RFP 21-148-PSC Addendum 3.pdf

Rev 4-21-20

October 4, 2021

ADDENDUM #3

Backflow Database Replacement Project

RFP 21‐148‐PSC

This addendum provides clarification to the solicitation document(s) for work only to the extent indicated herein.

QUESTIONS RECEIVED, ANSWERS IN RED:

1. There is a question on the “functional requirements” tab of the Backflow requirements work sheet. In row 15, it says that the test group admin should have the ability to “update fee schedule”. Does it suffice to allow the tester/test group admin to enter their fees for their services when entering the data for the test? Then those fees would be reviewable after the test is submitted. Or does the tester/tester group admin need to enter test fees when signing up for the software and have the ability to change that fee schedule at a later time?

Ideally, the EWEB admin would enter all the fees, but we are open to other options of making the fees work.

2. If a customer enrolls in the Good as Gold (GAG) program or the Agreement to Agree (ATA) program, are the fees for those programs set by EWEB and stay the same regardless of the testing company they are assigned? I know the payment for GAG goes directly to the tester and the payment for ATA goes from the customer to EWEB then to the EWEB contracted tester. But are those fees the same for each test type within each program regardless of the tester utilized to provide the service?

No

Or does each tester/tester group set their own fee schedule for EWEB to review?

Yes

If that is the case, does EWEB need the ability to approve those fee schedules for each tester/tester group?

Yes. GAG customers and testers agree on the test pricing and EWEB is not involved. The ATA fees are based on the contract agreement between EWEB and the contract testers who complete the ATA tests.

Currently EWEB has 2 contracted testers with 2 separate fee schedules.

3. Row 17 of the “functional requirements” tab on the backflow requirements work sheet, states that the backflow admin should have billing administration rights. Is EWEB asking for the backflow admin to able to assign a fee to each test group based on whether they perform a GAG program test or an ATA program test and also base that fee on what the test type is? Or does EWEB want the tester/tester group to be able to set their own test fees when signing up with the software that EWEB can review and approve?

EWEB is open to either option.

4. Also having to do with row 17, EWEB would like to get a report on each individual account that needs to be billed and for how much correct?

Yes

These amounts to be billed ‐ should include all fees associated with that test including things like confined space entry or any other potential add‐on fees, correct?

Yes

That same file then needs to be built in a format that can communicate that information to the billing software, correct?

Yes

Are the fees that a tester/tester group include on their fee schedule defined by EWEB?

Yes, they are an agreed upon amount in the tester’s contract with EWEB.

5. How many GAG customers does EWEB have?

8,000 customers

How many ATA customer does EWEB have?

600 commercial customers

Who sets the fee schedule for testing services provided by testers/tester groups? Does EWEB set those fees or does the individual tester/tester group?

Testers set their own fee schedule for all tests completed, with the exception of commercial ATA & enforcement, which those rates are based on the contract between the tester and EWEB.

6. Are there separate contractors used for the GAG program then contractors used for the ATA program, or could a particular contractor be used for both?

We currently have two (2) contract testers who we utilize for the ATA and enforcement testing programs.

We do not have EWEB contractors perform GAG tests on behalf of EWEB. Those contract testers have their own GAG customers and complete tests for those customers and bill them separately. The GAG program is an agreement between a customer and tester to test their assembly on an annual recurring basis. This reduces the amount of correspondence between EWEB and the customer.

7. When an assembly is new, replaced, relocated, or removed, what are the customers or testers responsibilities regarding reporting that information to EWEB?

The tester is required to submit the new, replaced, relocated or removed assembly information as an assembly test slip. Removals can also come as an email.

Is EWEB requiring this information to be reported when the field test data is entered?

Yes, within 10 days of completed test.

Does the software need to alert EWEB personnel so those devices can be approved and added to the software?

Yes.

8. When a device is removed or replaced with a new one, does the old device information have to remain in the software or should it be replaced by information from the replacement/new device?

Yes, EWEB would prefer to keep the historical records in the software.

9. Row 25 on the functional requirements tab of the backflow requirements worksheet states that a customer have a default tester specified. Then it says the software should create and assign a new annual test to the default tester. Is that requirement only for customers that are enrolled in the GAG or ATA program?

This requirement is referring to the existing commercial ATA program.

What if the customer wants to change the tester they used last time?

EWEB assigns the contract tester to complete the annual test and the customer does not chose the tester.

Does EWEB want that same functionality in place for customers that are not enrolled in one of those programs and are responsible for hiring their own tester every year?

Yes, rows 26‐28 describe our other workflows requested.

CLOSING DATE AND TIME

Remains unchanged.

This addendum constitutes a NON‐MATERIAL CHANGE to the bid and does not need to be signed or returned.

Addendum prepared by:

Tracy Davis, CPPB, CDT Purchasing Analyst

End of Addendum 3