Backflow_Requirements_Worksheets.xlsx
XLSX spreadsheet 111 KB Posted
- Solicitation number
- S-P00140-00000718
- Issued by
- Lane County, Oregon
About this file
The document contains instructions and requirements for a Backflow Database Replacement Project solicitation issued by the Eugene Water & Electric Board (EWEB) in the state of Oregon. EWEB is seeking proposals from qualified software and service firms to implement a comprehensive backflow database solution. The solicitation covers functional, technical, cybersecurity, and integration requirements, with a proposal due date of October 8, 2021 at 2:00 PM PT. The project involves integrating the new backflow database with EWEB's existing systems, including the customer information system (CIS), GIS, and billing systems, as well as incorporating data from EWEB's legacy backflow database. The contract term is not specified.
The document provides detailed requirements across areas such as technical architecture, operating system and database support, identity management, security, web browser and device support, data exchange, and integration with EWEB's existing systems. It also covers vendor cybersecurity requirements around key management, encryption, multi-factor authentication, logging and auditing, and passing EWEB's security assessment. Pricing terms, set-asides, funding sources, and other commercial details are not included in this document.
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Other files
| File | Type | Posted |
|---|---|---|
| Detailed Price Worksheet.xlsx | XLSX spreadsheet | |
| RFP 21-148-PSC Addendum 1~1.pdf | ||
| RFP 21-148-PSC Addendum 3.pdf | ||
| RFP 21-148-PSC Tab Sheet.pdf | ||
| RFP 21-148-PSC Addendum 2.pdf | ||
| RFP 21-148-PSC Notice of Intent to Award.pdf | ||
| Request for Proposal - Addendum II.pdf | ||
| RFP 21-148-PSC Backflow Database Replacement Project.pdf | ||
| Vendor Presentation Power Point 091621~1.pptx | PPTX presentation |
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INSTRUCTIONS
| BACKFLOW DATABASE REQUIREMENTS: INSTRUCTIONS | ||
| COVER SHEET | ||
| 1 | COMPANY NAME: | Enter the company who will act as the owner of this proposal |
| REQUIREMENTS - VENDOR RESPONSES | |
| * | REQUIREMENTS ARE SEPARATED BY FUNCTIONAL, TECHNICAL, CYBER AND INTEGRATION AND MUST BE ANSWERED COMPLETELY |
2 VENDOR RESPONSE: A selection from the drop-down must be chosen for EACH requirement
3 'PARTIALLY MEETS REQUIREMENTS IN CURRENT RELEASE': Any time that 'Partially meets requirements in current release' is chosen, you must specify what elements are not met and if/how you will meet the missing elements in the 'Additional Comments' field
4 NARRATIVES: Use the 'Vendor Narrative / Additional Comments' field to provide as much detail as possible in answering the narrative requests (these are also graded)
COVER SHEET
| BACKFLOW DATABASE REQUIREMENTS: COVER SHEET |
| COMPANY INFORMATION |
PRIMARY COMPANY NAME:
OVERVIEW
| The diagram above and definitions below are provided to help describe our current information and terms. This is not a required architecture of data/information or terminology. | |
| Term | Definition |
| Location | A physical address where one or more services exists. AKA Premise or Prem. |
| Service | A billable water service identified by a service number and associated to a premise. |
| Backflow Assembly | A device for water safety that is installed at a location and is associated to a service. It is uniquely identified by a serial number. |
| Test Record | Documents a backflow test event. |
| Inspection Record | Documents a inspection event. |
| Default Tester | the Testing Group designated to complete annual testing for a designated location/ service / backflow assembly. (aka GAG tester { Good As Gold for residential applications} or ATA tester {Agree to Agree for commecial}) |
| Tester | An individual who completes backflow tests and is associated with a Tester Group. |
| Tester Group | A Group (aka Company) with one or more Testers. |
| Tester Certification | A certification for a Tester that has an expiration date and must be renewed. |
| Test Gauge | A device used for testing backflow devices. Identified by a serial number and associated to a Tester Group. |
| Fees Schedule | Schedule of Fees for services by a Tester Group |
| Device Test Requirements | The 'USC' standards set of backflow testing requirements by device make/model/type/size. |
FUNCTIONAL REQUIREMENTS
| Req # | Entity | Requirement | Vendor Response | Vendor Narrative or Additional Comments |
| BR001 | Location | System shall support the concept of a Location, which represents a physical address. Support a location having one or more services associated to it. | ||
| BR002 | Service | System shall support a Service, that represents a billable water service that contains a Customer name/email/phone, Owner name/email/phone, Service Number, Rate (residential/commerical), and confined space indicator (Y/N). | ||
| BR003 | Backflow Assembly | System shall support Backflow Assemblies/Devices (testable and non-testable) with attributes of Type, Model, Make, Size, Status (active/inactive),Serial #, HazardType (select from list), Location Description, Test Frequency (default yearly). System shall track inventory of all EWEB backflow assemblies/devices. |
o Reduced Pressure Backflow Assembly (RPBA/RPDA) o Type II Assemblies (RPDA-II/DCDA-II) o Double Check Assembly (DCVA/DCDA) o Pressure Vacuum Breaker Assembly (PVBA) o Spill Proof Vacuum Breaker Assembly (SVBA) o Air Gap (AG) o AVB (Atmospheric Vacuum Breaker) devices (untestable but needs to be tracked).
o Any new assemblies/devices as they become available.
| BR004 | TestRecord | System shall maintain Test Records with the following fields: Due_Date, Date_Tested, Tester, Gauge ID, Test Results**,Comment Field, Test Result (Pass/Fail), BackflowAssembly ID, EnforcementFlag (True/False), Type (Annual Test, Default Tester) |
| BR005 | TestRecord | Backflow installation and test requirements shall be regulated by the 'USC' standards by make/model/type/size/test result criteria (pass/fail). |
| BR006 | InspectionRecord | System shall maintain Inspection Records with the following fields: Type (New/Replaced/Relocated/Removed/Site Inspection), Inspector_ID, Created_Date, Completed_Date, Details (configurable checklist), Pictures as attachements. |
| BR007 | TestGauge | System shall maintain Test Gauge records that contain a unique Gauge_ID , calibration_expiration Date, Scan of Calibration document. |
| BR008 | TestGroup | System shall support a Test Group (aka company) that contains one or more testers. A group is associated with Tester(s), contains Business Licence/ExpirationDate, Insurance/ExpirationDate, Lic Type (Landscape/Construction), One or more Test Gauges, and an associated Fee schedule. |
| BR009 | Tester | System shall support a Tester that has a name, Tester Certification/expiration_date, Cross Connection Specialist Certification/expiration_date (not a required field), login_ID/Password, TestGroup association. |
| BR010 | AssemblyTestRequirements | System shall maintain and update 'USC' standards for backflow testing requirements by assembly make/model/type and size. |
| BR011 | BackflowAdmin | Backflow Administrator shall have rights to administer the system on behalf of the utility. |
| BR012 | TestGroupAdmin | TestGroup Admin shall have rights to view tests for the assigned Test Group only. |
| BR013 | Tester | View All tests in it's TesterGroup |
Assign a Test to itself.
Upload Test Results.
Upload Certification Renewal with Scanned certificate.
Password reset workflow supported.
Online Portal registration and agreement to EWEB's online user agreement/terms of use.
Supports functions from a moble device in connected and offline modes.
Enter replacement,removals, relocated and add new assemblies with administrated approval.
BR014 TestGroupAdmin View All tests in it's TesterGroup Assign a Test to a Tester.
Update Business Lic. with Scanned document and expiration_Date.
Update Insurance with scanned documents and expiration_date.
View Report on tests scheduled by date range.
View Report on tests completed by date range with fees summarized.
Password reset workflow supported.
Maintain Tester accounts for testers in their Group (Add/Remove) Update Fee Schedule.
Generate Billing Reports with Fee Schedule by Test Type for a given date range.
Online Portal registration and agreement to EWEB's online user agreement/terms of use (for Group Admin who is not a tester) BR015 BackFlowAdmin Administer complete system and has access to all functionality including:
TestGroupAdmin account administration: Create/Update/Disable and management of associated records.
Tester account administration: Create/Update/Disable and management of associated records.
BackFlowAdmin account administration: Create/Update/Disable and management of associated records.
Test Device(Gauge) administration: Create/Update/Disable and management of associated records.
Default Tester Administration: Assign/remove individual and/or bulk changes Inspection Record: Create/Update/Remove Test Record:Create/Update/Remove Backflow Assembly: Create/Update/Replace/Remove/Relocate/Inactivate Location and Service administration: Create/Update/Remove BR016 BackFlowAdmin Billing Administration Fee Schedule Review/Maintenace for Test Groups.
Generate Billing Reports with Fee Schedule by Test Type for a given date range for completed tests.
Subtotal by Tests/Fees.
Include Owner/Account info for Billing by Customer Number.
Report output options to include CSV format to support billing automation.
BR017 BackFlowAdmin Notification for Administers: System shall provide notification for the following events:
When a test record submission fails.
When a test record is for a new/replaced/removed/relocated assembly.
When a tester submits their first test as a new tester.
When a Bus Lic/ Insurance / Fee Schedule/ Test Gauge Calibration or Tester Cert documentation is updated.
BR018 BackFlowAdmin Administration of System Configurations for EWEB application.
Backflow Hazards:Customized, drop down selectable list (managed and updated by EWEB Admin) for specific hazard eg. swimming pool, irrigation, fireline, boiler.
Test Results Due Date: System provides the ability to set rule to automatically alert EWEB and provide option to reject data entry when data being reported to the system after a certain time restriction (OAR Rules require test results to be reported within 10 working days)
BR019 BackFlowAdmin State Reporting Requirements:
System must provide data for annual reporting to the State of Oregon as required by the Oregon Administrative Rules 333-061-0070 (9) (c).
* Reduced Pressure Backflow Prevention Assemblies (RP, RPBA & RPDA):
o Total number installed in EWEB's water system o Total number of assemblies tested o Total number of assemblies that passed their annual test o Total number of assemblies that failed their annual test
* Double Check Backflow Prevention Assemblies (DC, DCVA & DCDA):
o Total number installed in EWEB's water system o Total number of assemblies tested o Total number of assemblies that passed their annual test o Total number of assemblies that failed their annual test
* Pressure Vacuum Breaker Assemblies (PVB, PVBA & SVBA):
o Total number installed in EWEB's water system o Total number of assemblies tested o Total number of assemblies that passed their annual test o Total number of assemblies that failed their annual test
BR020 BackFlowAdmin REPORTING: System shall provide reporting feature with customizable/configurable information fields for backflow testing and compliance such as backflow status reports, annual reporting requirements for the State of Oregon, and backflow owner vs. utility customer.
| BR021 | InspectionWorkflow | System shall support an inspection workflow: Create Inspection, Assign to a Group, Assign to a Tester (must be Cross Connection Specialist with active certification), Utilize Smart Routing, Upload Results and Pictures, View/Report Inspection Status. Field collection via mobile device that supports off-line data collection. |
| BR022 | InspectionWorkflow | System must create an inspection work activity when an assembly is new, replaced, relocated or removed. |
| BR023 | EnforcementWorkflow | System shall support an enforcement workflow: Overdue Inspection Report, Mark Test as 'Enforcement', Assign to Contracted Tester, Email to Owner, Tester uploads results, AutoGenerate new test record for next testing cycle (6mos or year), Create billing reports to pay testers and bill customers. |
| BR024 | Default Tester Workflow (commercial) | System shall support workflow for annual testing where a Backflow Assembly and Customer have a default tester specified. Send postcard/email to owner, schedule test record for Test Group, Tester to submit results, Create and assign new annual test and assign default tester, create Billing reports to pay the Tester Group based on fee schedule and bill Customer. |
| BR025 | Default Tester Workflow (Residential/Commercial) | System shall support workflow for annual testing where a Backflow Assembly and Customer have a default tester specified. Schedule test record for Test Group, Tester to submit results, Create and assign new annual test and assign default tester. |
| BR026 | Annual Testing workflow (Residential) | System shall support workflow for annual testing without a default tester. Send notification letter (residential template), 2nd Letter send (reminder), Tester to self-assign, Tester submits Results, Upon validating successful results, system creates new test record for next scheduled cycle. Tester can specify if customer selects default tester with verification workflow. A failed test result will result in a new Re-Test record being recorded with the Tester Assigned. |
| BR027 | Annual Testing workflow (Commercial) | System shall support workflow for annual testing without a default tester. Send notification letter (commercial template), 2nd Letter send (enforcement), Tester to self-assign, Tester submits Results, Upon validating successful results, system creates new test record for next scheduled cycle.Tester can specify if customer selects default tester with verification workflow. A failed test result will result in a new Re-Test record being recorded with the Tester Assigned. |
| BR028 | Letters (Customer Notification) | System shall support customer notification via mailed letters or email based on customer preference. Generation by admin shall be supported based on saved templates by customer type and letter purpose (Residential notification, Residential Second notice, Commercial notification, Commercial Enforcement, Commercial postcards). System must allow letters to be created and edited by EWEB admin and saved as assignable templates. |
| BR029 | Off-line Support | System shall allow for offline support of Testers in the field. The ability to download tests to be performed before going off-line. Collect test information while in the field and then upload results when connectivity is restored. |
| BR030 | Owner Information | System shall obtain property owner information (Name, Mailing Address) from public records such as RLID to support testing notification. |
| BR031 | BusinessRules | Upon Test Record Submission, system will validate the following, as of the 'date tested', to accept the Test Record: |
Verfy Tester has a valid certification , Verify Test Group has valid Business Lic and Insurance. Verify Test Guage has a valid Calibration record. Verify test results conform to USC standards.
| BR032 | BusinessRules | Upon Test Failure, the failure and reason will be recorded and a 're-test' record will be created for the Backflow assembly with the option for the Tester to be assigned repair/retest. |
| BR033 | Customer Communication | System must automatically generate letters (templates customizable by Backflow Admin) related to backflow assemblies with the ability to follow the preferred method of communication (ebill vs. paper) with regard to backflow correspondence - subject to the customers contact preferences. |
| BR034 | Data Ownership | EWEB shall be the owner of all data related to the backflow solution. |
| BR035 | Data Ownership | Upon termination of the relationship with EWEB, a means to extract all backflow records shall be available to enable the successful recovery of all backflow data. |
| BR036 | Service Delivery | The solution shall be browser based. Responsive design for mobile is desired. |
| BR037 | Test Environment | The proposed solution shall include a complete test environment with integrations to support ongoing maintenance, troubleshooting and upgrade testing. |
TECHNICAL REQUIREMENTS
| General Technical Requirements | Vendor Response | Vendor Narrative or Additional Comments | |||
| 1.1 | Technical Architecture | ||||
| 1.1.1 | Technical Architecture | Requirement | The application delivery is provided as on Prem. | ||
| 1.1.2 | Technical Architecture | Requirement | If not on Prem, the application delivery is provided via a Cloud or SaaS model. | ||
| 1.1.3 | Technical Architecture | Requirement | The application uses a Service Oriented Architecture (SOA) supporting XML, SOAP, and WEB services. | ||
| 1.2 | Operating System Support | ||||
| 1.2.1 | Operating System Support | Requirement | If the application is delivered, on-premises, supporting a virtual environment, the application will operate in a Virtual Server environment using VMware version 6.5 or higher. |
(If the application is not supported in a virtual environment, please describe the physical server environment requirements).
| 1.2.2 | Operating System Support | Requirement | An on-prem application will operate under the most current release of Windows Server Operating System, and at minimum one release back. |
| 1.2.3 | Operating System Support | Requirement | An on-prem application will operate using the most current release of Red Hat-Linux operating system, or one release back. |
| 1.3 | Database Support | ||
| 1.3.1 | Database Support | Requirement | An on-prem application will be able to work with application data managed in the most current release of the Oracle Enterprise Edition Database management system, or one release back. |
| 1.3.2 | Database Support | Requirement | An on-prem application will be able to work with application data managed in the most current release of the Microsoft SQL Server Database management system, or one release back. |
| 1.4 | Identity Provider | ||
| 1.4.1 | Identity Provider | Requirement | Authentication of internal EWEB users will provide identity management utilizing SAML authentication. |
| 1.5 | Security | ||
| 1.5.1 | Security | Requirement | The application will utilize end-to-end encryption. Do not use DH-ANON or ECDH-ANON for Key Exchange. Do not use the following ciphers/algorithms: 3DES EDE CBC, GOST 28147-89 CNT, RC4, or Null (no cipher) |
| 1.5.2 | Security | Requirement | The end-to-end encryption will protect data both in-transit and at rest. |
| 1.5.3 | Security | Requirement | The application utilizes Multi-Factor Authentication (MFA) for EWEB user log-in. |
| 1.5.4 | Security | Requirement | Data exchange between server and mobile/web clients uses 256 encryption and SSL, and TLS 1.3 as the encryption algorithm and DHE-RSA, ECDHE-RSA, or ECDHE-ECDSA for key exchange. |
| 1.5.5 | Security | Requirement | Passwords for non-OKTA authentication shall be 10 char min lenght and include upper, lower, numbers and special characters. |
| 1.6 | Supported Web Browsers | ||
| 1.6.1 | Supported Web Browsers | - | The application will support the multiple modern web browsers including the following: |
| 1.6.2 | Supported Web Browsers | Requirement | Microsoft Edge |
| 1.6.3 | Supported Web Browsers | Requirement | Apple Safari |
| 1.6.4 | Supported Web Browsers | Requirement | Google Chrome |
| 1.6.5 | Supported Web Browsers | Requirement | Mozilla Firefox |
| 1.7 | Supported Devices | ||
| 1.7.1 | Supported Devices | - | The responsive design or the app design will support multiple device types, including the following: |
| 1.7.2 | Supported Devices | Requirement | iOS devices as currently supported by Apple |
| 1.7.3 | Supported Devices | Requirement | Android devices from various manufacturers currently supported by that manufacturer. |
| 1.7.4 | Supported Devices | Requirement | Desktop computers utilizing a supported browser |
| 1.7.5 | Supported Devices | Requirement | Mobile devices utilizing a supported browser |
| 1.8 | Data | ||
| 1.8.1 | Data | Requirement | If the application requires FTP data exchange, EWEB requires SFTP protocol. |
| 1.8.2 | Data | Requirement | Data exchange can be supported in real-time and by batch. |
| 1.8.3 | Data | Requirement | Data can be imported via batch files including csv, txt, xlsx, and docx |
| 1.8.4 | Data | Requirement | A SaaS or Cloud provider will meet EWEB's data retention policy to retain customer data for a minimum of 36 months (driven by Oregon state law). |
| 1.8.5 | Data | Requirement | Due to differing privacy standards from country to country, all data must be stored and maintained in the US only. |
| 1.8.6 | Data | Requirement | A Cloud or SaaS provider must be SAS 70/SSAE 16/SSAE 18 (SOC2, Type 1 or Type 2) certified and will agree to provide the latest audit reports (and bridge letter where applicable). |
CYBER REQUIREMENTS
| TOPIC | Requirements | Vendor Response | Vendor Narrative or Additional Comments |
| Key Management | 1. Integrate w/ Okta if possible. | ||
| 2. Follow password requirements if not sso/okta | |||
| 3. Follow API key best practices: | |||
| 1. Minimize their generation. | |||
| 2. Grant minimum necessary privileges. | |||
| 3. Rotate at least quarterly. | |||
| 4. Do not hardcode. | |||
| 4. No shared accounts. | |||
| Encryption | 1. Require transport layer encryption TLS 1.3 or higher. | ||
| 2. Use encryption of data at rest. | |||
| MFA | Require MFA for login | ||
| Logging and Auditing | Enable application logging, sent to EWEB Splunk Server | ||
| Logging of interactions between vendor staff and EWEB data | |||
| Logging of account management events (Create/Update/Disable/Delete) | |||
| Logging of authentication events | |||
| Vendor Security | Must pass vender security assessment by EWEB Cyber team. | ||
| Security | Online authentication via a secure login screen |
Secure web-based access to the contract management environment Contracts and related information access restricted to authorized personnel Utilizes software security best practices
INTEGRATION REQUIREMENTS
| INT # | Integration Name | Source System | direction | Target System | Frequency | Vendor Response | Vendor Narrative or Additional Comments |
| INT-01 | EWEB Location/Premise Data | EWEB CIS | one-way | <Proposed Backflow System> | (minimum- nightly) | ||
| INT-02 | EWEB Service/Customer data | EWEB CIS | one-way | <Proposed Backflow System> | (minimum- nightly) | ||
| INT-03 | Backflow Assemblies | Legacy Backflow | One-Time | <Proposed Backflow System> | one time | ||
| INT-04 | Backflow Tester | Legacy Backflow | One-Time | <Proposed Backflow System> | one time | ||
| INT-05 | Group_Admin | Legacy Backflow | One-Time | <Proposed Backflow System> | one time | ||
| INT-06 | BackFlow_Admin | Legacy Backflow | One-Time | <Proposed Backflow System> | one time | ||
| INT-07 | Inspection Record History | Legacy Backflow | One-Time | <Proposed Backflow System> | one time | ||
| INT-08 | Test Record History | Legacy Backflow | One-Time | <Proposed Backflow System> | one time | ||
| INT-09 | Test Group | Legacy BackflowPortal | One-Time | <Proposed Backflow System> | one time | ||
| INT-10 | Default Tester info | Legacy Backflow | One-Time | <Proposed Backflow System> | one time | ||
| INT-11 | Backflow Assembly Info | <Proposed Backflow System> | one-way | GIS Holding Tables | daily | ||
| INT-12 | Backflow Assembly last Test Info | <Proposed Backflow System> | one-way | GIS Holding Tables | daily | ||
| INT-13 | Backflow Billing Info | <Proposed Backflow System> | one-way | Billing Info | daily | ||
| INT-14 | Property Owner Information | Public Records/Other ? | one-way | <Proposed Backflow System> | daily |
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