTIVITIES _____________________________________________________ 3
3. PROJECT BACKGROUND AND DESCRIPTION ______________________________________ 3
4. SCOPE OF SERVICES _______________________________________________________________ 4
GENERAL INFORMATION ________________________________________________________________ 4
4.1. MINIMUM QUALIFICATIONS ______________________________________________________ 5
5. ELEMENTS OF PROPOSAL _________________________________________________________ 6
5.1 Part 1 - Statement of Qualifications __________________________________________________ 6
5.1.1 Title Page __________________________________________________________________________ 6
5.1.2 Cover letter _________________________________________________________________________ 6
5.1.3 Table of Contents __________________________________________________________________ 7
5.1.4 Experience and record of past performance. _______________________________________ 7
5.1.5 Project Team and Qualifications ____________________________________________________ 7
5.1.6 Project Overview and Approach ____________________________________________________ 8
5.1.7 Additional Services_________________________________________________________________ 9
5.1.8 OCWD Standard Agreement ____________________________________________________ 9
5.1.9 Statement of Insurance Compliance ___________________________________________ 10
5.1.10 Billing _________________________________________________________________________ 10
5.1.11 Conflict of Interest ____________________________________________________________ 10
5.1.12 Equal Employment Opportunity And Affirmative Action Requirements ________ 11
5.2 Part 2 - Price Proposal (Separate Sealed Envelope) ______________________________ 11
6. PROPOSAL SUBMISSION REQUIREMENTS ________________________________________ 12
6.1. Proposal Format _________________________________________________________________ 12
6.2. Proposal Preparation Costs _____________________________________________________ 12
7. SELECTION PROCESS _____________________________________________________________ 12
8. SPECIAL CONDITIONS _____________________________________________________________ 13
8.1. RESERVATIONS _________________________________________________________________ 13
TOC - i

TABLE OF CONTENTS
Section Page
8.2. PUBLIC RECORDS ______________________________________________________________ 13
8.3. RIGHT TO CANCEL ______________________________________________________________ 13
8.4. ADDITIONAL INFORMATION _____________________________________________________ 13
8.5. PUBLIC INFORMATION __________________________________________________________ 13
List of Exhibits:
Exhibit A: Scope of Services
Exhibit B: Evaluation Criteria
Exhibit C: Services Agreement
List of Attachments:
Attachment No.1: RFP Submittal Checklist
TOC - ii

OCWD RFP-25-015 - Professional Project Management Services - Laboratory Information
Management System (LIMS) Replacement Project
The Orange County Water District ("OCWD" or District) is seeking proposals from
qualified and experienced firms to provide independent professional project management
and Owner's Representative services for the implementation of the District's replacement
Laboratory Information Management System (LIMS). The selected consultant will
represent the District's interests throughout the LIMS implementation by providing project
leadership, governance, vendor oversight, risk management, quality assurance,
executive reporting, and implementation support from project initiation through final
project closeout.
OCWD intends to evaluate the proposals received and enter into a Professional Services
Agreement ("Agreement") with the qualified firm. The work is expected to commence
upon Board approval of the Agreement Award. The Agreement will remain in effect for
the duration of the LIMS implementation project, from project initiation through final
project closeout, with an anticipated term of approximately two (2) years. The Agreement
will be monitored closely for acceptable services rendered throughout the Agreement
term. OCWD will have the option to terminate the contract in whole or in part during the
Agreement term, for any reason or no reason, without penalty, upon notice. The proposer
will not be entitled to lost profits or any other compensation not earned prior to the time
of termination.
This Request for Proposal ("RFP") describes the required scope of services, the
information that must be included in the proposal, and the proposal selection process.
Proposers are encouraged to carefully review this RFP in its entirety prior to submitting
their proposals. Failure to submit information in accordance with these requirements and
procedures may be cause for disqualification.
1. INTRODUCTION
The OCWD is an internationally recognized leader in the water industry that was formed
in 1933 by the California State Legislature which entrusted OCWD to guard and protect
the region's groundwater basin and limited water supply. OCWD's mission is to provide
a reliable supply of high-quality water that is sourced in an environmentally responsible
manner to the more than 2.5 million residents and businesses within the 270 square mile
service area of Orange County, California that OCWD serves. OCWD manages three of
Southern California's greatest water supplies, this includes protecting rights to the Santa
Ana River, managing and replenishing the Orange County Groundwater Basin, and
operating and maintaining the Groundwater Replenishment System (GWRS), the world's
largest advanced water purification system for potable water reuse. More information
regarding the OCWD can be found at www.ocwd.com.
2. SOLICITATION SCHEDULE
The solicitation schedule is summarized in the table below. OCWD reserves the right to
modify the schedule below at its discretion. Proper notification changes will be made to
interested proposers.
Orange County Water District
Professional Project Management Services - Laboratory Information Management System (LIMS) Replacement
Project
RFP-25-015
Tuesday, July 21, 2026
Page 1 of 13

OCWD RFP-25-015 - Professional Project Management Services - Laboratory Information
Management System (LIMS) Replacement Project
RFP Issued Tuesday, July 21, 2026
Pre-Proposal Meeting (mandatory) Wednesday, August 5, 2026 at 9:00AM PT
Questions Due Date Tuesday, August 11, 2026 at 12:00PM PT
Proposals Due Thursday, August 20, 2026 at 1:00PM PT
Interviews Week of August 31, 2026
Agreement Award Date: October 2026
2.1. PRE-PROPOSAL MEETING
The mandatory pre-proposal meeting will be held virtually through Microsoft Teams on
Wednesday, August 5, 2026 at 9:00AM PT . Firms interested in submitting proposals
are required to attend the pre-proposal meeting.
Meeting participants will be required to sign in. A copy of the sign-in sheet will be posted
on the OCWD website at, https://www.ocwd.com/working-with-us/rfp-contracts/, after the
pre-proposal meeting. Proposals will not be accepted from firms that do not attend the
mandatory pre-proposal meeting.
To join the meeting please follow the instructions below:
Microsoft Teams meeting
Join: https://teams.microsoft.com/meet/262622061146715?p=KvDHXR4AcRYo9CACbd
Meeting ID: 262 622 061 146 715
Passcode: CR3gs6P9
Dial in by phone
+1 916-535-3094,,734280994# United States, Fair Oaks
Find a local number
Phone conference ID: 734 280 994#
Need help? | System reference
2.2. QUESTIONS CONCERNING REQUEST FOR PROPOSALS
All questions regarding the RFP must be submitted in writing before the deadline due
date of Tuesday, August 11, 2026 at 12:00PM PT. All questions must be titled
"Question - RFP-25-015 LIMS PM Support Services Responses to questions
received from prospective proposers will be formally documented in a Question and
Answer (Q&A) table that will be posted on the OCWD website:
https://www.ocwd.com/working-with-us/rfp-contracts/. The Q&A table will be updated
regularly as questions are received from prospective proposers. Questions received
after the questions due date will not be considered.
Attention: Melody Yap, Purchasing Manager
Email: procurement@ocwd.com
Orange County Water District
Professional Project Management Services - Laboratory Information Management System (LIMS) Replacement
Project
RFP-25-015
Tuesday, July 21, 2026
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OCWD RFP-25-015 - Professional Project Management Services - Laboratory Information
Management System (LIMS) Replacement Project
2.3. DEADLINE FOR PROPOSALS
Three (3) hard copies and one (1) electronic flash drive copy of the proposal must be
received in a sealed envelope by OCWD no later than Thursday, August 20, 2026 at
1:00PM PT or such later time that OCWD may announce by an addendum at any time
prior to the proposal deadline. The envelope shall be plainly marked on the exterior
"Proposal for RFP-25-015 Professional Project Management Services - Laboratory
Information Management System (LIMS) Replacement Project" and with the name,
company name, and address of the proposer.
Proposals must be mailed or delivered in person or via courier services at the District
office listed below. To deliver submittal packages in person or via courier, please notify
the guard at the main gate for proposal drop off. Sealed envelopes will be timestamped
upon receipt at the receptionist desk.
Orange County Water District
Administration Office Building
Attention: Melody Yap, Purchasing Manager
Address: 18700 Ward Street
Fountain Valley, CA 92708
It is the Proposer's responsibility to ensure that proposals are received prior to the
submittal deadline. Proposal packages should also include all signed Acknowledgment
of Addendum forms that may be issued by OCWD as part of this RFP process, as further
described below. Proposals received after the deadline will not be considered under any
circumstances. FAXED OR E-MAILED SUBMISSIONS WILL NOT BE ACCEPTED. The
OCWD will not be responsible for the proper identification and handling of any proposals
submitted incorrectly. Only responses properly submitted to OCWD will be considered.
OCWD reserves the right to reject any and/or all responses received. There will be no
formal opening of the proposals.
2.4. PRE-SUBMITTAL ACTIVITIES
The District reserves the right to revise the RFP prior to the date the Proposals are due.
Addendums to the RFP shall be posted on the OCWD website:
https://www.ocwd.com/working-with-us/rfp-contracts/ for all interested Proposers. The
District reserves the right to extend the date by which the Proposals are due.
3. PROJECT BACKGROUND AND DESCRIPTION
The Orange County Water District (OCWD) operates one of the nation's premier water
quality laboratories in support of its mission to provide a reliable supply of high-quality
water to more than 2.5 million residents and businesses within north and central Orange
County. The laboratory performs analytical testing to support regulatory compliance,
groundwater management, drinking water quality, advanced water purification,
environmental monitoring, research, and operational decision-making. The Laboratory
Orange County Water District
Professional Project Management Services - Laboratory Information Management System (LIMS) Replacement
Project
RFP-25-015
Tuesday, July 21, 2026
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OCWD RFP-25-015 - Professional Project Management Services - Laboratory Information
Management System (LIMS) Replacement Project
Information Management System (LIMS) is a mission-critical enterprise application that
supports laboratory workflows, sample lifecycle management, analytical data
management, quality assurance, regulatory reporting, and integration with other District
business systems.
OCWD is procuring a replacement LIMS to modernize laboratory operations, improve
operational efficiency, enhance data quality and reporting capabilities, and support the
District's long-term business and operational objectives. Due to the complexity, risk, and
organizational impact of implementing a new enterprise LIMS, OCWD is seeking an
independent Project Management Consultant to serve as the District's Owner's
Representative throughout the implementation.
The selected consultant will function as an extension of OCWD's multidisciplinary project
team and will provide independent project management, governance, vendor oversight,
risk management, quality assurance, executive reporting, and implementation support
from project initiation through final project closeout. The consultant will represent the
District's interests and work collaboratively with OCWD staff and the selected LIMS
implementation contractor to help ensure the project is delivered in accordance with the
approved scope, schedule, budget, quality objectives, and contractual requirements.
4. SCOPE OF SERVICES
See Exhibit A, attached to the end of this RFP, for the Scope of Services and required
deliverables.
The selected consultant will serve as OCWD's independent Project Management
Consultant and function as an extension of the District's multidisciplinary project team
throughout the implementation of the Laboratory Information Management System
(LIMS) Replacement Project. The consultant will provide independent project
management, project governance, project controls, vendor oversight, risk management,
quality assurance, executive reporting, and implementation support from project
initiation through final project closeout. The consultant shall represent the District's
interests and work collaboratively with District staff and the selected LIMS
implementation contractor to help ensure the project is delivered in accordance with the
approved scope, schedule, budget, quality objectives, and contractual requirements.
Services shall be performed in accordance with the Scope of Services, the approved
Project Management Plan, and the Professional Services Agreement.
GENERAL INFORMATION
The District expects the selected firm to provide quality service in accordance with
industry standards. The firm must demonstrate experience with the type of anticipated
work and must have the ability to perform all services in a timely manner upon the
request(s) from the District or the District's authorized representative. All work shall
comply with the requirements of federal, state, and local laws, and District requirements.
The proposing firm shall be reputable and capable of providing independent project
Orange County Water District
Professional Project Management Services - Laboratory Information Management System (LIMS) Replacement
Project
RFP-25-015
Tuesday, July 21, 2026
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OCWD RFP-25-015 - Professional Project Management Services - Laboratory Information
Management System (LIMS) Replacement Project
management services for complex enterprise information technology implementations.
The firm shall possess the qualified personnel, project management methodologies, tools,
and resources necessary to successfully oversee the implementation of the District's
Laboratory Information Management System (LIMS). The firm shall demonstrate
expertise in enterprise project governance, vendor management, project controls, risk
management, quality assurance, executive reporting, and coordination of
multidisciplinary project teams.
Acceptable performance standards include, but are not limited to, dependability,
contractor safety, demonstrated experience with anticipated work with the ability to
perform all anticipated services in a timely manner upon receipt of request, expertise on
the implementation and oversight of enterprise Laboratory Information Management
Systems (LIMS), including project governance, vendor management, project controls, risk
management, quality assurance, executive reporting, and coordination with District staff
and the LIMS implementation contractor.
4.1. MINIMUM QUALIFICATIONS
The selected firm is required to have at minimum the following qualifications:
* It is preferred that the proposed Lead Project Manager shall possess an active Project
Management Professional (PMP(R)) certification issued by the Project Management
Institute (PMI). Proof of certification shall be included with the proposal. Equivalent
project management certifications may be considered but will be given less weight
during the evaluation process.
* The proposed Lead Project Manager shall have a minimum of ten (10) years of
experience managing enterprise information technology projects of similar size and
complexity.
* The proposed Lead Project Manager shall have successfully managed at least one
(1) enterprise Laboratory Information Management System (LIMS) implementation
project or at least three (3) comparable enterprise software implementation projects
of similar size and complexity.
* The proposed Lead Project Manager shall have demonstrated experience managing
third-party software implementation contractors, including project planning,
governance, schedule management, risk management, issue management, and
executive reporting.
Orange County Water District
Professional Project Management Services - Laboratory Information Management System (LIMS) Replacement
Project
RFP-25-015
Tuesday, July 21, 2026
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OCWD RFP-25-015 - Professional Project Management Services - Laboratory Information
Management System (LIMS) Replacement Project
5. ELEMENTS OF PROPOSAL
The hard copy proposal shall be submitted in one large sealed envelope, which shall
include a two (2) part sealed proposal where each part shall be submitted in a separate
sealed envelope. The electronic file shall include two separate PDF files, plainly marked
with Part One and Part Two as listed below:
1. Part One: the first envelope, and PDF file, shall be plainly marked as Part One -
Statement of Qualifications. The name and address of the Proposer shall be
marked on the physical envelope.
2. Part Two: the second envelope, and separate PDF file, shall be plainly marked as
Part Two - Price Proposal. The name and address of the Proposer shall be marked
on the physical envelope.
To provide a degree of consistency in the review of the written proposals, firms are
required to include the following content in their proposals. The information required
below will be used to evaluate each proposal based on the evaluation criteria outlined in
this RFP. Proposals may be deemed nonresponsive if they do not respond to all areas
specified below.
Proposals shall be prepared simply and economically, providing a straightforward and
concise description of how the proposal has satisfied all the requirements of this RFP.
Emphasis shall be on completeness and clarity of content with sufficient detail to allow
for accurate evaluation and comparative analysis. Excessive or irrelevant materials will
not be favorably received.
Please include the following in your proposal:
5.1 Part 1 - Statement of Qualifications
The following subsections describe the contents required in Part One of the proposal.
Part One of the proposal shall be of such scope and depth to sufficiently describe and
demonstrate the Proposer's understanding of and approach to the project(s).
5.1.1 Title Page
The proposer should identify the RFP title, name and title of the firm's contact person,
address, telephone number, fax number, email address, and date of proposal submission.
5.1.2 Cover letter
A principal of the firm authorized to commit the firm to the requirements of the RFP must
sign the cover letter. The letter should identify a contact person (name, e-mail address,
and phone number) for future communication during the selection process. And shall also
discuss the Proposer's commitment to providing high quality services, describe the firm's
understanding and approach to the services, and its ability to perform the requirements
of this RFP. Include a brief background of the firm including history, types of services
Orange County Water District
Professional Project Management Services - Laboratory Information Management System (LIMS) Replacement
Project
RFP-25-015
Tuesday, July 21, 2026
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OCWD RFP-25-015 - Professional Project Management Services - Laboratory Information
Management System (LIMS) Replacement Project
provided, number of employees, number of offices and locations with staff size and
disciplines, and any other relevant information that may be useful in determining the firm's
qualifications to provide the services described in this RFP.
5.1.3 Table of Contents
The table of contents should include a clear and complete identification by section and
page number of the submitted materials.
5.1.4 Experience and record of past performance.
Provide a description of the Proposer's experience providing independent project
management services for Laboratory Information Management System (LIMS)
implementations and other comparable enterprise software implementation projects.
Include a minimum of three (3) enterprise LIMS implementation projects or provided
comparable enterprise software implementation projects completed within the past ten
(10) years that are similar in size, scope, and complexity to the services described in this
RFP.
For each project, provide:
* Client name and organization.
* Project name and location.
* Description of the project and services provided.
* Project schedule and completion date.
* Contract value for the Proposer's services.
* Identification of the proposed Lead Project Manager's role and level of
involvement.
* Client contact name, title, telephone number, and email address.
Preference will be given to experience involving water utilities, environmental
laboratories, drinking water laboratories, wastewater laboratories, or other public-sector
organizations implementing Laboratory Information Management Systems (LIMS).
Comparable enterprise software implementation projects may also be submitted for
consideration.
The District reserves the right to contact any reference provided and to consider
information obtained from other available sources regarding the Proposer's performance
on similar projects.
5.1.5 Project Team and Qualifications
The proposing firm shall demonstrate the organizational capacity and qualified
personnel necessary to perform the services described in this RFP for the duration of
the Agreement.
Provide an organizational chart that identifies the proposed project team, including any
subconsultants, and clearly illustrates reporting relationships and lines of responsibility.
Orange County Water District
Professional Project Management Services - Laboratory Information Management System (LIMS) Replacement
Project
RFP-25-015
Tuesday, July 21, 2026
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